THE NOTARY NOTE
A Weekly Briefing from LSN
Newsletter Archive
 
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Welcome — this is the home for every issue of The Notary Note, a short weekly briefing covering verified notary, apostille, and legal-signing updates. Every fact is sourced from the National Notary Association, official state Secretary of State records, or other primary sources.

Jump to an issue below, or read straight through.

November 4, 2026▾
Issue 1 of 4 · Week of Nov. 4
💼 Did You Know? Small Business Loans Run Through Notary Desks Too
Notary work isn't only home purchases. When a small business borrows, someone has to sign a stack of closing documents — and sometimes that someone sits across from you.
🏦 SBA-Guaranteed Loans — The SBA's own loan closing page lists what a lender keeps in its closing file for a 7(a) loan: the note (Form 147), the unconditional guarantee when one is needed (Form 148), and the settlement sheet (Form 1050), plus borrower certifications. Which signatures need a notary is up to the lender's closing instructions.[1]
🏢 Real-Estate-Backed Business Loans — When a building or land secures the loan, the mortgage or deed of trust is typically the document that gets acknowledged before a notary.
🤝 Personal Guaranties — Business owners often sign personal guaranties alongside the loan itself, and lenders may ask for those to be notarized too.
Why it matters: business loans are paperwork-heavy and a common target for fraud, so identity checks and clean records on these signings carry extra weight — more on that in this issue's Compliance Corner.
Sources
[1] U.S. Small Business Administration — "Loan closing" (Loan Guaranty Processing Center): sba.gov/about-sba/sba-locations/loan-guaranty-centers/loan-guaranty-processing-center-citrus-heights-ca-hazard-ky/loan-closing
🎉 Fun Facts
🎉 Fun Facts About Notaries: Firsts That Shaped the Job
🥇 Virginia Went Remote First — In 2011, Virginia became the first state to authorize remote electronic notarization. Montana followed in 2015, then Nevada and Texas in 2017.[1]
🌴 Florida Joined on January 1, 2020 — HB 409, "Electronic Legal Documents," was signed June 7, 2019 (Chapter 2019-71) and Florida's remote online notary law took effect January 1, 2020.[2,3]
🌐 The Apostille Is Older Than You Think — The Hague Apostille Convention was concluded on October 5, 1961, and entered into force on January 24, 1965.[4]
Why it matters: Florida's online journal and recordings must be kept at least 10 years, so the very first Florida RON sessions from January 2020 can't be discarded before 2030.
Sources
[1] National Association of Secretaries of State — "Remote Electronic Notarization": nass.org/initiatives/remote-electronic-notarization
[2] Florida Department of State — Remote Online Notary Public: dos.fl.gov/sunbiz/other-services/notaries/remote-online-notary-public/
[3] The Florida Senate — HB 409 (2019), Electronic Legal Documents: flsenate.gov/Session/Bill/2019/409
[4] Hague Conference on Private International Law (HCCH) — Apostille Convention: hcch.net/en/instruments/conventions/full-text/?cid=41
📜 Notary World: California Raises Notary Fee Caps by $5, Starting January 1, 2027
California notaries can charge more starting January 1, 2027 — the first increase since 2017. AB 1597 (Chapter 39, Statutes of 2026), signed June 30, 2026, amends Government Code §8211: acknowledgments, proofs, oaths, and jurats go from $15 to $20 per signature or act, deposition services from $30 to $35, and a certified copy of a power of attorney from $15 to $20. These are maximums, not required fees, and the existing ban on charging to notarize vote-by-mail ballot materials or veterans' benefits applications stays.[1,2,3]
Why it matters: if you're commissioned in California, update your fee schedule and signing-service rates before January 1. If you work with California notaries or signing services, expect their rates to change too.
Sources
[1] California Senate Judiciary Committee — analysis of AB 1597 (Castillo), June 9, 2026: sjud.senate.ca.gov/media/2152
[2] National Notary Association — CA Assembly Bill 1597 law update: nationalnotary.org/knowledge-center/news/law-updates/ca-assembly-bill-1597
[3] NNA Notary Bulletin — "California Notaries may charge higher fees starting January 1, 2027" (Oct. 16, 2026)
⭐ Notary Spotlight
⭐ Yolanda Owens, Owner of Owens Document Services
Yolanda Owens, Owens Document Services
Based in Indianapolis, Indiana, Yolanda is a notary and apostille agent with two years in the business.
Specialty — Notary and apostille services, plus document courier and retrieval.
Why she started — “What drew me to being a notary business owner is the opportunity to start my own company that genuinely serves my community.”
Recent milestone — Yolanda recently expanded Owens Document Services into document courier and retrieval, a move that has let her help clients get paperwork where it needs to go and meet their deadlines.
New podcast — Yolanda is one of four hosts of Beyond the Stamp, Unfiltered, a brand-new podcast where she and three fellow notary business owners take a fun look at the notary business and share practical tips for new and aspiring notaries. Watch on YouTube.
Her advice for newer notaries — “Be patient and consistent. Use social media as a reference, not a guide.”
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🤝 Signing Service Spotlight
🤝 ACX Notary
Anna Burza, ACX Notary
Anna Burza
Founder & Owner · Based in Michigan, serving clients nationwide
🌐 acxnotary.com
🎵 TikTok: @annathenotary
ACX Notary is a nationwide signing service providing mobile notary services, real estate loan signings, estate planning signings, and remote online notarizations for title companies, attorneys, businesses, and individuals.
Meet the founder — Anna has spent 10 years serving the public — five as a foster care worker and five as a notary public — and holds an M.S. in Psychology. Today she’s a notary educator and business coach who has taught thousands of notaries through online sessions and in-person conventions, including trainings for the National Notary Association, the Remote Online Notary Association, and the Michigan Notary Consortium. She was named a National Notary Association Influencer of the Year finalist, and her notary education videos have earned more than 2.1 million likes.
What’s new — What started as Anna handling signings herself in Michigan has grown into a nationwide signing service, with an expanding network of signing agents and relationships with title companies and attorneys across the country. Alongside ACX, she founded The Notary Education Center, The Notary Mentor Program Community, and NotaryMarketingCo. She also stays active in her local community, supporting other small business owners and notaries.
For notaries — ACX works with independent contractor notaries nationwide. Bilingual notaries, take note: ACX offers additional pay incentives for speaking multiple languages. The team values signing agents who communicate well, follow instructions, provide excellent customer service, and take their professional development seriously.
Requirements — An active notary commission, a current NNA background screening, at least $100,000 in E&O insurance, and access to a dual-tray laser printer. Preference goes to notaries who have completed the Certified Loan Signing Agent course through The Notary Education Center.
To join the network — qualified notaries can connect with ACX through acxnotary.com.
Want to be featured in a future issue? Just reply to this email.
💡 Compliance Corner: A Detective Called About a Notarization — Here's What I Did
From Alyssa — In the summer of 2025, I completed a RON for two signers applying for an SBA loan. Like most RON platforms, ours required KBA, an ID upload and verification, and I made sure both signers understood what they were signing and consented to continue. We finished the signing and I thought that was the end of it. In spring 2026, a detective called and emailed: one of the signers said he never agreed to the loan and that his signature was forged.
What I did — Before sending anything, I called the NNA hotline to ask whether any specific laws governed my response, and I contacted the title company that handled the file. NNA told me Florida doesn't lay out a specific procedure for responding to law enforcement requests, though other states do. Once everything was clear, I provided all the proof the detective requested.
Know your state's rules — They differ. California, for example, requires a notary to surrender the journal to a peace officer investigating a crime who has reasonable suspicion it contains evidence, and to provide it for examination and copying under a subpoena duces tecum or court order. Arizona requires a written request giving the month and year, the signer, and the type of record before public copies are made. Always check your own state's laws.[1,2]
Florida's online-notary rules — For online notarizations, Florida’s statute does list law enforcement among the people who can request journal copies. The electronic journal and the audio-video recording must be kept at least 10 years after the notarial act. The notary provides copies of the pertinent journal entries on request to the listed persons, including “any other persons pursuant to a subpoena, court order, law enforcement investigation, or other lawful inspection demand.” The RON platform provides access to the recording, and fees are capped at $20 per transaction record, disclosed first.[3,4]
If someone contacts you — Verify who is requesting, get the request in writing (email counts), and don't hand over more than the request covers. Lean on the NNA, or an attorney if you have one, to understand the laws in your state.
Why it matters: the fraud claim surfaced about nine months after the signing, and the records were the proof. Keep your journal and recordings for the full retention period, because Florida's online journal can be used as evidence of possible fraud, forgery, or impersonation.[3]
Sources
[1] California Government Code §8206(c)–(e) (journal requests, peace officers, subpoenas): law.justia.com/codes/california/code-gov/title-2/division-1/chapter-3/section-8206/
[2] Arizona Revised Statutes §41-319 (notary journal; public copies): azleg.gov/ars/41/00319.htm
[3] Florida Statutes §117.245 (online notary journal, recordings, retention, evidentiary use): flsenate.gov/Laws/Statutes/2026/117.245
[4] Florida Statutes §117.255 (copies and access, fees): flsenate.gov/Laws/Statutes/2026/117.255
October 2026 Roundup▾
Issues 1–4 · Oct. 7, 14, 21 & 28

All four October 2026 issues in one place: the lead story from each week below, with each full issue one click away.

📜 Oct. 7: Maryland Repeals Notarized Bill-of-Sale Requirement for Used-Car Sales
Starting October 1, 2026, Maryland no longer requires a notarized bill of sale when transferring ownership of certain used vehicles through the state's Motor Vehicle Administration — a plain, unnotarized bill of sale now satisfies the requirement (HB251/SB125, Chapters 118 and 119, signed April 14, 2026). The issue also covered how notaries serve military families, Proof's new view of a signer's prior meeting attempts, spotlights on Darrall Lucas (Lucas Notary Services) and Assurance Signing Services, and Part 1 of our UPL series: Florida's Chapter 117 has no general “no legal advice” rule — the exposure comes from the general UPL statute, §454.23.
Read the full Oct. 7 issue
💡 Did You Know? Notaries Serve Military Families in Specific Ways
🪖 Power of Attorney Before Deployment — Service members heading overseas often need a POA notarized on a tight pre-deployment timeline, covering finances, property, and household matters while they're gone.
📦 PCS Moves — A Permanent Change of Station move can mean notarized lease terminations, vehicle title transfers, or a power of attorney for a spouse handling the move solo while the service member reports elsewhere first.
🏠 VA Loan Closings — VA-backed home loan closings follow the same notarization requirements as any other mortgage closing, and frequent relocation means military families generate more of these than a typical local market.
Why it matters: military families work on a timeline set by orders, not convenience. Being known as fast, flexible, and available on short notice is a real differentiator near a base.
🎉 Nobody Asked, We're Doing It Anyway
🎉 Fun Facts About Notaries
No one requested this, but we're doing it anyway — starting this issue, a little notary trivia every week.
