Things Every Inner-Office Notary Needs to Know

Becoming the on-staff notary for your company has it’s benefits and drawbacks. Although you may think that this is just another part of your job, it is important to remember that you will be presented with additional responsibilities if you are appointed to this position. Here are a few important tips from workplace behavior and notary training professionals that can help you thrive as an inner-office notary.

1. You’re the go-to expert on notarization in your office

As there is a general lack of knowledge about notarization among employers and employees alike, you can expect other people to come to you for knowledge on the subject. Some states, however, do not provide the appropriate amount of training for notaries. According to Kelcia Cannon, you will have to learn the basics of notary laws on your own if your employers fail to educate you properly. We suggest going through a formal training program to become a certified notary public.

Cannon stated that each notary needs to remember that he or she has the power to determine whether a notarization request is appropriate or not. Regulations vary by state, so be sure you are up to date on any changes that may have taken place in your state. You need to be particularly aware of the laws that can affect you as an inner-office notary.

Employee-notaries should be aware that they can perform notarization for public members even when they are off the clock. This is a plus for employers who don’t want the inconvenience of having to look for a notary when they need one but can be a negative if your boss frequently asks for you to notarize documents during your off time. It could be a good way to earn a few extra dollars, though.

2. Do not break any rules for your co-workers

According to Carol Salter, the NNA 2005 Notary of the Year, notaries face a number of complications if they get too sociable with co-workers. Any notary who forges an over-friendly relationship with co-workers is likely to forget a few vital practices like requesting for ID or asking a signer to be physically present before them before notarizing a document.

Ms. Salter insists that employee-notaries must not bend notarization rules for co-workers at any cost. If need be, you are advised to show other employees the notary laws that require you to check their identities and ask them to follow other specific requirements.

It is also important to remember that your notary seal is not the property of the office for which you work. It must not become the possession of your employer or your co-workers after you give notice. For journals, there are a couple of exceptions:

• A notary can store public records and non-public records in separate journals in Arizona. Employers have the right to keep the journal that contains non-public records when you resign your position.

• In Oregon, employers need to sign an agreement with the inner-office notary before they can gain access to notary’s journal once he or she gives notice.

According to Salter, it is extremely important to understand all the notary laws of your state in order to succeed as an inner-office notary in your office.

3. Take a proactive approach

Notaries are required to educate the employers and co-workers in the office about lawful notarization requests. It can be a daunting task to disregard employers if they ask you to perform an illegal notarial act for an important client.

Being proactive is the best way to avoid these complications. It is essential to tell your supervisor ahead of time that the notary law forbids you from performing a specific range of notarial acts. This will ensure that all your duties in the office are accomplished according to law and that your position as the inner-office notary is well-respected.

You are recommended to ask your office to manufacture formal notarization policies that tell people to obey the rules while filing a request. According to Cannon, this method can help clear the confusion between notaries and co-workers. It will also help workers realize the importance of your job.

Coast2Coast Signings is a global signing service dedicated to providing the most convenient, efficient and professional signing services. Our goal is to provide our clients’ with excellent customer service, a knowledgeable staff, and the ability to find experienced notaries wherever and whenever they are needed. Our team is on staff 24/7 to fulfill any of your signing needs. With a combined 50 years of experience, our mission is to help fulfill our clients’ needs with the utmost respect and adaptability. Coast 2 Coast is the only signing company proficient in completing signings on a global scale, on any coast and in any country.

Image courtesy of NJLA: New Jersey Library; flickr creative commons