As a mobile notary, setting appropriate travel fees is crucial to ensure your services are profitable while remaining competitive. Here’s a comprehensive guide to help you determine what your travel fees should include and some factors to consider.

1. Understand State-Regulated Fees

First and foremost, familiarize yourself with your state’s regulations regarding notary fees. Many states have specific limits on what notaries can charge for their services, including travel fees. For example:

• New York: Notaries may charge a maximum of $2 per signature, and travel fees should be disclosed and agreed upon in advance. Travel fees should also be “reasonable.
• Connecticut: Allows Notaries to charge 35 cents per mile for travel.
• Wyoming: Allows Notaries to charge federal mileage rates and must inform customers about travel fees in advance and clarify they are separate from the regular notarization fee.

Check your state’s notary public handbook or official website for specific guidelines to ensure compliance. You can also check out this article from the NNA: https://www.nationalnotary.org/notary-bulletin/blog/2021/07/notary-travel-fees-across-united-states

2. Calculate Travel Expenses

To set a fair and accurate travel fee, consider the following expenses:

• Mileage: Determine your mileage rate. The IRS standard mileage rate is a good benchmark (as of 2024, it’s 65.5 cents per mile). Calculate the round-trip distance to your client’s location.
• Tolls: Include any tolls you may encounter on your route.
• Parking: Factor in parking fees, especially if you’ll be traveling to urban areas with limited free parking options.
• Time: Consider the time spent traveling. Many mobile notaries charge for their travel time in addition to mileage, often at an hourly rate.
• Vehicle Maintenance: Regular maintenance costs, such as oil changes and tire rotations, can be factored into your travel fees to ensure your vehicle remains reliable for service.

3. Set a Base Travel Fee

A base travel fee helps cover minimum expenses for nearby appointments. This could be a flat fee that accounts for the first 10 or 20 miles of travel, with an additional per-mile rate for distances beyond that.

4. Consider Distance

Traveling long distances can significantly impact your profitability and work-life balance. Consider setting a maximum travel radius or implementing tiered pricing based on distance. For example:

• 0-10 miles: Base travel fee
• 10-20 miles: Base travel fee + $1 per mile
• 20+ miles: Base travel fee + $1.50 per mile

5. Evaluate Market Rates

Research what other mobile notaries in your area charge for travel. Competitive pricing ensures you attract clients while still covering your expenses.

Cons of Traveling Long Distances

While expanding your service area can increase your client base, there are notable drawbacks to traveling long distances:

1. Increased Expenses

Longer trips mean higher fuel costs, more frequent vehicle maintenance, and potential toll and parking fees, all of which can eat into your profits.

2. Time Consumption

Extended travel times reduce the number of appointments you can schedule in a day, limiting your earning potential. More time on the road also means less time for administrative tasks, marketing, or personal time.

3. Wear and Tear on Vehicle

Frequent long-distance travel accelerates wear and tear on your vehicle, leading to more frequent repairs and higher maintenance costs.

4. Risk of Cancellations

The further you travel, the greater the risk of cancellations affecting your schedule. A last-minute cancellation after traveling a long distance can result in significant lost time and money. Having an agreed-upon cancellation policy or collecting a deposit upfront is a good business practice.

5. Work-Life Balance

Long hours on the road can impact your work-life balance, leading to fatigue and reduced job satisfaction. Balancing travel with personal commitments is essential to maintain overall well-being.

Conclusion

Setting appropriate travel fees as a mobile notary involves considering state regulations, travel expenses, and market rates. By carefully calculating your costs and evaluating the pros and cons of long-distance travel, you can ensure your services remain profitable and sustainable. Always communicate your fees clearly to clients upfront to avoid misunderstandings and ensure a smooth transaction.

Establishing a fair and transparent fee structure will not only help you cover your expenses but also build trust and credibility with your clients, fostering long-term business relationships.