📜 Word Origin — "Notary" traces back to Marcus Tullius Tiro, Cicero's secretary, who invented a Latin shorthand system around 63 BC called notae Tironianae. The Roman scribes who used it were called notarii — the direct root of the word we still use today.[1]
🏛️ A President's Oath — On August 3, 1923, Calvin Coolidge was sworn in as President of the United States by his own father, John C. Coolidge — a notary public and justice of the peace — at the family home in Plymouth Notch, Vermont, following President Harding's sudden death. It remains the only time a notary has administered the presidential oath of office.[2]
🔲 Why Your Stamp Is Rectangular — Ever wonder why most notary seals today are rectangular ink stamps instead of the old round embossed kind? Per the NNA's own position statement, the rectangular ink stamp became the standard because its impression photocopies cleanly for county recording officials — an embossed seal often doesn't show up on a copy at all.[3]
Why it matters: That last one has a real practical edge — if your state allows both, pairing an embossed seal with your ink stamp adds a fraud-deterrent layer a flat stamp alone doesn't. Up next week: a commission power a lot of Florida notaries forget they have.
Sources
[1] Wikipedia — "Notary public": en.wikipedia.org/wiki/Notary_public
[2] United States Senate — "The Swearing-In of Calvin Coolidge": inaugural.senate.gov/swearing-in-of-coolidge
[3] National Notary Association — "The Notary Seal: A Position Statement": nationalnotary.org/file%20library/nna/knowledge%20center/outside%20pdfs/notary-seal.pdf
📜 Notary World: Maryland Repeals Notarized Bill-of-Sale Requirement for Used-Car Sales
Starting October 1, 2026, Maryland no longer requires a notarized bill of sale when transferring ownership of certain used vehicles through the state's Motor Vehicle Administration — a plain, unnotarized bill of sale now satisfies the requirement. The change (HB251/SB125, enacted as Chapters 118 and 119) passed both chambers of the Maryland General Assembly essentially unopposed and was signed by the Governor on April 14, 2026.[1,2]
Why it matters: A small change, but a real one if used-car bill-of-sale notarizations were a staple for you in Maryland. Update your service list and client FAQ so you're not offering — or charging for — a step that's no longer required.
Sources
[1] Maryland General Assembly — HB251 (2026), official bill page: mgaleg.maryland.gov/mgawebsite/Legislation/Details/hb0251?ys=2026RS
[2] Maryland General Assembly — SB125 (2026), official bill page: mgaleg.maryland.gov/mgawebsite/Legislation/Details/sb0125?ys=2026RS
⭐ Notary Spotlight
⭐ Darrall Lucas, Lucas Notary Services
Specialty — Remote Online Notarization, loan signings, and estate plan signings.
Track record — Over three years in business, primarily doing RON. Lucas Notary Services LLC took Gold in the Administrative Services category of the Community Votes Port St. Lucie 2026 awards, a community-voted program.[1]
Fun fact — He's half Ecuadorian.
Where — In person in Martin & St. Lucie County, FL, plus RON available worldwide.
Lucas Notary Services — A Notary Partner You Can Count On: mobile, remote online, and loan signing services
Sources
[1] CommunityVotes Port St. Lucie 2026 — Administrative Services results: portstlucie.communityvotes.com/2026/04/services/administrative-services
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🤝 Signing Service Spotlight
🤝 Assurance Signing Services
Madeline Long, Owner, Assurance Signing Services
Madeline Long
Owner, Assurance Signing Services · Titusville, FL
Interested in working with a signing service you can learn with, pays on time, is honest and professional?
Assurance Signing Services, located in Titusville, FL, is owned by Madeline Long and backed by over 25 years of industry experience. They provide nationwide in-person signing services and worldwide Remote Online Notarization support. They are rapidly growing and always looking for reliable, professional notaries to join their network. Their mission is to empower, educate, and support notaries as they grow and succeed in their own businesses.
They value their notaries and appreciate strong communication, attention to detail, scan-backs, and dependable service.
Notaries can sign up here: Notary registration
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💻 Platform Watch: Proof Now Shows Notaries a Signer's Prior Meeting Attempts
Proof has added a feature that lets notaries review a signer's history on the same transaction. When a signer has had earlier attempts that were dropped or terminated, a warning icon appears in your session — click it to see them.[1]
What you'll see — Terminations show the reason the previous notary selected when ending the session. Incomplete meetings (closed by either party, or lost to a connection drop) show with no recorded reason. In multi-signer sessions, termination reasons appear either shared (if the signers met together before) or individual.[1]
What to watch for — Proof points notaries to ID-mismatch terminations (possible identity fraud), a fraud icon next to a termination reason (a deepfake indicator), and standalone fraud termination reasons. Technical problems can explain some histories, so treat it as a cue to stay alert as you move through the transaction.[1]
Why it matters: it's September's fraud-prevention theme showing up inside a RON platform — a signer who was stopped by one notary shouldn't be a surprise to the next. If you use Proof, check for the warning icon at the start of every session and document anything unusual.
Sources
[1] Proof Help Center — "Review Signer Behavior with Meeting Attempts" (updated October 2, 2026): support.proof.com/hc/en-us/articles/43938692285207-Review-Signer-Behavior-with-Meeting-Attempts
💡 Compliance Corner: Unauthorized Practice of Law, Part 1 of 2 — What It Actually Is
"Unauthorized practice of law" (UPL) gets thrown around as a vague warning — worth knowing exactly where the line actually sits, starting with a finding that might surprise you.
Florida's own notary statute, Chapter 117, does not contain a general "notaries may not give legal advice" rule. Checked directly against §117.05 and §117.107 — the only UPL-adjacent language in Chapter 117 is narrow: a non-English-advertising disclaimer requirement (§117.05(10)) and a ban on using immigration-consultant-style titles (§117.05(11)(b)).[1]
The real exposure comes from Florida's general UPL statute instead: §454.23 makes practicing law without a license a third-degree felony — not a slap on the wrist.[1] The Florida Bar also runs a separate civil-injunction enforcement track against UPL, independent of any criminal case.
Why it matters: there's no special "notary rule" carving out extra protection or extra restriction — the felony exposure is the same general law that applies to anyone practicing law without a license. "I'm just a notary, this doesn't apply to me" isn't a defense. Next week: who's actually allowed to give legal advice, and exactly where notaries fall on that list.
Sources
[1] Florida Statutes §117.05, §117.107, §454.23 (official state code, via The Florida Senate): flsenate.gov/Laws/Statutes/2025/
📜 Oct. 14: Arizona Notaries Must Now Take a Thumbprint on Deeds
As of September 12, 2026, Arizona requires notaries to collect the signer's right thumbprint in their journal before notarizing a deed, quitclaim deed, deed of trust, any other document affecting real property, or a power of attorney (SB1479, signed April 9, 2026) — making Arizona only the second state, after California, to require a thumbprint specifically as a deed-fraud safeguard. RON sessions are exempt. Also in this issue: Florida notaries' authority to officiate weddings, global notary trivia, spotlights on Jokerria Boyd (A Plus Signings Mobile Notary) and TOAD 8 Notaries & Services, and UPL Part 2 — who's actually allowed to give legal advice.
Read the full Oct. 14 issue
💡 Did You Know? You May Already Be Allowed to Officiate Weddings
Florida is one of only three states — alongside South Carolina and Maine — that authorizes its notaries public to "solemnize the rites of matrimony."[1] If you're commissioned here, that's a real add-on service already built into your commission — not a separate license to go earn.
What's required — a valid marriage license first; couples apply through the clerk's office per §741.08.[2] That license is only valid for 60 days from issuance, so timing matters.[3] The ceremony itself has to happen within Florida's geographic boundaries — a Florida notary can't perform it across state lines, even for a Florida-licensed couple.[1] After the ceremony, you have 10 days to complete the certificate and transmit it back to the clerk's office that issued the license.[2]
Why it matters: officiating is a genuinely different service line from document notarization — a little extra prep (confirming the license is in hand and unexpired, knowing the short script), but it's a real, low-overhead way to add revenue using a commission you already hold. Worth mentioning to clients who ask, even if they didn't know to ask.
Sources
[1] Florida Department of State, Division of Corporations — Notary Education FAQ, "Marriage Ceremony": notaries.dos.fl.gov/education/faq/marriage.html
[2] Florida Statutes §741.08: flsenate.gov/Laws/Statutes/2025/741.08
[3] Florida Statutes §741.041: flsenate.gov/Laws/Statutes/2025/741.041
🎉 Fun Facts
🎉 Fun Facts About Notaries: Depends Where (and When) You Ask
🌍 "Notary" Means Something Bigger Almost Everywhere Else — In most of Europe and Latin America, a "notary" (notaire, notario, Notar) is a highly trained legal professional — often a law degree plus years of additional apprenticeship — who drafts contracts, wills, and real estate transactions directly, with authority closer to an attorney's. The witness-and-stamp role US notaries perform is actually the global outlier, not the norm.[1]
⛪ England's Notaries Are Still Appointed by the Church — In England and Wales, notaries are licensed by the Faculty Office — an office of the Archbishop of Canterbury. That authority dates back to the Ecclesiastical Licences Act 1533, passed during the English Reformation, and it's still how it works today.[2]
Why it matters: if you ever work with international clients, this distinction is practical, not just trivia — a client from a civil-law country may expect a notary to draft or advise on their document the way theirs does back home. Setting that expectation early (politely) avoids an awkward conversation mid-signing.
Sources
[1] Wikipedia — "Civil-law notary": en.wikipedia.org/wiki/Civil-law_notary
[2] Wikipedia — "Faculty Office" (citing the Ecclesiastical Licences Act 1533): en.wikipedia.org/wiki/Faculty_Office
📜 Notary World: Arizona Notaries Must Now Take a Thumbprint on Deeds
As of September 12, 2026, Arizona requires notaries to collect the signer's right thumbprint in their journal before notarizing a deed, quitclaim deed, deed of trust, any other document affecting real property, or a power of attorney (left thumb or another finger is allowed as a documented fallback). SB1479 — signed April 9, 2026 and enacted as Session Law Chapter 31 — makes Arizona only the second state, after California, to require a thumbprint specifically as a deed-fraud safeguard. RON sessions are exempt, since those already retain the signer's ID-credential number and a 7-year audiovisual recording; foreclosure-related deeds are exempt too. The same bill also raises certain forged-document and false-ownership-claim charges to a felony.[1,2]
Why it matters: this is the identity-fraud-prevention trend showing up again — a physical, hard-to-fake record tied to the exact document, not just an ID check. Whether or not your own state requires it yet, Arizona's now a data point worth watching for where this trend heads next.
Sources
[1] Arizona State Legislature — Session Laws, 57th Legislature, 2nd Regular Session, Chapter 31 (SB1479): azleg.gov/legtext/57leg/2R/laws/0031.htm
[2] Arizona Secretary of State — Notary information: azsos.gov/business/notary
⭐ Notary Spotlight
⭐ Jokerria Boyd, Founder of A Plus Signings Mobile Notary
Jokerria Boyd, A Plus Signings Mobile Notary
Based in Brandon, FL, Jokerria is mobile, bringing her services to clients throughout Hillsborough County.
Specialty — Real estate closings, estate planning signings, RON, and witness coordination for various transaction types.
Her promise to clients — "the highest level of service and attention to detail."
From Alyssa — Jokerria has asked me to witness for her several times, and she's pleasant, professional, easy to work with, and pays witness fees the same day. If you need a notary in the Brandon area or a witness for a signing, she's a good name to have in your contacts.
Want to be featured in a future issue? Just reply to this email.
🤝 Signing Service Spotlight
🤝 TOAD 8 Notaries & Services
TOAD 8 Notaries & Services
Tacoma, WA · Nationwide network of professional notaries
Looking for a signing service that gets the work, answers your questions, and is invested in your growth?
