Notary Supplies for every notary
As a notary public, having the right tools and supplies at your disposal is crucial for performing your duties accurately and efficiently. From verifying identities to recording notarial acts, notaries rely on a range of supplies to ensure the integrity of the notarial process.
In this blog post, we'll explore the essential supplies that every notary needs to have in their toolkit, including some handy additions like a printer with a dual tray and a scanner, to streamline their workflow and enhance productivity.
A printer with a dual tray is a game-changer for notaries, allowing you to load different types of paper simultaneously. This feature eliminates the need to manually switch paper sizes, saving you time and effort during the printing process. Whether you're printing standard documents or legal-sized papers, a dual tray printer ensures seamless printing without any interruptions. If you are able to, finding a printer/scanner combination printer would be ideal. The brother dual tray below is my favorite and printed large to small jobs with ease. The Epson Workforce pro worked really well for all of my smaller signing packages and produced beautiful scanbacks.
Scanner
A scanner is an indispensable tool for notaries, enabling you to create digital copies of documents for record-keeping and archival purposes. With a scanner, you can quickly scan and store signed documents in electronic format, reducing the need for physical storage space and minimizing the risk of loss or damage to important paperwork. Additionally, a scanner facilitates easy sharing of documents with clients or colleagues via email or cloud storage services. To note, however, scanbacks are requested on occasion and having a robust expensive scanner is not necessary. Here are two of my favorites:
Xerox XD-Combo Duplex $288.41 Canon imageFormula Portable $174.00
Paper
High-quality paper is essential for producing professional-looking documents and ensuring the durability of notarized records. Stock up on letter-sized and legal-sized paper to accommodate various document sizes and types.
Choose paper with a weight of at least 20 pounds for optimal print quality and durability, and consider using acid-free paper for long-term preservation of important documents. Do yourself a favor and buy in bulk! It will save you money.
Blue and Black Pens
As a notary public, you'll need to sign and stamp documents using ink that meets state-specific requirements. Blue and black pens are the most commonly accepted ink colors for notarial acts, so be sure to have plenty of these colors on hand. Opt for archival-quality pens with acid-free ink to prevent fading and ensure the longevity of notarized documents. You will want a lot on hand, the pens often are left with the signers.
Finger Rubber Tip Grip
A finger rubber tip grip, also known as a finger grip or thimble, provides traction and grip when handling documents. This handy tool helps prevent slippage and smudging while signing documents, ensuring clean and legible notarial seals and signatures. I never went anywhere without this, it will save you time as you thumb through documents. They come in all sizes, so make sure you purchase the size that will fit you.
Paper Clips and Binder Clips
Paper clips and binder clips are essential for organizing and securing documents during notarial signings. Use paper clips to fasten pages together temporarily, and use binder clips for larger stacks of documents or to attach documents to a clipboard for easy reference. These simple yet versatile tools help keep your paperwork neat and organized throughout the signing process.
Post-it Notes
Post-it notes are invaluable for marking pages, flagging important sections, or jotting down quick reminders during notarial signings. Use different colored post-it notes to distinguish between different types of annotations or to highlight critical information for easy reference. With post-it notes, you can streamline your workflow and ensure that nothing falls through the cracks during the signing appointment.
Notary Journal
A notary journal is a legal requirement in many states and serves as a record of notarial acts performed by the notary. It includes details such as the date and time of the notarial act, the type of document notarized, the name and signature of the signer, and any other relevant information. A notary journal helps ensure compliance with notarial laws and regulations and provides a valuable record for future reference. This one is my favorite and should last you a few months.
Conclusion
By equipping yourself with the right supplies, you can perform your duties as a notary public with professionalism and efficiency. From a printer with a dual tray and scanner for document management to paper, pens, finger rubber tip grips, paper clips, binder clips, post-it notes, and a notary journal, these essential tools help you maintain the integrity of the notarial process and deliver exceptional service to your clients. Whether you're conducting signings in-person or remotely, having the right supplies ensures that you're prepared for any situation that may arise.
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