Reign Professional Services

As notaries, we have an important responsibility to protect the public, verify identities, and perform our duties with integrity. But there is another responsibility we cannot afford to overlook: protecting ourselves and our businesses from scammers.

Whether you are a newly commissioned notary, a mobile notary, a Notary Signing Agent, or a Remote Online Notary (RON), understanding how scams work can help protect your finances, your reputation, and the business you have worked so hard to build.

I want to share a recent experience of my own because I believe we need to look out for one another in this industry. Sometimes, the warning signs appear when we least expect them.

A Real-Life Experience: When a Signing Assignment Comes With a Catch

Recently, I received what appeared to be a legitimate signing order. I accepted the assignment, thinking it was a normal business opportunity. However, after accepting, I was told I needed to pay a fee to join their platform.

That immediately raised a red flag for me.

Why was I receiving a signing order before being told I had to pay to join the platform? Why wasn’t this requirement disclosed before I accepted the assignment? And was this a legitimate business opportunity or a situation designed to get money from notaries?

I decided that this was a situation worth questioning rather than rushing into a payment.

Here is the lesson: Just because you receive a signing order does not mean the opportunity is legitimate.

To be clear, a membership or platform fee does not automatically mean a company is fraudulent. Some legitimate businesses charge fees for subscriptions or optional services. However, an unexpected payment requirement that is introduced after you accept an assignment warrants careful investigation.

As independent business owners, we need to know exactly who we are working with, what we are agreeing to, and why we are being asked to pay.

Never let the excitement of receiving an assignment override your judgment.

How Scammers May Target Notaries

Scammers use different tactics to gain our trust. Here are some warning signs to watch for.

1. Fake Signing Assignments

You receive an assignment that looks professional, but the company cannot be verified, the contact information seems suspicious, or the terms change unexpectedly.

Protect yourself: Verify the hiring company independently before sharing sensitive information, paying fees, or proceeding with an assignment.

2. Unexpected Platform or Registration Fees

Someone offers you work and then tells you that you must pay a fee to join a platform, activate your account, or unlock assignments.

Protect yourself: Ask why the fee is required, what it covers, and whether the requirement was disclosed in advance. Research the company independently and review the terms before paying.

3. Overpayment and Fake Check Scams

A company sends a payment for more than the agreed amount and asks you to either return the difference or forward the excess to someone else. The funds may appear available in your account before the check is discovered to be fraudulent.

Protect yourself: Never refund or forward money based on an unverified check. Contact your bank through an official phone number if you have concerns.

4. Requests for Sensitive Personal Information

Someone claiming to represent a signing service, title company, or other business requests your Social Security number, banking information, account credentials, or other sensitive data through an unverified channel.

Protect yourself: Verify the request and use secure channels. Never share passwords or verification codes with someone who contacts you unexpectedly.

5. Pressure to Perform an Improper Notarization

A customer or hiring company pressures you to skip identification requirements, overlook missing information, or proceed despite concerns about the signer’s identity or willingness.

Protect yourself: Follow your state’s notary laws and applicable procedures. No assignment or payment is worth compromising your professional obligations.

Remember, a convincing logo, professional website, or official-sounding email address does not guarantee that a company or person is legitimate.

What Could Happen If You Fall for a Scam?

Falling victim to a scam can have consequences that extend far beyond the initial financial loss.

Financial loss: You could lose money through fraudulent checks, fake fees, unauthorized transactions, or identity theft. Recovering the funds may be difficult or impossible.

Damage to your reputation: Your clients and business partners depend on your professionalism. A preventable incident can undermine the trust you have worked hard to establish.

Legal and professional consequences: If a scam leads you to perform an improper notarization, violate applicable laws, or knowingly participate in fraudulent activity, you could face complaints, civil liability, disciplinary action, or other legal consequences, depending on the circumstances.

Risk to your notary commission: Violations of notary law can result in suspension or revocation where authorized by law. Being targeted by a scam does not automatically mean you will lose your commission, but knowingly participating in unlawful conduct can put it at risk.

Identity theft and business disruption: If scammers obtain your personal or business information, they may impersonate you, access your accounts, or misuse it. Resolving these problems can take considerable time and money.

The bottom line is that protecting your business means protecting your professional future, too.

Seven Ways to Protect Yourself as a Notary

Here are seven habits I encourage every notary to practice.

1. Verify every assignment.

Confirm the hiring company’s identity using independently verified contact information. If something seems unusual, contact the company through its official website or a previously established phone number.

2. Be cautious about upfront fees.

Do not rush to pay registration, activation, membership, or other unexpected fees. Determine whether the fee is legitimate, what you receive in return, and whether the terms were clearly disclosed before you agreed to anything.

3. Never refund an overpayment without verification.

Do not send money back or forward funds because someone sent you a check that appears legitimate. Even when a bank makes funds available, the check may later be returned as fraudulent.

4. Protect your personal information.

Share tax documents, identification, and banking details only when necessary and through verified, secure channels. Use strong, unique passwords and multifactor authentication whenever available.

5. Follow your state’s notary laws.

Never allow a customer, employer, or signing service to pressure you into skipping identification requirements or improperly completing a notarization. Your legal obligations come first.

6. Trust your instincts and investigate.

Unexpected fees, urgent payment demands, inconsistent company information, and promises that sound too good to be true are reasons to pause. Ask questions and verify the facts before proceeding.

7. Keep records and report suspicious activity.

Save relevant emails, text messages, invoices, payment records, and other evidence. If you suspect fraud, contact your bank or payment provider promptly if money or account information is involved. You can also report suspected scams to the Federal Trade Commission at ReportFraud.ftc.gov.

What Should You Do If You Suspect a Scam?

If something does not feel right, stop and take a moment to investigate.

• Do not send money or provide additional sensitive information until you have verified the situation.
• Contact the company using independently verified contact details.
• Review the agreement, payment terms, and any promises made to you.
• Preserve communications and transaction records.
• If you have already paid, contact your bank or payment provider immediately to ask about possible protective measures.
• If your identity or accounts may have been compromised, secure your accounts and consider the appropriate identity-theft reporting steps.
• If the situation involves a potentially improper notarization, consult your state’s notary regulator or qualified legal counsel.

You do not have to accept every assignment that comes your way. It is okay to pause, ask questions, and walk away when the facts do not add up.

A Message to My Fellow Notaries

Our notary commissions represent our commitment to serve the public honestly, professionally, and responsibly. We invest time, money, training, and resources into building our businesses, and we deserve to protect those investments.

My recent experience reminded me that even an assignment that initially looks legitimate can come with unexpected conditions. That is why we must stay alert, verify opportunities, and never let the promise of easy money cloud our judgment.

I also believe we need to share our experiences with one another. When we speak up about suspicious situations, we give other notaries an opportunity to recognize warning signs before they find themselves in a similar position.

We may be independent business owners, but we are still a community.

It is better to turn down a questionable assignment than to risk your money, your reputation, or your commission.

Stay alert. Verify first. Follow the law. Protect your business.

Let’s Start a Conversation!

Have you ever received a suspicious signing order, been asked to pay an unexpected fee, or encountered a company that raised red flags?

Share your experience in the comments, without disclosing confidential client information or making unverified accusations against a specific company. Your experience could help another notary avoid a costly mistake.

And if you are a new notary, remember this: You do not have to know everything on day one. Keep learning, ask questions, and never be afraid to verify an opportunity before moving forward.

Let’s continue to educate, encourage, and protect one another.

Disclaimer: This article is for general educational purposes only and does not constitute legal advice. Notary requirements and potential consequences vary by jurisdiction and circumstances. Always consult your state’s notary laws and official guidance.