TOAD 8 takes the work of finding, scheduling, and coordinating signings off the plates of title companies, attorneys, lenders, and real estate professionals. As a notary signing agent broker, they connect clients with professional notaries across the U.S. and manage the details, communicate updates, and anticipate potential issues along the way.
Meet the Toadettes — When you reach out, you'll be connected to Jennifer, Toni, Jackie, or Cynnder, the people behind the phones, schedules, and signing coordination.
What's new — TOAD 8 is expanding its apostille services and growing its network to notaries across all 50 states. They're also introducing a referral program that adds $5 to each qualifying order for six months when clients refer new business to TOAD 8.
For notaries — TOAD 8 wants to grow alongside its notaries, not just call when a signing happens to be available, and is exploring opportunities beyond traditional signing work, including LLC formations, branding, marketing, and courier services. To work with TOAD 8, notaries must be registered with SigningOrder and bring professionalism, reliability, communication, and attention to detail to every signing.
📞 (253) 366-5016
✉️ [email protected]
🌐 toad8.com
📸 Instagram: @toad8notary
👍 Facebook: TOAD 8 Notaries & Services, LLC
💼 LinkedIn: TOAD 8 Notaries & Services, LLC
📍 5401 S Tacoma Way, Suite #30, Tacoma, WA 98409		 The TOAD 8 team
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💡 Compliance Corner: Unauthorized Practice of Law, Part 2 of 2 — Who's Actually Allowed to Give Legal Advice
Last week covered what UPL actually is and where the exposure comes from. This week: who's actually cleared to give legal advice, and where notaries land on that list.
Attorneys have full authority — excluded by definition from §454.23's "not licensed" language.
Paralegals can do meaningful legal work, but only under an attorney's direct supervision. The Florida Bar's own Florida Registered Paralegal Program page puts it plainly: "you may not use the title paralegal in providing services directly to the public. Doing so constitutes the unlicensed practice of law."[1] That supervision requirement is what makes the work lawful — Rule 4-5.3 puts the responsibility on the supervising lawyer to make "reasonable efforts to ensure" the nonlawyer's conduct stays "compatible with the professional obligations of the lawyer."[2]
Notaries are explicitly not on this list. You can explain what a document is and where to sign — you can't advise on what to sign, help choose which form applies, or draft language into it.
Why it matters: "I'm not a lawyer, I just notarize" is true, but it only protects you if your actual conduct matches it. The line isn't about intent — it's about whether you crossed from witnessing into advising.
Sources
[1] The Florida Bar — Florida Registered Paralegal Program: floridabar.org (program page)
[2] The Florida Bar — Nonlawyer Packet, quoting Rule 4-5.3 via Ethics Opinion 88-6: www-media.floridabar.org/uploads/2021/06/Nonlawyer-Packet-updated-6-28-21.pdf. NNA general UPL framing used for plain-language orientation only, not as a legal citation.
📜 Oct. 21: Louisiana's Notary Bond Jumps From $10,000 to $50,000
Louisiana notaries now need to carry five times the bond coverage — the minimum jumped from $10,000 to $50,000 (or equivalent E&O insurance) for both regular and ex officio notaries under Act 258 (HB259), effective February 1, 2026. The law also streamlined bond filing and gives attorney-notaries a narrow exemption from automatic commission suspension over a late bond renewal, though they still have to carry coverage. Also in this issue: the notary's role in family law, NNA history trivia, spotlights on Barbara Vazquez (Mobile Noble Notary) and FP Mobile Notary LLC, a look at notary business platforms, and what a document preparer is.
Read the full Oct. 21 issue
💡 Did You Know? The Notary's Real Role in Family Law
Family law paperwork crosses a notary's desk more than people expect — adoption consents, divorce and marital settlement agreements, prenuptial and postnuptial agreements, parenting plans, and custody or guardianship consent forms.
The job doesn't change just because the subject matter is emotional: you're still confirming identity and willingness, not taking sides. Staying neutral isn't just professionalism — it's self-protective. If a family document's validity is ever challenged later, your journal entry (and potentially your own testimony) can become part of the record.
Why it matters: these signings tend to carry more emotional weight than a standard closing. Staying neutral and documenting thoroughly keeps you out of the middle if it escalates into a legal dispute.
🎉 Fun Facts
🎉 Fun Facts About Notaries: The Institution, By the Numbers and the Words
🏢 The NNA Is Younger Than You'd Guess — The National Notary Association wasn't founded until 1957, by Raymond C. Rothman — and it started out just supporting California notaries, not the whole country.[1]
🪶 "Affidavit" Is a Sentence, Not Just a Word — The word comes from Medieval Latin affidavit, literally "he or she has made a pledge" — it's technically a full verb form, not a noun someone invented. Every time you notarize one, you're using a 500-year-old Latin sentence as a document title.[2]
Why it matters: with roughly 4.4 million commissioned notaries nationwide per the NNA's own count, being known for something specific — reliability, speed, a niche like the ones covered above — is what actually gets you repeat business in a crowded field.
Sources
[1] Wikipedia — "National Notary Association": en.wikipedia.org/wiki/National_Notary_Association
[2] Merriam-Webster — "Affidavit" (etymology): merriam-webster.com/dictionary/affidavit. 4.4 million U.S. Notaries figure: National Notary Association — "2022 NNA Notary Census, Part 2": nationalnotary.org/notary-bulletin/blog/2022/08/2022-nna-notary-census-part-2-4-4-million-u-s-notaries-are-adapting-to-serve-the-nation-today
📜 Notary World: Louisiana's Notary Bond Jumps From $10,000 to $50,000
Louisiana notaries now need to carry five times the bond coverage they did before — the minimum jumped from $10,000 to $50,000 (or equivalent E&O insurance) for both regular and ex officio notaries under Act 258 (HB259), effective since February 1, 2026. The law also streamlined bond filing by removing a clerk-approval/mortgage-recording step for surety-company bonds, and gives attorney-notaries a narrow exemption from automatic commission suspension over a late bond renewal — though they still have to carry coverage.[1,2]
Why it matters: if you're commissioned in Louisiana, or work with Louisiana notaries, check that your bond actually reflects the new $50,000 minimum before it comes up in an audit or claim — existing bonds stay valid only until their own renewal date, so this doesn't auto-update.
Sources
[1] Louisiana Legislature — enrolled bill text, HB259/Act 258: legis.la.gov/Legis/ViewDocument.aspx?d=1422013
[2] Louisiana Legislature — official bill status page: legis.la.gov/legis/BillInfo.aspx?s=25rs&b=HB259
⭐ Notary Spotlight
⭐ Barbara Vazquez, Founder of Mobile Noble Notary
Barbara Vazquez, Mobile Noble Notary
🗣️ Bilingual notary: English & Spanish
Based in San Antonio, FL, Barbara serves East Pasco County and surrounding communities.
Experience — A commissioned Florida notary since 2020, she launched Mobile Noble Notary on April 6, 2026 and just marked its first six months.
Credentials — Florida commissioned Notary Public and Remote Online Notary, and an NNA Certified and Background Screened Notary Signing Agent.
Specialty — General notary work, mobile notarizations, loan and real estate signings, and RON — including purchases, refinances, HELOCs, loan modifications, and estate planning notarizations — plus document printing, scanbacks, and signing support.
Bilingual (English/Spanish) — Barbara can assist clients fluent in English, Spanish, or both — a real help for borrowers and for signing services placing assignments in her area.
¿Busca una notaria bilingüe en quien pueda confiar? Llame, envíe un mensaje de texto o escriba a Mobile Noble Notary.
Community — Barbara is a member of the East Pasco Chamber of Commerce, takes part in its networking events (including the Women's Pasco Alliance), and volunteers at Chamber events. She offers discounted or complimentary notarial services to seniors and veterans when she can. For National Notary Public Day (Nov. 7), she is working with a fellow notary on a plan to offer complimentary general notary services to community members at local Chamber offices, tentatively Friday, Nov. 6, with details still being finalized. Her goal: lasting relationships built on trust, professionalism, and a commitment to the community.
Her tip for newer notaries — "Never allow the excitement of receiving your commission to outweigh the responsibility that comes with it." Invest in your education, know your state's notarial laws, and never compromise your integrity for an assignment.
Want to be featured in a future issue? Just reply to this email.
🤝 Signing Service Spotlight
🤝 FP Mobile Notary LLC
FP Mobile Notary — Nationwide Notary Signing Service
Francislyn Penesa, Owner & Notary Public, FP Mobile Notary
Francislyn Penesa
Owner · Las Vegas, NV · Nationwide service
FP Mobile Notary is a nationwide notary signing service providing mobile, remote online, and signing services for title and escrow companies, businesses, and private clients. They coordinate reliable notaries nationwide for loan signings, general notary work, RON, biometrics notarization, deed preparation and e-recording, homestead filing, deed transfers, and apostille facilitation.
What's new — FP Mobile Notary is growing — rising signing volume, more title and escrow partners — and is actively welcoming qualified notaries. They've also created a Notary Journal for loan signing notaries, available on Amazon. Highlights:
  • Two journals in one: a "Loan Signing and General Notary Journal," with sections for signer details, loan specifics, and a general notary area.
  • A signer date page: a page set aside for the signer.
  • A business card spot: a place to attach your card for the signer after the signing.
For notaries — They want professional, reliable, communicative notaries who take pride in an excellent signing experience — communication is huge at FP, from confirming appointments and status updates to scanbacks and flagging issues. Notaries should be comfortable with loan signings and/or general notary work, follow instructions carefully, and stay professional with borrowers, title companies, and the team. To join the roster, submit your information through their website.
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🆕 By Reader Request
💼 Top Notary Accounting & Management Platforms
You asked which tools are worth using for the business side of notary work. Here's a quick look at five — three built for notaries, two general accounting platforms — per each company's own description.
Notary Gadget — A business-management app for notaries and signing agents: job tracking, an electronic journal, order import from signing, escrow, and title companies, invoicing with card payments, mileage, expense receipts, and tax reports. Free trial offered.[1]
NotaryAssist — A scheduling and records app for mobile notaries and loan signing agents: calendar sync, appointment import from confirmation emails, income, expense, and mileage tracking, and profit-and-loss by service type. Listed as free on the iPhone App Store.[2]
CloseWise — A scheduling and business-management platform for signing agents, signing services, and title companies: order management, scheduling, payment tracking, reporting, and a notary directory. It leans toward teams and signing services, with a free start.[3]
Wave — General small-business accounting: income and expense tracking, invoices and estimates, receipt scanning, and card or bank payments. A Starter plan covers basic bookkeeping and invoicing, with a paid Pro plan above it.[4]
QuickBooks Online — A general accounting platform: invoicing, automatic expense categorization, bank feeds, profit-and-loss reports, and a mileage tracker, with plans from a limited free tier up. 30-day free trial.[5]
How I use mine — I'm primarily RON, with some mobile work. QuickBooks Online handles my bookkeeping and invoicing, and I add VenBooks because most of my assignments come through SigningOrder. VenBooks is built around notary billing — its site says it tracks invoicing preferences for 700+ signing services, title companies, and law firms, and shows who has paid and who still owes.[6]
Why it matters: the notary-specific tools are built around signings, while Wave and QuickBooks are full accounting systems. Try a free trial, and match the tool to how you get paid (per-signing fees, signing-service invoices, or both).
