Books and Resources to Start Strong
Before you invest in equipment, you need to understand the business itself. These books provide practical knowledge about notary work, business operations, and client management that will inform every equipment decision you make.
The Notary Public Handbook by National Notary Association
This is the foundational reference for notary law and procedures across different states. You’ll learn what documents you can and cannot notarize, proper identification verification, and liability protection strategies. Since notary requirements vary significantly by state, this handbook ensures your equipment choices and business practices align with legal requirements.
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How to Start a Home-Based Notary Business by Lisa Benelli
This guide covers the practical side of running a notary operation from home or mobile setup, including client acquisition, pricing models, and operational systems. It directly addresses the equipment and technology choices that support efficient mobile notary work, helping you avoid unnecessary purchases.
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The E-Myth Revisited by Michael E. Gerber
While not notary-specific, this book teaches you how to systematize a service business so it doesn’t depend entirely on your personal effort. For mobile notaries planning to grow, understanding business systems helps you choose equipment that supports scalability and delegation.
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Business Writing Today by Natalie Canavor
Mobile notaries communicate constantly with clients via email, text, and documents. This practical guide improves your written communication, helping you present your business professionally and reduce misunderstandings that cost time and money.
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Equipment You Need
Mobile notary equipment falls into essentials that support your notarizations and tools that help you run the business side efficiently. Your startup costs depend on your state’s requirements and whether you already own certain items.
Notary Seal and Supplies
- Notary Seal: A handheld or embosser seal that imprints your notary commission information onto documents. Most states require one; some allow electronic seals. This is non-negotiable and typically costs $30–$80 depending on type and customization.
- Notary Journal: A bound record book where you log every notarization—signer name, document type, date, and fees. Required in most states for liability protection and legal compliance. Many notaries use both a physical journal and digital backup.
- Notary Stamp Pads: Quality ink pads for your seal. Buy durable ones; cheap pads fade and create illegible impressions that could invalidate documents.
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Mobile Office Setup
- Laptop or Tablet: For scheduling, client communication, invoicing, and accessing digital documents. A mid-range laptop ($500–$1,000) or iPad ($400–$700) works well for most mobile notaries.
- Portable Printer: If you need to print documents on-site or provide clients with copies. A compact inkjet or portable photo printer gives you flexibility, though not always necessary depending on your workflow.
- Scanner or Mobile Scanner App: To digitize documents and maintain records. A handheld portable scanner or a smartphone app can work for backup documentation.
- Carry Bag or Portfolio: Durable carrying case for your seal, journal, ink pad, and documents during travel between appointments.
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Communication and Scheduling
- Business Phone Number: A dedicated line or voicemail for clients separate from your personal phone. Some notaries use Google Voice ($free tier) or a business phone plan ($30–$60/month).
- Scheduling Software: Calendar or booking platform to manage appointments, send reminders, and reduce no-shows. Platforms like Google Calendar (free), Calendly (free tier available), or Acuity Scheduling ($15–$50/month) work well.
- Client Management System: Optional but helpful for tracking repeat clients, rates, and communication history. Google Sheets, Airtable (free tier), or simple CRM platforms ($10–$30/month) prevent duplicated work.
Documentation and Records
- ID Verification Tools: A magnifying glass or UV light to inspect IDs carefully and detect forgeries. Cheap ($5–$15) but important for liability protection.
- Document Organizer: Folders, filing cabinet, or external hard drive to organize client files and notarization records by date and type.
- Backup Storage: External hard drive or cloud service (Dropbox, Google Drive, OneDrive at $0–$15/month) for digital copies of your journal and client records in case of device failure.
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What to Buy First vs Later
Start lean and add tools as your business grows and your specific needs become clear.
- First: Notary seal, journal, ink pad, and carry bag. These are legal requirements and foundational to every notarization. Budget $150–$300 total.
- First: A basic smartphone or laptop you likely already own. Use free scheduling tools (Google Calendar) and communication apps initially.
- Second: A dedicated business phone number or line once you’re getting consistent client calls. This costs $0–$15/month and creates professional separation.
- Second: A portable scanner or document management system once you’re doing 10+ notarizations per month. Before then, clients often provide their own copies.
- Later: Portable printer, unless your state requires you to notarize documents on demand. Many clients bring pre-prepared docs.
- Later: Advanced CRM software or accounting tools. Use spreadsheets for the first 6–12 months while you establish patterns.
New vs Used Equipment
Most notary equipment is inexpensive and benefits from being new. A fresh seal, journal, and ink pad ensure reliability and professionalism. Used versions of these items can harbor dirt, dry ink, or wear that creates poor impressions on documents—exactly what you don’t want when legality is on the line.
Technology is different. A used laptop or tablet, if in good condition, serves well for scheduling and client communication. Check battery health, screen condition, and that it runs current software. A $300 used iPad that works is better than no device at all. However, avoid used printers; they often have clogged heads or worn rollers that cause jams or poor print quality. For around $100–$150, you can buy a new compact printer that will last several years without frustration.
Your notary seal is the one piece of equipment that absolutely must be new and pristine. It’s your professional stamp and legal signature on every document. Buy it new from a reputable notary supply vendor to ensure quality and proper commissioning.
Where to Buy
- National Notary Association (nationalnotary.org): Specialized notary supplies including seals, journals, stamps, and educational resources. Prices are fair and quality is guaranteed.
- Local Notary Supply Shops: Many cities have office supply or notary-specific stores where you can see products in person and get advice from staff who understand the business.
- Amazon: Convenient for general items like portable printers, scanners, carry bags, and office supplies. Read reviews carefully for notary-specific items to ensure compliance with your state’s requirements.
- Staples or Office Depot: Carry laptops, printers, folders, filing systems, and basic office furniture. Useful for non-notary-specific supplies.
- Best Buy: For computers and tablets if you want to test devices before buying or need tech support.
- Your State’s Notary Regulating Agency: Check your secretary of state’s website for approved seal vendors and any equipment recommendations specific to your state’s rules.