As a notary, choosing the right signing companies to work with is crucial to ensuring timely payments, protecting your reputation, and safeguarding your personal information. Not all companies operate with integrity, so due diligence is essential. Here’s how to vet signing companies before accepting assignments.

Why Vetting Matters

Many notaries have faced issues with non-payment, unethical practices, or mishandling of personal information. According to a survey by the Freelancers Union, 71% of independent contractors have experienced non-payment issues, making it essential to research potential clients before working with them.

Step 1: Research the Company

Before committing to any signing company, take the following steps:

• Check their website – Ensure the company has a professional online presence.
• Verify business registration – Search state databases or the Better Business Bureau (BBB) for legitimacy.
• Look for online reviews – Check forums like Notary Rotary, 123Notary, and Notary Café for feedback from other notaries.
• Search for complaints – Google the company name along with keywords like “scam” or “non-payment.”

Step 2: Review Payment & Contract Terms

• Understand the company’s payment timeline (Net 15, 30, or 45 days?).
• Confirm payment methods (Direct deposit, check, PayPal, etc.).
• Beware of red flags such as upfront fees or vague payment terms.
• Always request written confirmation of payment terms before accepting an assignment.

Step 3: Protect Your Personal Information

Notaries often share sensitive data, such as Social Security Numbers (SSNs), banking details, and commissions. Here’s how to protect yourself:

• Does the company have a privacy policy? Read how they handle your data.
• How is your information stored? Avoid companies that request personal details via email instead of secure portals.
• Use an EIN instead of an SSN to reduce the risk of identity theft.
• Red flags: If a company cannot explain how they protect your data, think twice before sharing personal details.

Step 4: Ensure You Get Paid

Follow these best practices to avoid non-payment issues:

• Use professional invoicing software (QuickBooks, Wave, Square, or PayPal Invoicing).
• Follow up on invoices promptly (Send reminders after 7-10 days of non-payment).
• Take legal action if necessary (Send a Final Demand Letter, report to the BBB, or file in small claims court for large debts).

Step 5: Look for Alternative Clients

Diversifying your client base can provide greater financial security. Consider:

• Working directly with title companies & attorneys for more stable income.
• Expanding into general notary work, estate planning, or apostille services.
• Seeking corporate or government contracts to reduce reliance on signing companies.

Final Tips

• Always trust your instincts – If something feels off, investigate further.
• Keep a blacklist of problematic companies to avoid future issues.
• Ask fellow notaries for recommendations on reliable companies.

Being selective about who you work with will protect your business, time, and financial stability. By thoroughly vetting signing companies, establishing clear payment terms, and safeguarding your personal information, you can ensure a successful notary career.

Have you ever had issues with a signing company? Share your experiences and tips in the comments!