Sources
[1] Notary Gadget — notarygadget.com
[2] NotaryAssist — App Store listing: apps.apple.com/app/id1552293025
[3] CloseWise — closewise.com/signing-agents
[4] Wave — waveapps.com
[5] QuickBooks Online — quickbooks.intuit.com/online
[6] VenBooks — venbooks.com
💡 Compliance Corner: What's a Document Preparer, and Should You Partner With One?
A "document preparer" (or "legal document assistant") helps people complete standardized legal paperwork — an uncontested divorce, a template POA, an LLC filing — without advising on the choices involved. Some states license the role: California's Legal Document Assistant program requires registration and bonding (Bus. & Prof. Code §6400 et seq.), and Arizona's Certified Legal Document Preparer program (ACJA §7-208) requires an exam and background check.[1,2] Florida has no equivalent category, so the general UPL limits from the last two weeks still apply.
Why it matters: a two-way referral relationship — they send you signings, you send them clients who need paperwork help — can be good business, as long as both sides stay in their own lane.
Sources
[1] California Business & Professions Code §6400 et seq.: law.justia.com/codes/california/2022/code-bpc/division-3/chapter-5-5/article-1/section-6400/
[2] Arizona Code of Judicial Administration §7-208 — Legal Document Preparer Program: azcourts.gov
📜 Oct. 28: Washington Lets Notaries Take Remote Acknowledgments on Paper Documents
Starting January 1, 2027, Washington's electronic-records notaries can use videoconference technology to take an acknowledgment on a physical paper document, not just a fully electronic one. Substitute House Bill 2158 (amending RCW 42.45.280) allows this when the paper document is physically in front of the notary while the signer appears remotely. Also in this issue: four real notary fraud cases pulled from government press releases, spotlights on Darcy Uustal (Ocean Notary®) and Signing Services of America, and this month's Compliance Corner: stay in your lane.
Read the full Oct. 28 issue
🎃 Did You Know? Real Notary Fraud Cases That Actually Happened
Not internet lore — four real cases, each pulled from an official government press release.
🏛️ Orlando, FL — A notary public (not an attorney) filed a motion in Orlando Immigration Court and, the same day, submitted a forged DHS opposition brief bearing a DHS attorney's signature that attorney never wrote. He admitted the forgery to federal agents and pleaded guilty to obstruction of an official proceeding.[1]
🏚️ Philadelphia, PA — A Germantown notary was charged with orchestrating a scheme, running since 2017, that forged deeds for 21 Philadelphia houses — using false notarial stamps to attest she'd witnessed signatures, including from deceased owners.[2]
⚰️ Middlesex County, MA — After a man's father died, a notary — a friend of the family — notarized a deed attesting to the deceased father's signature, which he never actually witnessed. When the deed was challenged in Land Court, both men fabricated supporting notary records and gave false sworn testimony.[3]
🏠 Queens, NY — A notary falsely notarized a forged deed, power of attorney, and will used to steal a hospitalized elderly neighbor's home and drain his accounts — a scheme totaling roughly $1.5 million.[4]
Why it matters: every one of these started with a notary skipping a step that felt routine — confirming identity, requiring personal appearance, checking that a signer was actually alive and present. The stakes for cutting a corner aren't hypothetical.
Sources
[1] U.S. Department of Justice, U.S. Attorney's Office, Middle District of Florida: justice.gov/usao-mdfl/pr/notary-pleads-guilty-filing-false-document-orlando-immigration-court
[2] Philadelphia District Attorney's Office: phillyda.org/news/district-attorney-larry-krasner-announces-charges-against-notary-public-for-21-house-thefts/
[3] Massachusetts Attorney General's Office: mass.gov/news/billerica-man-pleads-guilty-sentenced-to-jail-in-forged-deed-scheme
[4] New York Attorney General's Office: ag.ny.gov/press-release/2025/attorney-general-james-announces-indictment-queens-residents-deed-theft-and
🎉 Fun Facts
🎉 Fun Facts About Notaries: A Profession With Homework
🎓 The Notary Textbook Is 770 Years Old — In 1251, a Bologna notary named Rolandino de' Passaggeri founded a notarial school and, in 1255, wrote the Summa totius artis notariae — a manual that became the standard reference for notarial practice across medieval Europe. His work also helped move notarial training into the university, rather than leaving it as an informal apprenticeship.[1]
✍️ "Jurat" Is Also a Latin Verb in Disguise — That closing clause on a sworn affidavit — "Sworn to and subscribed before me this ___ day of..." — is called a jurat, short for the Latin juratum est, "it has been sworn." Same family as last issue's "affidavit."[2]
Why it matters: the profession's had roughly eight centuries to work out its standards. The corners cut in tonight's earlier fraud cases weren't cutting-edge mistakes — they were old, well-settled lessons, ignored.
Sources
[1] University of Bologna — "Rolandino de' Passaggeri": unibo.it/en/university/who-we-are/our-history/famous-people-and-students/rolandino-de-passaggeri
[2] Wikipedia — "Jurat (clause)": en.wikipedia.org/wiki/Jurat_(clause)
📜 Notary World: Washington Lets Notaries Take Remote Acknowledgments on Paper Documents
Starting January 1, 2027, Washington closes a gap in its remote-notarization law: electronic-records notaries will be able to use videoconference technology to take an acknowledgment on a physical, paper document — not just a fully electronic one. Substitute House Bill 2158 (amending RCW 42.45.280) allows this when the paper document is physically in front of the notary while the signer appears remotely, with the document displayed to and identified by the signer on camera. For paper that isn't physically with the notary, the signer must sign it along with a declaration and mail both within 3 days, and the notary must record the transaction and retain that recording for at least 10 years.[1,2]
Why it matters: most RON laws assume a fully electronic document start to finish — this is a real, useful carve-out for the common real-world case of a paper document that still needs a remote signer. If you do RON work, or are watching where remote-notarization law is headed next, this is worth bookmarking even though it's a 2027 effective date, not an October one.
Sources
[1] Washington State Legislature — Session Law, Substitute House Bill 2158 (2026 c 21): lawfilesext.leg.wa.gov/biennium/2025-26/Pdf/Bills/Session%20Laws/House/2158-S.SL.pdf
[2] Washington State Legislature — official codified statute, RCW 42.45.280: app.leg.wa.gov/RCW/default.aspx?cite=42.45.280
⭐ Notary Spotlight
⭐ Darcy Uustal, Owner of Ocean Notary®
Darcy Uustal, Ocean Notary
Based in Rhode Island, Darcy was originally commissioned in 2015, renewed her Rhode Island notary commission in January 2025, and launched Ocean Notary shortly thereafter.
Specialty — Mobile notarizations, loan signings, remote online notarizations, and apostille facilitation.
Her story — Renewing her commission was the moment Darcy saw a chance to turn her experience into a business of her own. What began with general notarizations has grown into a full range of notary services, along with her own line of loan signing reference decks. What she didn't expect: the genuine friendships and sense of community she's found along the way, which she says have been as rewarding as growing the business.
Services — Mobile notary service across Rhode Island (Bristol, Kent, Newport, Providence, and Washington Counties) and RON for clients nationwide, plus apostille and authentication certificate services for documents headed abroad, including hand delivery. Evening and weekend appointments are available by appointment. Beyond notary work, Darcy offers resume writing and consulting, backed by over a decade of recruiting experience.
Her advice for newer notaries — "Never stop learning, know your state's laws, and don't be afraid to ask questions. Confidence comes with experience, but preparation makes all the difference."
Recent milestone — When Darcy first started loan signings, she created her own Rolodex to quickly reference LOAN documents she was still learning. That inspired The 50 Essential Loan Signing Documents Every Signing Agent Should Know, a quick-reference deck designed to make learning and navigating loan documents easier. Each card covers the document's purpose, a presentation script, signer actions, whether notarization is required, and helpful signing agent tips. In addition to the physical decks, she also offers a less expensive PDF version with all the same information. It's a confidence-building study tool for newer agents and a quick refresher for experienced ones, and she's expanding the collection with specialized decks for seller packages, buyer packages, refinances, and more. Find the decks in her Etsy shop.
Want to be featured in a future issue? Just reply to this email.
🤝 Signing Service Spotlight
🤝 Signing Services of America, LLC
Signing Services of America — Timely. Accurate. Dependable.
Phillip Hogan, CEO, Signing Services of America
Phillip Hogan, MSW, MPA
CEO · Atlanta, GA
📞 Support 770-984-5399
✉️ [email protected]
📍 1000 Parkwood Circle, Atlanta, GA 30339
👍 Facebook: Signing Services of America
📸 Instagram: @signingservicesofamerica
💼 LinkedIn: Signing Services of America
Signing Services of America (SSA) delivers reliable, nationwide notary signings for title companies, lenders, and law firms, backed by 10 years of experience and an expert in-house scheduling team.
What's new — SSA is collaborating with Secured Signing to offer Remote Online Notarization (RON). Phillip hosts the Closing Market Weekly podcast, available on YouTube (@closingmarketweekly).
For notaries — They are proactive communicators who highly value their signing agents: once you accept an order, you're a member of the SSA team.
To join the network — complete a profile and upload all required documents at ssa.signingorder.com.
Want to be featured in a future issue? Just reply to this email.
💡 Compliance Corner: This Month, In One Sentence — Stay In Your Lane
Four issues, one throughline: Part 1 showed there's no special "no legal advice" rule for notaries — the felony exposure comes from Florida's general UPL statute. Part 2 showed exactly who is cleared to advise (attorneys, and paralegals only under supervision) and confirmed notaries aren't on that list. Last week's document-preparer piece showed a legitimate, licensed lane right next door to notary work — one worth partnering with, not drifting into. And today's fraud cases show what actually happens, in real courtrooms, when someone — notary or not — steps past the line these bills draw.
Bottom line: witness, verify, and document — don't advise, draft, or choose. The notaries in today's cases didn't set out to become cautionary tales; they cut one corner that felt routine, and it compounded. Staying strictly in your lane isn't just the legal line — it's the whole reason clients, attorneys, and title companies can trust your stamp in the first place.
Q3 2026 Roundup▾
July, August & September

A catch-up: the notary and RON/IPEN law changes from July through September 2026 that are worth knowing about, all verified against the National Notary Association's law tracker and each state's official records.

📜 July: North Carolina Delays RON Rollout Again — Plus Virginia & Connecticut
Gov. Josh Stein signed House Bill 517 on July 7, extending North Carolina's temporary Emergency Video Notarization provisions until July 1, 2027 (or the first Remote Electronic Notarization license, whichever comes first) — the second extension while the state finishes vetting RON technology providers. Separately, Virginia's House Bill 163 / Senate Bill 316 added mandatory education and exam requirements for new notaries effective July 1, and Connecticut's Senate Bill 294 authorized the Secretary of the State to issue electronic apostilles.
Read the full July 2026 issue
🆕 New This Issue — By Request
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
You asked, we added it: starting this issue, we're spotlighting notary niches most people never think of. Got an idea for a future one? Just hit reply and let us know.
⚖️ Litigation — Affidavits and depositions used in court proceedings almost always require a notarized signature before a judge or opposing counsel will accept them.
🏥 Hospitals — Advance directives and medical powers of attorney are frequently notarized bedside, often on short notice, before a patient can formalize their wishes.
