I didn’t plan on doing this today—yet here we are.

I had to explain to a notary (new to working with us) why an email they sent to my office and my clients wasn’t professional, and more importantly, why this is not how business owners should communicate.

The email said:

“Lmfaooo the day definitely went fast today 😂😂”

Let me be clear: this isn’t about policing personality. I’m not anti-humor, anti-emojis, or anti-being human. People are trying to connect—and I understand that.

But when you’re a notary, you’re not just “being friendly.” You’re operating in a position of trust. And trust is fragile.

Your communication is part of your service.

The Problem Isn’t the Intention. It’s the Impact.

Most people who send messages like this aren’t trying to be disrespectful. They’re trying to sound relatable.

But clients don’t judge your intent—they judge your professionalism.

They read something like that and start asking questions, even if they don’t say them out loud:

• Is this person taking my appointment seriously?
• Are they careful with details?
• Do they understand professional boundaries?
• If they write like this… how do they handle the documents?

That’s not dramatic. That’s real life.

And in notary work—where we deal with legal documents, sensitive information, and situations that often carry stress—we don’t get the luxury of being “too casual.”

Notary Tip: Assume Every Message Can Be Forwarded

Here’s a rule I teach because it saves careers:

Write every client-facing message as if it’s going to be forwarded to an attorney, a title company, or an office manager.

Because it can be. And it often is.

Once your message leaves your phone or your computer, you don’t get to control where it goes—or how it’s interpreted.

Professional Doesn’t Mean Cold

This is where newer notaries get tripped up. They think “professional” means stiff, formal, and robotic.

No. Professional means:

• clear
• respectful
• appropriate for the setting
• confidence-inspiring

You can absolutely be warm. You just need to be warm and polished, not casual and sloppy.

Say the Same Thing—Just Better

If the goal was “today went fast,” we can work with that. Here are a few options that say the same thing without sacrificing credibility:

Option 1:
“Hi [Name], thank you for today. Time flew by—appreciate you. Have a great evening.”

Option 2:
“Hi [Name], thank you for your time today. It was a pleasure assisting you.”

Option 3:
“Hi [Name], thanks again. Please let me know if you need anything else.”

Same sentiment. Very different impression.

My Coaching Guidelines for Notaries (and Any Business Owner)

If you want to elevate your brand quickly, start here:

1) Match the setting.
Client email is not the same as texting a friend.

2) Drop the slang in client communication.
“Lol,” “lmfao,” and over-casual language are risky and unnecessary.

3) Emojis are optional—not a requirement.
If you use them at all, use one sparingly. In most client emails, skip them.

4) Be short, clear, and respectful.
Professional writing doesn’t need to be long. It just needs to be intentional.

5) Remember: your message represents your business.
Even if you’re an independent notary, your communication is your storefront.

The Bigger Point

Notaries are in the trust business.

And the fastest way to lose trust is to sound like you don’t understand the room.

If you’re newer to the industry, take this as a shortcut—not a criticism:

Tighten up your communication and you instantly elevate your brand.

Because clients might not know what’s on a notarial certificate—but they do know when something feels unprofessional.

And they remember that.