As a notary, having the right tools on hand can make all the difference in ensuring smooth, efficient, and professional notarizations. Whether you’re working in your office, visiting clients, or handling general notary work (GNW), a well-stocked notary bag can save you time and frustration. Let’s take a look at the essential tools every notary should have in their notary bag, so you can be prepared for any situation.
1. Notary Journal
A notary journal is one of the most important tools in your bag. Even if it’s not required in your state, keeping a detailed record of your notarial acts is a best practice. Your journal provides legal protection, helps avoid fraud, and creates a reliable record in case your notarizations are questioned later.
2. Notary Stamp & Mini Notary Stamp
Your notary stamp is your official seal and a must-have for all notarizations. Some notaries may also want to carry a mini notary stamp (if allowed in your state) for convenience, especially if you're working with limited space on documents. It’s always a good idea to keep a backup stamp in case your main one gets damaged or misplaced.
3. Inkless Fingerprint Pad
Although not required in all states, an inkless fingerprint pad is an excellent tool for added security and fraud prevention, particularly when dealing with high-risk transactions like real estate closings. It allows you to take a thumbprint of the signer without creating a mess.
4. Loose Notary Certificates
Always carry loose notary certificates, such as acknowledgments and jurats. Sometimes, the documents you’re notarizing may not have the proper notarial language, and having these ready ensures you can complete the notarization without delay.
5. State Notary Primer
A State Notary Primer is a reference guide that helps you stay compliant with your state’s notarial laws. It’s particularly useful when you need to double-check rules or procedures, so having a copy in your bag can save you from making costly mistakes.
6. Pens (Blue & Black)
Always have blue and black pens on hand. Blue ink is often preferred for notarizations as it easily distinguishes originals from copies, but some signers or organizations may request black ink. It’s best to have both options available.
7. Invoice/Receipt Book (for GNW)
If you’re offering General Notary Work (GNW), keeping an invoice/receipt book is essential for tracking your payments. It shows professionalism and provides your clients with an official record of the transaction.
8. Business Cards
Business cards are a small but powerful marketing tool. Having them on hand is a great way to leave a lasting impression and encourage clients to recommend your services to others. Make sure your contact information and credentials are up to date.
9. Small Bag for Notary Supplies
A small bag to keep your notary stamp, pens, stapler, and other small items organized is essential. It prevents you from fumbling around for supplies and keeps everything neatly in place.
10. Clipboard
A clipboard is invaluable when you’re working in environments where a flat surface isn’t available. It provides a stable writing platform for your clients to sign documents comfortably.
11. Paper Clips, Binder Clips, Flag Tabs, and Post-it Notes
These small organizational tools are easy to overlook, but paper clips, binder clips, flag tabs, and Post-it notes help you keep documents in order, flag important sections, and add notes without marking the original paperwork.
12. Compact Stapler
A compact stapler is handy for attaching loose certificates or keeping documents together. A small, travel-friendly version will fit easily in your notary bag without taking up too much space.
13. Sheet or Card Magnifier
If you have clients with reading glasses, a sheet or card magnifier can help them review documents clearly. This simple tool ensures your clients can read and understand what they’re signing, avoiding potential disputes down the line.
14. Notepad
A notepad allows you to quickly jot down important information, client instructions, or reminders. It’s always useful to have one for writing down details related to each signing.
15. Tote for All Your Supplies
A sturdy tote bag helps you keep all your supplies organized and easy to carry. Choose a tote with multiple compartments to separate your different tools and ensure you can quickly access what you need.
16. Portable Charger
A portable charger ensures your phone or other electronic devices stay powered throughout the day. Whether you’re using your phone for GPS, taking payments, or answering client inquiries, staying connected is crucial.
17. Small Umbrella
A small umbrella is a lifesaver when you’re on the go and the weather turns bad. It’s always a good idea to be prepared for unexpected rain, especially if you’re traveling to client locations.
18. Pepper Spray
For safety, especially when traveling alone, consider carrying pepper spray. It’s a small but effective self-defense tool that can give you peace of mind when visiting unfamiliar locations or meeting new clients.
19. Small Flashlight
A small flashlight can be useful when working in low-light conditions, such as evening appointments or in buildings with poor lighting. A compact LED flashlight will take up minimal space in your bag but can be a big help when you need it.
20. Payment Processing Tools
Lastly, if you offer GNW services, consider carrying payment processing tools like a mobile card reader or app to accept credit card payments. Having the ability to accept multiple forms of payment shows professionalism and makes transactions easier for clients.
Conclusion
Having a well-stocked notary bag ensures you’re prepared for any situation, making your work as a notary more efficient and professional. Whether it’s the notary journal, loose certificates, or a simple notepad, each tool plays a vital role in helping you provide reliable service. By equipping yourself with these essentials, you’ll be ready to handle any notarization with confidence and ease. Make sure your notary bag reflects your professionalism and dedication to your craft, and you’ll be on your way to success.
At the Notary Education Group, we provide notaries with the training and resources to be fully prepared, organized, and equipped to perform their duties effectively. Don’t hesitate to reach out to us for more tips, advice, or training programs to enhance your notary career!