🏡 Nursing Homes — Residents regularly need help notarizing healthcare updates and other legal documents, especially when a trip to a notary's office isn't realistic.
Why it matters: Litigation deadlines, hospital bedsides, and nursing home visits don't wait for office hours — being available for these on short notice is exactly what turns into repeat referrals from attorneys, hospital staff, and care facilities.
📜 Notary World: North Carolina Delays Full RON Rollout to 2027
On July 7, 2026, Governor Josh Stein signed House Bill 517, extending North Carolina's temporary Emergency Video Notarization (EVN) provisions — in place since the COVID-19 pandemic — until 12:01 a.m. on July 1, 2027, or until the Secretary of State issues the first license under the state's Remote Electronic Notarization Act, whichever comes first. In-person electronic notarization (IPEN) remains available and unaffected in the meantime.
Why it matters: If you've been waiting on North Carolina's full Remote Online Notarization (RON) platform to go live, plan on another year of the emergency video workaround instead — this is now the second extension of EVN while the state finishes vetting RON technology providers.
🌍 Apostille World: Connecticut Authorizes Electronic Apostilles
Effective July 1, 2026, Connecticut's Senate Bill 294 raises the maximum fees notaries may charge for notarial acts and travel, and — notably — authorizes the Secretary of the State to issue electronic apostilles. It's part of a broader national shift toward faster, digital-first authentication for documents headed overseas.
🎓 Notary World: Virginia Raises the Bar on Notary Standards
Virginia's House Bill 163 / Senate Bill 316, effective July 1, 2026, adds mandatory education and examination requirements for new notaries, along with journal-keeping and secure notary seal issuance provisions. Separately, House Bill 1262 (also effective July 1) increases penalties and expands the Attorney General's enforcement tools against "notario fraud" — the unauthorized practice of law by people posing as immigration experts.
💡 Compliance Corner: Know Your Notarization Types — RON, REN, RIN, IPEN & Traditional
Five different acts get lumped under "notarization," and the differences affect what your clients can actually get done. Quick rundown:
RON (Remote Online Notarization) — Notary and signer meet remotely by live audio-video, and the whole transaction — signature, notary seal — happens electronically. It's not yet operational in California[1] or Massachusetts[2] (both passed RON laws but are still finishing the technology and regulatory rollout), not authorized at all in Georgia[4] or Mississippi[5] — Georgia has a bill to change that (HB289) still working through its legislature, and Mississippi's most recent attempt (HB1168) died in committee in 2024 — and heavily restricted in Connecticut[3], which bars it outright for wills, trusts, powers of attorney, and real estate closings.
REN (Remote Electronic Notarization) — North Carolina's own name and licensing category for its version of RON.[6] Functionally the same idea as RON elsewhere, but NC hasn't issued its first REN license yet — notaries there are still relying on the state's emergency video workaround (see the North Carolina story above).
RIN (Remote Ink-Signed Notarization) — A hybrid: notary and signer meet by video, but the notary must still apply an original, wet-ink signature and seal rather than an electronic one — no e-signature or e-seal platforms allowed.[7,8] Most states treated this style of remote notarization as a temporary pandemic-era workaround, but Alabama made it a permanent, standing option under its remote notary law.
IPEN (In-Person Electronic Notarization) — Signer and notary are in the same room, but the document, signature, and seal are all electronic. Available in 46 states plus D.C. — the current holdouts are Alaska, Georgia, Hawaii, and Massachusetts.[9]
Traditional (wet ink) — Signer and notary in the same room, paper document, ink signature, physical stamp. Still valid everywhere, and still the default most people picture.
Bottom line: know which of these your state — and your client's — actually allows before you promise a "remote notarization." As North Carolina and California show, a law getting signed doesn't always mean the option is live yet.
Sources
[1] California Secretary of State — Notary Customer Alerts, SB 696 status: sos.ca.gov/notary/customer-alerts
[2] Massachusetts Secretary of the Commonwealth — Remote Online Notarization: sec.state.ma.us/divisions/commissions/remote-online.htm
[3] Connecticut General Statutes § 3-95b (official state code): law.justia.com/codes/connecticut/title-3/chapter-33/section-3-95b
[4] Georgia General Assembly — HB289 bill status (2025–2026 session): legiscan.com/GA/bill/HB289/2025
[5] Mississippi Legislature — HB1168 (2024) bill status: legiscan.com/MS/bill/HB1168/2024
[6] North Carolina Real Estate Commission bulletin — "Remote Electronic Notarization Is Here to Stay": bulletins.ncrec.gov/remote-electronic-notarization-is-here-to-stay
[7] Code of Alabama § 36-20-73.1, current version (official state code): law.justia.com/codes/alabama/title-36/chapter-20/article-4/section-36-20-73-1
[8] Alabama Remote Notary Program FAQ (confirms "RIN" terminology & wet-signature requirement): alabamaremotenotary.com/f/frequently-asked-questions-about-alabamas-remote-notary-law
[9] National Notary Association — "IPEN: What It Is & Where IPEN Is Allowed": nationalnotary.org/knowledge-center/in-person-electronic-notarization/what-is-ipen
🏛️ August: Florida's "Watermark Bill" Story, Corrected
A widely-shared claim about a new Florida law requiring anti-fraud watermarks on electronically notarized real estate deeds turned out to be false — that requirement (SB 1232 / HB 1111) died in committee in March and was never enacted. There is currently no statewide watermark mandate in Florida. Separately, Algeria joined the Hague Apostille Convention effective July 9, 2026.
Why it matters: Deed fraud and title theft remain a real, active concern in Florida, and lawmakers are clearly looking at it — expect this idea to resurface next session.
Read the full August 2026 issue
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
Notary work isn't just real estate closings and loan signings. Here's where else notaries show up.
🏦 Banking & Finance — Notaries are routinely called in to witness signatures on business loans and commercial credit agreements before funds are released.
📈 Investments — Stock transfers and retirement account forms, like IRA rollovers, often require a notarized signature to verify the account holder's identity.
🔐 Safe Deposit Boxes — When a box goes unclaimed or a renter passes away, banks typically need a notary to witness the drilling or opening process for the record.
Why it matters: Banks, investment firms, and financial institutions all treat notarization as a compliance checkpoint — building relationships in this space means recurring, institutional business instead of one-off signings.
🌍 Apostille World: Algeria Joins the Hague Apostille Convention
The 1961 Hague Apostille Convention officially entered into force for Algeria on July 9, 2026, making it the newest member of the international apostille system. Documents from Algeria — birth certificates, education records, corporate filings — can now be authenticated with a single apostille instead of the older multi-step consular legalization process, and vice versa for U.S. documents headed to Algeria.
Why it matters: If you or your clients handle documents bound for or from Algeria, the process just got simpler and faster.
📜 Notary World: Florida Watch — The "Watermark Bill" Died in Committee
You may have seen headlines about a new Florida law requiring anti-fraud watermarks on electronically notarized real estate deeds, effective July 1, 2026. Worth a correction: that requirement was proposed in SB 1232 and its House companion, HB 1111 — but both died in committee on March 13, 2026 and were never enacted. There is currently no statewide watermark mandate in Florida law.
Why it matters: Deed fraud and title theft remain a real, active concern in Florida, and lawmakers are clearly looking at it — expect this idea to resurface next session. We'll track it and let you know the moment anything actually passes.
🏆 Notary Spotlight: Meet This Year's NNA Award Winners
The National Notary Association named Melissa Battle, founder of Notarizing Tampa, its 2026 Influencer of the Year. Based in Wesley Chapel, Melissa brings 20+ years of experience to mobile and Remote Online Notarization, apostille services, and estate planning document notarizations — she holds both Certified Notary Trust Delivery Agent (CNTDA) and Certified Notary Estate Planning Partner (CNEPP) credentials. She's also an award-winning wedding officiant, a specialty that sets her apart in the Tampa Bay market. More at notarizingtampa.com.
On the national side, longtime California notary Laura Biewer was named 2026 Notary of the Year for her work protecting vulnerable signers. Based in Modesto, Laura is the best-selling author of The Compassionate Notary, a sought-after speaker, and a dedicated business coach who has mentored hundreds of signing agents into launching their own notary businesses. She also offers a specialized HOA Board Election Inspector service alongside her mobile notary work. More at atyourservicemobilenotary.com.
💡 Compliance Corner: Signer Refusal & Vulnerable Signers
Knowing when — and when not — to refuse a notarization is one of the most consequential judgment calls you'll make, especially with elderly, disabled, or otherwise vulnerable signers. Here's the rundown, straight from the NNA.[1]
When you CAN refuse — the signer can't be properly identified, appears confused or disoriented, seems coerced or unwilling, or can't explain what they're signing. You can also refuse if the document has blank spaces, if you have a personal or financial interest in the transaction, or if you reasonably believe it will be used illegally.[1]
When you CANNOT refuse — age, disability, race, nationality, religion, gender, or lifestyle are never valid reasons to decline. Notarizing a document isn't an endorsement of its contents — you're an impartial witness, not a gatekeeper. Refusing a lawful request based on personal bias violates the Notary Public Code of Professional Responsibility.[1]
Reading the room — introduce yourself and your role, then ask a few open-ended questions (their weekend, the weather) to gauge coherence, and ask the signer to describe what they're signing. Watch for coercion, especially when a family member stands to benefit — don't hesitate to ask others to step out so you can speak with the signer alone. If you have real doubts about their awareness or willingness, stop and don't proceed.[1]
Accommodating, not refusing — a physical limitation isn't a reason to turn a signer away. A signature guide card helps visually impaired signers feel where to sign. Signers unable to write may sign by mark (an "X"), by thumbprint, or — where state law allows — have someone else sign on their behalf as a proxy at their direction. In Florida, both signature-by-mark and signature-by-proxy require two disinterested witnesses, and proxy signatures must cite the specific statutory language and be documented for 10 years.[1,2] For hearing-impaired signers, communicate directly (pen and notepad works) — using an interpreter to relay your questions typically disqualifies you from serving as the notary.[1]
Document everything — whether you complete the notarization or refuse it, log what you observed and the steps you took in your journal. It's your record if the notarization is ever questioned later.[1]
Bottom line: vulnerable signers need more patience and preparation, not a reason to say no. Notaries are one of the last lines of defense against elder and disability financial exploitation — treat every red flag seriously, and every signer with the accommodation they're entitled to.
Sources
[1] National Notary Association (nationalnotary.org) — "When to Say 'No'... and When Refusing Is Not Allowed"; "Notary Basics: Determining a Signer's Awareness"; "Notary Tip: How to Be Prepared for Signers With Special Needs"; "A Guide to Notarizing for Physically Impaired Signers"; "Notarizing for Elderly Signers"
[2] Florida Statutes § 117.05(13)–(14), 2025 (official state code, via The Florida Senate): flsenate.gov/Laws/Statutes/2025/117.05
🚨 September: Three States, Same Fraud-Prevention Trend
September brought a running theme rather than one-off stories. Alabama's Property Protection Act (SB292, effective Oct. 1) requires notaries to refuse a notarial act when there's reason to believe it involves illegal activity or coercion, and bars remote notarization for real-property deed acknowledgments. Maryland's HB130 (effective Oct. 1) creates a Task Force to Study Deed Fraud whose membership must include "one individual with experience as a notary public." Oklahoma passed two bills: HB3244 (effective Nov. 1) broadens what counts as protected personal information under the state's identity theft law, and SB1266 increases penalties for notaries who cross into unauthorized practice of law.
