Short version: Using a business email like yourname@YourNotaryBusiness.com helps you look professional, protect client info, and stay organized. It’s simple to set up and makes every job smoother.

Why not your personal email?

• Trust: Title companies, attorneys, and clients take you more seriously when your email matches your business name.
• Privacy: Keep appointment details separate from your personal life.
• Fewer headaches: Important messages are less likely to get lost, mixed in with coupons and newsletters.
• Organization: It’s easier to sort orders and invoices when they all live in a dedicated inbox.
• Boundaries: You can use out‑of‑office replies and shared access for a vetted helper—without exposing your personal email.

What “professional” looks like

Choose a simple, easy‑to‑say domain and address:

• Domains: YourNameNotary.com, YourCityNotary.com
• Addresses: firstname@YourNotaryBusiness.com, firstname.lastname@…, hello@…, or signings@…

How to set it up (no tech talk)

1. Pick your domain
   Search for something short and memorable. Avoid hyphens and numbers.
2. Choose an email provider
   Use a reputable business email service (Google Workspace, Microsoft 365, Fastmail, Zoho, Proton, etc.). They’ll walk you through it with on‑screen prompts.
3. Create your address and turn on the basics
   • Make your mailbox (e.g., yourname@…).
   • Turn on two‑step verification for security.
   • Add a signature (see template below).

Tip: Your provider will handle the behind‑the‑scenes settings. Just follow the steps they give you; no need to know any jargon.

A simple inbox setup for busy notaries

Create a few folders/labels and let filters do the sorting:

• 0 – New Orders
• 1 – Scheduled
• 2 – Completed / Scan‑backs Sent
• 3 – Billing (Invoices / Paid)
• 4 – Issues / On Hold
• Admin – Vendors / Marketing / Templates

Helpful filters to add:

• Subject has “Order” or “Signing” → put in New Orders and star it.
• From your invoicing tool → label Billing.
• From specific title companies → auto‑label by client name.

Create a few canned responses (templates) you can send with two clicks: Order received, Appointment confirmed, Scan‑backs sent, Invoice sent, Out of office.

Copy‑and‑paste goodies

Email signature

Your Name, Notary Public – [State]
Mobile: (xxx) xxx-xxxx
Email: yourname@YourNotaryBusiness.com
Booking/Website: YourNotaryBusiness.com
I am not an attorney and cannot give legal advice.

Order received

Subject: Received – [Signer Name], [Date/Time]

Hi [Name],
Thanks for the order. I’ve got the details for [Signer Name] on [Date] at [Time]. I’ll confirm with the signer and update you once scheduled.
Best, [Your Name]

Appointment confirmed

Subject: Confirmed – [Signer Name], [Date/Time]

Hi [Name],
Appointment is confirmed with [Signer Name] for [Date] at [Time] at [Location]. I’ll send scan‑backs right after completion.
Best, [Your Name]

Scan‑backs sent

Subject: Scan‑backs Delivered – [Signer Name]

Hi [Name],
Scan‑backs for [Signer Name] are delivered here: [secure link or note]. Let me know if you need anything else.
Best, [Your Name]

Invoice sent

Subject: Invoice – [Order #] – [Amount]

Hi [Name],
Attached is the invoice for [Order #]. Terms are [Net X]. Please let me know if AP needs anything further.
Thank you, [Your Name]

Out of office

Subject: Out of Office

Thanks for your message. I’m unavailable until [Date]. For urgent matters, email [backup@YourNotaryBusiness.com] or call [xxx‑xxx‑xxxx]. I’ll reply as soon as I’m back.
Best, [Your Name]

Switching from your personal email (quick plan)

1. Tell people: Add a note to your old signature—“New business email: yourname@YourNotaryBusiness.com.”
2. Forward: Temporarily forward mail from the old address so you don’t miss anything.
3. Update everywhere: Business cards, website, Google Business Profile, scheduling links, notary directories, vendor portals.
4. Notify key clients: Send a short “we’ve updated our email” message to title companies and law firms.
5. Turn off forwarding once replies consistently hit your new address.

Final thought

A professional email is a small change with a big payoff: stronger trust, cleaner workflows, and better protection for your clients.