Why it matters: Three different states, three different approaches, same direction — notaries are increasingly treated as a fraud checkpoint, not just paperwork processors.
Read the full Sept. 2 issue (Alabama)
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
Notary work isn't just real estate closings and loan signings. Here's where else notaries show up.
📜 Estate Planning & Probate — Trust amendments, powers of attorney, and probate paperwork like waivers and consents almost always need a notary before they're filed or accepted.
🏢 Franchise & Business Acquisitions — Buy-sell agreements, franchise disclosure acknowledgments, and SBA loan closing packages often put a notary at the closing table.
🎓 Education & Corporate Business — Corporate resolutions, operating agreements, and school enrollment or records-release forms are often notarized before a state agency, bank, or school district will accept them.
Why it matters: Estate attorneys, franchise buyers, and school or corporate administrators all need notarization done correctly and on their timeline — specializing here builds recurring relationships instead of one-off jobs.
🌍 Apostille World: What to Know Before You Promise a Turnaround
Nothing new on the Hague Convention front this week — but a few good-to-know reminders on the federal apostille process itself. The U.S. State Department's Office of Authentications currently processes mail-in requests within five weeks, and walk-in/drop-off requests in seven business days (capped at 15 documents per customer or company, one submission a day). In-person appointments are reserved for travelers within two weeks facing an immediate family life-or-death emergency — not general expediting.
💡 Using a courier to hand-deliver and pick up from the Secretary of State's office can shave days or weeks off the mail-in timeline — worth it when a client's on a deadline.
💡 Always check the Secretary of State's current processing-time estimate before quoting a client. Times fluctuate with volume, and setting the right expectation upfront avoids an awkward follow-up call.
📜 Notary World: Alabama Tightens Notary Rules to Fight Deed Fraud
Alabama's Property Protection Act (SB292), signed this spring and effective October 1, 2026, targets seller-impersonation and title fraud in real estate transactions — and it tightens notary law along the way. Under the amended statute, a notary must refuse a notarial act if there's reason to believe it involves illegal activity, coercion, or a signer who doesn't understand the transaction. Real-property deed acknowledgments must also happen in the notary's physical presence with government-issued photo ID verification — remote notarization is off the table for that category.
Why it matters: This is part of a growing pattern — Rhode Island, Utah, and now Alabama have all passed deed- and identity-fraud protections this year that put more responsibility (and more legal cover) on the notary to say no when something's off. Worth watching for your own state to follow.
🔥 Hot Topic
💻 Platform Watch: Pactima Is Now Snapdocs RON
On September 1, 2026, Snapdocs announced it has acquired Pactima — the eNotary, e-signature, and identity-verification platform many RON notaries already use — and folded it into a new integrated product called Snapdocs RON.[1,2]
What's changing — Pactima notaries move to a new login at signings.snapdocs.com and activate a free Notary Connect account from their existing dashboard. RON and mobile-notary work now live in one unified system instead of two, and Snapdocs RON orders carry no separate tech fee.[1]
What's not changing — Your independent business stays yours. Existing clients, referral relationships, and your own fee-setting on your own work are unaffected — this is a platform acquisition, not a marketplace buyout that pools you into a shared signing network.[1]
How to take advantage — The integration opens up Snapdocs' existing network of lenders, title companies, and settlement teams to notaries who were previously Pactima-only — without you having to go recruit those relationships yourself. Log into the new dashboard and complete the Notary Connect activation now rather than waiting, so you're not missing early-access signing volume while it rolls out over the next few weeks.[1]
Any cons? Nothing alarming, but a few things worth watching: fewer standalone RON/identity-verification platforms in the market generally means less competitive pressure on pricing and features long-term; if you built habits or client-facing workflows around Pactima's branding or interface, expect a short adjustment period on the new URL and dashboard; and the founders' letter doesn't spell out what happens to any Pactima-specific integrations you'd set up directly with individual lenders or title companies — worth confirming those carried over cleanly before you rely on one for a live closing.
Sources
[1] Pactima — "Pactima is now Snapdocs RON: a letter from our founders," September 1, 2026: pactima.com/news/message-from-the-founders
[2] Snapdocs Support Hub — "RON Credentials for Notaries" (confirms "Snapdocs RON (formerly Pactima)"): support.snapdocs.com/ron-faq-for-notaries
💡 Compliance Corner: Background Checks, Security & Recordkeeping
Two housekeeping items worth a compliance check-in this month.
Annual background screening — if you work as a Notary Signing Agent, an annual background check isn't a state law requirement anywhere, but it is an industry standard. The NNA requires screening every 12 months to align with the Signing Professionals Workgroup standard, and most lenders and title companies won't hire an NSA without a current one on file — the reasoning being that signing agents handle sensitive borrower information and work independently, without direct supervision.[1] Worth checking your own screening's expiration date before it lapses on a job.
Security & recordkeeping — these rules vary a lot by state, so don't assume yours matches a neighbor's. Florida's a good example of the range: traditional in-person notarizations here don't require a journal at all, but if you notarize remotely (RON), state law requires you to keep your electronic journal and the audio-video recording of every session for at least 10 years, take reasonable steps to protect them from unauthorized access, and maintain a backup — you can delegate retention to a secure repository, but only if you notify the Department of State within 30 days.[2] Whatever state you're commissioned in, know your specific journal and retention rules cold — "I didn't know" isn't a defense if you're ever audited or subpoenaed.
Sources
[1] National Notary Association — "Notary Signing Agent Background Screenings": nationalnotary.org/knowledge-center/signing-agent-resources/background-screenings
[2] Florida Statutes § 117.245, 2025 (official state code, via The Florida Senate): flsenate.gov/Laws/Statutes/2025/117.245
Read the full Sept. 4 issue (Maryland)
💡 Did You Know? Notaries Cross Paths With These Legal Professions Constantly
Two roles you'll run into often in legal-adjacent work — and where a notary commission fits into each.
🗣️ Court Reporting — Court reporters create the word-for-word record of depositions, hearings, and trials. Before testimony starts, someone has to administer the oath to the witness — in many states, that's the notary commission the court reporter also holds, which is why so many working court reporters carry one alongside their reporting credentials.
📬 Process Serving — Process servers deliver legal documents — summonses, subpoenas, complaints — to notify someone they're part of a legal action. Once served, the server typically has to sign a sworn affidavit or proof of service confirming it happened, and that affidavit usually needs to be notarized before it can be filed with the court.
Why it matters: Court reporting firms and process-serving companies both need reliable notary relationships on an ongoing basis, not a one-off booking — worth introducing yourself if you're not already on a few of their rosters.
📜 Notary World: Maryland Creates a Deed Fraud Task Force — With a Notary at the Table
Maryland's HB130 (Chapter 399), effective October 1, 2026, creates a Task Force to Study Deed Fraud — reviewing complaint volume, resolved cases, restitution awarded, and geographic and demographic trends, with findings due to the General Assembly by July 1, 2028. Its membership requirements are specific: the task force must include "one individual with experience as a notary public."[1,2]
Why it matters: This is a small but telling detail — Maryland lawmakers decided deed-fraud policy needs a notary's perspective in the room, not just law enforcement and title-industry input. Worth watching whether other states follow with similar task forces.
Sources
[1] Maryland General Assembly — HB130 (2026 Regular Session), official bill page: mgaleg.maryland.gov/mgawebsite/Legislation/Details/HB0130?ys=2026RS
[2] Maryland General Assembly — HB130 enrolled bill text: mgaleg.maryland.gov/2026RS/bills/hb/hb0130e.pdf
💻 Platform Watch: Not All RON Platforms Are Built the Same
If you're weighing which RON platform to commit to (or whether to add a second), the sticker price is only part of the decision. A few things worth comparing before you sign on:
billing model — some platforms charge you per session, some bill a flat monthly fee regardless of volume, and some bill the hiring party directly instead of you.
platform expectations — each has its own KBA vendor, credential-analysis requirements, and recording/storage policies, and those differences show up fastest during a session that goes sideways.
day-to-day usage — scheduling flexibility, mobile compatibility, and how well the platform's built-in e-journal actually lines up with your own state's retention rules.
Why it matters: The cheapest platform on paper can end up the most expensive one in practice if its support is slow or its compliance tools don't match your state's requirements. Test-drive with a low-stakes session first, and read the cancellation and plan-change fine print before you commit exclusively to one.
🎥 RON 101: What a Remote Notarization Actually Sounds Like
💡 Did you know? A RON session isn't just a video call with a stamp at the end — every step is scripted on purpose, so the recording becomes proof of consent, capacity, and understanding if the notarization is ever questioned later. New to RON, or just curious what's actually said on camera? Here's the script skeleton most sessions follow, in three moments.
Call Initial Welcome & Acknowledgment
"Hello, my name is [notary's name]. I'm a commissioned remote online notary in the state of [state]. Do you understand and consent to this remote online notarization, and understand that it will be recorded? Are you signing of your own free will, and do you understand the contents of this document?"
When Issuing a Sworn Statement Oath
"Since this is a sworn statement, I'll need to administer an oath — please raise your right hand. Do you solemnly swear or affirm, under penalty of perjury, that the statements in this document are true to the best of your knowledge?"
When Adding Signatures
"Do you agree to use an electronic signature, and understand that signing legally binds you to this document's terms?"
Why it matters: Each question is doing legal work, not filling airtime — consent, awareness, free will, comprehension, the oath, and e-signature acknowledgment are exactly what gets scrutinized if a session is ever challenged. Scripting them every time is your best defense.
💡 Compliance Corner: You Work For the Signer — But You Answer to Everyone in the Room
Every signing has more than one stakeholder: the signer, and whoever hired you — an attorney, a signing service, a direct client, a title company, a yacht broker, a wealth management advisor. Clear communication with each looks different.
With the signer — explain your role plainly: you're an impartial witness confirming identity and, where applicable, willingness and capacity. You're not their advocate, and you're not offering legal advice about what they're signing.
With the hiring party — confirm document specifics, timing, location, and any special instructions before you arrive. A signing service's closing instructions or a title company's specific requirements aren't things you want to be learning on-site.
Why it matters: This isn't just good client service — it's documentation. Your journal should reflect who directed the signing separately from who actually signed, plus any instructions that shaped how you handled it. A poorly documented signing, or one where communication broke down between you and the hiring party, is exactly the kind of gap that turns into a liability claim months later.
Read the full Sept. 5 issue (Oklahoma)
💡 Did You Know? Estate Planning Signings Deserve Their Own Playbook
📬 By popular request: Got a topic you're itching to see us dig into? Fire off an email and tell us — all ideas welcome, and we're always listening.
"Estate planning signing" covers more ground than people assume — a few of the document types you'll run into:
📝 Wills — Requirements vary sharply by state — some don't require notarization of the will itself but do require a notarized "self-proving affidavit" alongside it, which speeds up probate later.
🖋️ Durable & Healthcare Powers of Attorney — These grant someone else authority to act on the signer's behalf, often while they're incapacitated — which puts capacity assessment (see this month's earlier Compliance Corner) front and center.
📜 Trusts & Trust Amendments — Establishing or modifying a trust, frequently notarized any time real property is involved.
🏠 Deed Transfers Into a Trust — Moving real property into a trust's name is a recordable deed like any other, and it needs a proper notarization to be accepted by the county.
Why it matters: This work tends to run longer than a typical signing — more documents, more explanation, sometimes multiple signers or a bedside visit — and it carries real liability exposure given the capacity questions involved. If you're pricing it like a standard loan signing, you're underpricing it. Talk to your partner estate-planning attorney upfront about expected time, number of signers, and whether travel or multiple appointments are likely, and price the job to match the actual scope — not just a flat per-stamp rate.
📜 Notary World: Oklahoma Tightens Penalties Around Identity Theft and Notary Misconduct
Oklahoma signed two notary-relevant bills into law this spring. HB3244, effective November 1, 2026, broadens what counts as protected personal information under the state's identity theft law to include fingerprints, PIN numbers, DNA, usernames, and passwords — a reminder that the ID scans, KBA answers, and journal entries you collect as a notary increasingly fall under expanding fraud protections. SB1266, titled "Notaries public; modifying allowable punishment for provision of certain legal advice," increases penalties for notaries who cross the line into unauthorized practice of law — approved by the Governor on May 12, 2026.
Why it matters: Both bills raise the stakes around information you already handle every day — proof of who someone is, and staying inside your lane on legal advice.
Sources
[1] Oklahoma House of Representatives — "Enhanced Punishments for Retail, Identity Theft Signed into Law": okhouse.gov/posts/news-20260512_2
[2] Oklahoma State Legislature — SB1266 (2026), bill status via LegiScan: legiscan.com/OK/bill/SB1266/2026 — note: bill title and governor-approval date confirmed; the specific provisions and exact effective date could not be independently confirmed from the full enrolled text as of last check (2026-08-20) — verify against oklegislature.gov before relying on this one.
💡 Compliance Corner: Fraud Prevention Starts With the Basics You Already Know
The NNA's own read on this year's wave of new notary laws is blunt: "rising fraud concerns are driving most of the new regulation nationwide — and the core prevention tools are still the fundamentals."[1]
• Require personal appearance.
• Verify identity against the presented ID, not just a name on a document.
• Watch for confusion or coercion (see this month's capacity-vs-identity piece).
• Refuse when something doesn't add up, even under pressure.
This month alone gave us three examples of that trend in action: Alabama's new deed-fraud protections, Maryland's deed-fraud task force with a notary seat built in, and Oklahoma's expanded identity-theft and unauthorized-practice-of-law penalties. Three different states, three different approaches, same direction — notaries are increasingly treated as a checkpoint, not just paperwork processors.
Bottom line: document everything, refuse when in doubt, and don't let a rush job talk you out of your own protocol.
Sources
[1] National Notary Association — "New 2025 Notary Laws Address Commissioning Requirements and Fraud Prevention": nationalnotary.org/notary-bulletin/blog/2025/10/new-2025-notary-laws-address-commissioning-requirements-and-fraud-prevention
💻 September: Pactima Becomes Snapdocs RON
Snapdocs announced on September 1 that it acquired Pactima — the eNotary, e-signature, and identity-verification platform many RON notaries already use — folding it into a new integrated product called Snapdocs RON. Existing clients, referral relationships, and fee-setting stay with the notary; this is a platform acquisition, not a marketplace buyout.
Read the full Sept. 2 issue
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
Notary work isn't just real estate closings and loan signings. Here's where else notaries show up.
📜 Estate Planning & Probate — Trust amendments, powers of attorney, and probate paperwork like waivers and consents almost always need a notary before they're filed or accepted.
🏢 Franchise & Business Acquisitions — Buy-sell agreements, franchise disclosure acknowledgments, and SBA loan closing packages often put a notary at the closing table.
🎓 Education & Corporate Business — Corporate resolutions, operating agreements, and school enrollment or records-release forms are often notarized before a state agency, bank, or school district will accept them.
Why it matters: Estate attorneys, franchise buyers, and school or corporate administrators all need notarization done correctly and on their timeline — specializing here builds recurring relationships instead of one-off jobs.
🌍 Apostille World: What to Know Before You Promise a Turnaround
Nothing new on the Hague Convention front this week — but a few good-to-know reminders on the federal apostille process itself. The U.S. State Department's Office of Authentications currently processes mail-in requests within five weeks, and walk-in/drop-off requests in seven business days (capped at 15 documents per customer or company, one submission a day). In-person appointments are reserved for travelers within two weeks facing an immediate family life-or-death emergency — not general expediting.
💡 Using a courier to hand-deliver and pick up from the Secretary of State's office can shave days or weeks off the mail-in timeline — worth it when a client's on a deadline.
💡 Always check the Secretary of State's current processing-time estimate before quoting a client. Times fluctuate with volume, and setting the right expectation upfront avoids an awkward follow-up call.
📜 Notary World: Alabama Tightens Notary Rules to Fight Deed Fraud
Alabama's Property Protection Act (SB292), signed this spring and effective October 1, 2026, targets seller-impersonation and title fraud in real estate transactions — and it tightens notary law along the way. Under the amended statute, a notary must refuse a notarial act if there's reason to believe it involves illegal activity, coercion, or a signer who doesn't understand the transaction. Real-property deed acknowledgments must also happen in the notary's physical presence with government-issued photo ID verification — remote notarization is off the table for that category.
Why it matters: This is part of a growing pattern — Rhode Island, Utah, and now Alabama have all passed deed- and identity-fraud protections this year that put more responsibility (and more legal cover) on the notary to say no when something's off. Worth watching for your own state to follow.
🔥 Hot Topic
💻 Platform Watch: Pactima Is Now Snapdocs RON
On September 1, 2026, Snapdocs announced it has acquired Pactima — the eNotary, e-signature, and identity-verification platform many RON notaries already use — and folded it into a new integrated product called Snapdocs RON.[1,2]
What's changing — Pactima notaries move to a new login at signings.snapdocs.com and activate a free Notary Connect account from their existing dashboard. RON and mobile-notary work now live in one unified system instead of two, and Snapdocs RON orders carry no separate tech fee.[1]
What's not changing — Your independent business stays yours. Existing clients, referral relationships, and your own fee-setting on your own work are unaffected — this is a platform acquisition, not a marketplace buyout that pools you into a shared signing network.[1]
How to take advantage — The integration opens up Snapdocs' existing network of lenders, title companies, and settlement teams to notaries who were previously Pactima-only — without you having to go recruit those relationships yourself. Log into the new dashboard and complete the Notary Connect activation now rather than waiting, so you're not missing early-access signing volume while it rolls out over the next few weeks.[1]
Any cons? Nothing alarming, but a few things worth watching: fewer standalone RON/identity-verification platforms in the market generally means less competitive pressure on pricing and features long-term; if you built habits or client-facing workflows around Pactima's branding or interface, expect a short adjustment period on the new URL and dashboard; and the founders' letter doesn't spell out what happens to any Pactima-specific integrations you'd set up directly with individual lenders or title companies — worth confirming those carried over cleanly before you rely on one for a live closing.
Sources
[1] Pactima — "Pactima is now Snapdocs RON: a letter from our founders," September 1, 2026: pactima.com/news/message-from-the-founders
[2] Snapdocs Support Hub — "RON Credentials for Notaries" (confirms "Snapdocs RON (formerly Pactima)"): support.snapdocs.com/ron-faq-for-notaries
💡 Compliance Corner: Background Checks, Security & Recordkeeping
Two housekeeping items worth a compliance check-in this month.
Annual background screening — if you work as a Notary Signing Agent, an annual background check isn't a state law requirement anywhere, but it is an industry standard. The NNA requires screening every 12 months to align with the Signing Professionals Workgroup standard, and most lenders and title companies won't hire an NSA without a current one on file — the reasoning being that signing agents handle sensitive borrower information and work independently, without direct supervision.[1] Worth checking your own screening's expiration date before it lapses on a job.
Security & recordkeeping — these rules vary a lot by state, so don't assume yours matches a neighbor's. Florida's a good example of the range: traditional in-person notarizations here don't require a journal at all, but if you notarize remotely (RON), state law requires you to keep your electronic journal and the audio-video recording of every session for at least 10 years, take reasonable steps to protect them from unauthorized access, and maintain a backup — you can delegate retention to a secure repository, but only if you notify the Department of State within 30 days.[2] Whatever state you're commissioned in, know your specific journal and retention rules cold — "I didn't know" isn't a defense if you're ever audited or subpoenaed.
Sources
[1] National Notary Association — "Notary Signing Agent Background Screenings": nationalnotary.org/knowledge-center/signing-agent-resources/background-screenings
[2] Florida Statutes § 117.245, 2025 (official state code, via The Florida Senate): flsenate.gov/Laws/Statutes/2025/117.245
📎 Also Sent in September
Two more September issues covered ground of their own: Arizona's new deed-fraud thumbprint requirement (Issue 1 of 5), and whether you can hold notary commissions in two states at once (Issue 3 of 5).
Read the full Sept. 1 issue (Arizona)
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
Notary work isn't just real estate closings and loan signings. Here's where else notaries show up.
⛵ Yacht Brokers & Boat Sales — Bills of sale and lien releases on larger boats, especially U.S. Coast Guard–documented vessels, are routinely notarized before a sale can be recorded.
⚖️ Family Law — Prenuptial and postnuptial agreements, marital settlement agreements, and parenting plans typically need notarized signatures before a court will accept them.
💰 Wealth Management — Financial advisors and trust officers regularly need clients' powers of attorney, trust amendments, and account-transfer forms notarized before assets can move.
Why it matters: Yacht brokers, family law attorneys, and wealth managers all handle high-dollar signings on tight timelines — notaries who build relationships in these spaces get called back for the next deal, not just one closing.
🌍 Apostille World: Vietnam Joins the Hague Apostille Convention
Vietnam deposited its instrument of accession to the 1961 Hague Apostille Convention on December 31, 2025, and the Convention officially enters into force there on September 11, 2026 — making it the newest member of the international apostille system, right behind Algeria (which joined this past July). Documents from Vietnam can now be authenticated with a single apostille instead of the older multi-step consular legalization process, and vice versa for U.S. documents headed to Vietnam.
Why it matters: If you or your clients handle documents bound for or from Vietnam, budget extra time before September 11 — until then, the old consular process still applies.
📜 Notary World: Arizona Cracks Down on Deed Fraud
Arizona Gov. Katie Hobbs signed SB 1479 into law on April 9, 2026, and it takes effect September 13, 2026. For any deed, deed of trust, or power of attorney affecting real property, Arizona notaries must now take the signer's right thumbprint in their journal (left thumb or another finger if the right isn't available). Remote Online Notarization gets a carve-out from the thumbprint rule — but only if the notary logs the signer's ID credential number and retains the audio-video recording for at least seven years, longer than Arizona's standard five-year RON retention period. The law also requires photo ID to record documents in person and raises the penalty for recording a forged real-property document to a felony.
Why it matters: Deed and title fraud is a growing concern nationwide, and Arizona's approach — thumbprints in person, longer retention for remote sessions — is a model other states are likely to look at next. If you notarize real estate documents for Arizona clients or through a multi-state RON platform, check that your workflow accounts for the new retention window before September 13.
💻 Platform Watch: What's New on Proof, BlueNotary & Pactima
Proof (formerly Notarize) added dedicated Home Purchase and Refinance closing types for real estate transactions, and announced a partnership with IDEMIA Public Security to build out a verifiable digital credential for identity checks. BlueNotary rolled out an optional dual-ID verification step — you can now require signers to present two separate forms of identification before a session starts, an extra layer against identity fraud. Pactima didn't have a major feature announcement this cycle, but remains worth knowing if you handle multi-party or multi-state RON closings — it's built around MISMO RON compliance standards.
Why it matters: Identity-fraud protections are becoming a differentiator between platforms, not just a compliance checkbox. Worth a look if you're choosing (or re-evaluating) which RON provider to build your practice on.
💡 Compliance Corner: Two Quick Tips
Retention periods aren't one-size-fits-all. If you notarize across state lines, don't assume one retention period covers you everywhere. Florida requires RON audio-video recordings to be kept for 10 years. Arizona's new RON carve-out (see above) requires 7 years. When a notarization touches more than one state's requirements, the safe move is to keep the longer of the two.
E&O insurance: know what's required vs. recommended. No state actually mandates Errors & Omissions insurance by law — Florida only requires a $7,500 surety bond, which protects your clients, not you. E&O is what protects you, and $25,000 in coverage is the commonly recommended starting point for Florida notaries. But "recommended" isn't the ceiling: most title companies, lenders, and law firms won't assign signing work without $50,000–$100,000 in coverage, so check what your clients require before assuming the minimum is enough. (One interesting exception: Louisiana lets notaries carry $10,000 in E&O insurance instead of posting their $10,000 bond.)
Read the full Sept. 3 issue (Dual Commissions)
💡 Did You Know? Notaries Work In More Rooms Than You'd Think
🏛️ Courts & Cities — Beyond certified copies, courts lean on notaries for affidavits of service, name-change petitions, and default-judgment paperwork in small claims. Cities and counties use them for business license and permit applications, and for affidavits that correct or supplement a vital record.
🌍 Embassies & Consulates — Beyond visa paperwork, notaries handle powers of attorney for property or business a client owns overseas, foreign marriage and divorce documentation, adoption paperwork, and affidavits of support for someone sponsoring a family member's visa.
Why it matters: These aren't one-off requests — they're the steady, less-visible work that keeps a notary business going between the closings and loan signings. Knowing the specific document types ahead of time means you're not learning the requirements at the signing table.
🌍 Apostille World: Back-to-School Season Is Apostille Season Too
With students and workers heading abroad this fall, two document types drive most of the apostille requests we see this time of year: diplomas/transcripts and FBI background checks. They're not handled the same way.
Diplomas and transcripts go through your state's Secretary of State — in Florida, that's the Division of Corporations, which issues apostilles at their Tallahassee office and can usually complete a walk-in request the same day. Whether the document needs to be notarized first depends on who issued it: documents from public institutions may qualify on their own, but private-school records typically need notarization before they're apostille-ready.
FBI background checks, by contrast, go through the federal government — the U.S. Department of State's Office of Authentications, with mail-in requests taking about five weeks and walk-in drop-off around seven business days.
Why it matters: Study-abroad and work-abroad deadlines don't move for processing times. If a client mentions fall travel plans, ask about their document needs now — five weeks disappears fast once September hits.
💬 If the destination country doesn't use English, both document types typically need a certified translation alongside the apostille. Idiomatic offers certified, USCIS-accepted translations in 100+ languages, often 1-2 business days for shorter documents. Get a quote (affiliate link — we may earn a commission)
📜 Notary World: Notaries Near State Lines — Can You Hold Two Commissions?
If you live close to a state border, this comes up more than you'd expect: can you be commissioned as a notary in both states? There's no universal answer — it depends entirely on which two states you're talking about.
Florida's own law closes the door on its own residents doing it the easy way. §117.01 requires a notary to be "a legal resident of this state," and that residency "must be maintained throughout the term of appointment" — there's no non-resident allowance.[1]
But some neighboring states open the door from the other direction: Georgia, for example, lets a resident of any state bordering Georgia become a Georgia notary too, as long as they carry on a business or profession in Georgia or are regularly employed there — applying through the clerk of superior court in the Georgia county where they work.[2]
So a Florida resident who lives near the Georgia line and also works in Georgia can genuinely hold both commissions at once. Whether that works with another state pair depends entirely on that state's own law — check before assuming it applies.
If you do hold two, none of it carries over:
• Physical location governs which commission you're acting under — you can only exercise a state's commission while you're physically inside that state, RON sessions included. Renewal clocks run separately.
• Bonding requirements aren't interchangeable — Florida requires a $7,500 surety bond, Georgia requires none.[1,3]
• Education requirements differ too — Georgia now requires a training course before initial appointment and every renewal, Florida doesn't mandate one.[1,3]
• Keep your journal and seal for each state separate — mixing them up is exactly what an audit will catch.
Why it matters: A dual commission is a real advantage for a notary who genuinely works both sides of a state line — but it's two separate compliance obligations, not one. The state you're physically standing in when you notarize is the only one that counts.
Sources
[1] Florida Statutes §117.01, Qualification of notary public: flsenate.gov/Laws/Statutes/2025/117.01
[2] Official Code of Georgia Annotated §45-17-7, Nonresident notaries: law.justia.com/codes/georgia/title-45/chapter-17/article-1/section-45-17-7/
[3] Georgia Superior Court Clerks' Cooperative Authority — "General Notary Information": gsccca.org/notary-and-apostilles/notaries/general-notary-information
💡 Compliance Corner: Signer Capacity vs. Signer Identity — Know the Difference
These two get conflated constantly, but they're separate duties with separate standards.
Identity answers "is this person who they claim to be?" — confirmed through satisfactory evidence: personal knowledge, an acceptable government-issued ID compared against the signer, or a credible identifying witness where state law allows.
Capacity answers a different question entirely: does this person understand what they're signing and its consequences? Per the NNA, capacity means "having the mental ability to understand the contents of the document that the person is about to sign, in combination with a reasonable understanding of the implications and consequences of signing."[2]
You are not a medical professional, and you're not making a diagnosis — you're watching for red flags: incoherent communication, confusion or hesitation about signing, pressure from someone else in the room, or an inability to explain what the document actually does. If any of that shows up, ask others to step out, talk to the signer alone, and don't proceed if real doubt remains.
Why it matters: A signer can pass identity verification easily — real ID, matching name — and still fail the capacity check, or vice versa (someone you know personally but who's confused about what's in front of them). You have to clear both, separately, every time.
Sources
[1] National Notary Association — "Identification Standards For Notaries: A Position Statement": nationalnotary.org/file%20library/nna/knowledge%20center/outside%20pdfs/id-standards.pdf
[2] National Notary Association — "Notary FAQ: Assessing a Signer's Mental Capacity": nationalnotary.org/notary-bulletin/blog/2017/05/notary-faq-assessing-signer-mental-capacity
💡 The Big Picture: Fraud Prevention Set the Quarter's Agenda
From Rhode Island's identity-proofing and deepfake laws at the start of the quarter through Alabama, Maryland, and Oklahoma at the close of it, deed and identity fraud protection was the clearest throughline in state notary legislation this quarter — alongside continued, incremental progress on RON availability (North Carolina still pending, platforms consolidating). Expect the fraud-prevention trend to keep building into Q4.
Q2 2026 Roundup▾
April, May & June

A catch-up: the notary and RON/IPEN law changes from April through June 2026 that are worth knowing about, all verified against the National Notary Association's law tracker and each state's official records.

👪 April: Hawaii Requires Notarized Adoption Consents
Hawaii's House Bill 2088, effective April 28, 2026, now requires written consents to the adoption of both children and adults to be notarized.
📜 May: Utah Overhauls Its Notary Journal Rules
Effective May 6, 2026, Utah's Senate Bill 139 requires a journal for every notary commissioned on or after that date, adds new recordkeeping requirements, and creates new criminal penalties for violations. The same day, House Bill 181 enacted Utah's version of the Uniform Electronic Estate Planning Documents Act.
Why it matters: A preview of where more states are headed — tighter journal rules paired with expanded electronic notarization for estate planning.
🛡️ June: Rhode Island Tightens Identity Fraud Protections, Utah Modernizes Recorder Rules
Rhode Island passed two notary-relevant bills in June: Senate Bill 2715 (June 10) lets a notarial officer refuse to notarize when a signer won't provide proper identity proofing, and House Bill 8060 (June 23) criminalized digital forgeries — including AI-generated deepfakes — used to commit fraud. The same month, Utah's new County Recorder Standards Rule (effective June 8) updated how county recorders process notarized documents, including hybrid wet-ink/electronic notarizations and minor name discrepancies that used to hold up recordings.
Why it matters: Whether or not your state has passed a law as explicit as Rhode Island's, most notary handbooks already give you the right to decline a notarization when you can't properly verify identity — when in doubt, decline.
💡 The Big Picture: Where RON Stands Nationally
As of this year, every state except California now permits some form of Remote Online Notarization — California's permanent RON law is on the books but isn't live yet, with a technology-readiness deadline of January 1, 2030. The federal SECURE Notarization Act remains stuck in committee.
Q1 2026 Roundup▾
January, February & March

Rounding out our archive: here's what changed in notary and RON/REN/IPEN law during the first three months of 2026, verified against the National Notary Association's law tracker and each state's official records.

🪪 January: Texas and Oklahoma Tighten Who Can Become a Notary
Two states raised the bar for notaries right at the start of the year. Effective January 1, 2026, Texas's Senate Bill 693 requires all applicants to complete a Secretary of State-administered education course and score 70% or higher on an open-book exam before commissioning, and adds real criminal penalties — up to a state jail felony for real estate documents — for notarizing without the signer physically present. The same day, Oklahoma's Senate Bill 1028 took effect, requiring a national criminal history record check for every new and renewing notary applicant, barring felons from commissioning outright, and raising the notary bond from $1,000 to $10,000.
Why it matters: Two of the country's larger notary populations just added real teeth to who's allowed to hold a commission — expect more states to follow with background-check requirements.
💰 February: Louisiana Quintuples Its Notary Bond Requirement
Effective February 1, 2026, Louisiana's House Bill 259 raised the required notary bond from $10,000 to $50,000 and eliminated the option to satisfy the requirement with an errors-and-omissions insurance policy instead. Attorney-notaries remain exempt, but every non-attorney, title-company, and independent notary in the state now needs the higher bond on file.
🖋️ March: Pennsylvania Overhauls Its Notarial Rules — RON Included
Pennsylvania's Department of State fully implemented its Revised Uniform Law on Notarial Acts (RULONA) regulations on March 28, 2026. Highlights: the notary bond doubled from $10,000 to $25,000 for anyone newly appointed or reappointed after that date, stamps must now include the notary's seven-digit commission number, journals are barred from holding Social Security numbers or other sensitive ID data, and the state set new, more specific approval standards for both electronic notarization and remote online notarization (RON) technology providers, including a $20-per-act fee cap.
Why it matters: This is the most detailed state-level rulemaking we've seen this year on RON and electronic notarization technology standards specifically.
💡 The Big Picture: RON Still Isn't Universal — But It's Close
As Q1 closed, 49 states plus D.C. had permanent Remote Online Notarization authorization in some form, with California the lone holdout — its law is on the books but doesn't take effect until January 1, 2030. A handful of states, including Alabama, Georgia, Mississippi, and South Carolina, still have no RON authorization of their own, though they generally still accept and record documents notarized remotely under another state's law.
Alyssa - LSN Talk soon,
Alyssa
LSN
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