It is so important to have the right tools and supplies in your notary business.
That’s why the original post on notary supplies has been updated. As the notary business evolves so must your tools, supplies, and resources.
Before purchasing any notary supplies be sure to verify your state’s requirements. Each state has its own rules when it comes to stamps/seals, journals, records management, and even certificates. Although not every state requires a notary journal it’s still a good ideal to have one. Notarization records can make all the difference when it comes to fraud prevention and/or legal issues.
A list of items for notaries is great, but we are taking this a step further and diving into the “why” and “how” of it all as well.
Below is a notary supply list divided into two sections:
Supplies Every Notary Public Needs
Additional Supplies a Notary Signing Agent (NSA) Needs
Of course not all supplies are required to get started, so it’s perfectly fine to start with the bare minimum and work your way up.
Let’s start with notary supplies.
Notary Public Supplies
1. Notary Journal
Why it’s needed:
A notary journal provides a permanent record of all the notarization you have ever performed.
How it’s used:
For each notarization, record:
- Date and time
- Signer’s name
- Type of notarization
- Identification presented
- Fee charged
- Signer’s signature
- Thumbprint (where required)
You can review this recommended notary journal.
2. Notary Stamp (Seal)
Why it’s needed:
The stamp officially authenticates the notarial act and identifies you as a commissioned notary.
How it’s used:
Applied to notarized documents alongside your signature.
You can review this recommended notary stamp.
3. Thumbprint Pad
Why it’s needed:
Some states require thumbprints for certain documents such as deeds, mortgages, and powers of attorney.
How it’s used:
The signer places their thumbprint in the journal entry.
You can review this recommended thumbprint pad.
4. Notarial Certificates
Why it’s needed:
Documents sometimes arrive missing proper notarial wording.
How it’s used:
Attach an acknowledgment or jurat certificate when legally appropriate.
You can review these recommended notarial certificates.
An even easier way to handle this is to purchase a Jurat Stamp and an Acknowledgement stamp specific to your state. These stamps are the perfect way to add the required wording to a document to make it compliant to your state. Using the stamps means you do not add additional pages to the document, which could potentially increase recording fees. It is so convenient and can do the work of several sheets of loose certificates.
5. Quality Pens
Why it’s needed:
Loan packages and legal documents require clear, permanent signatures.
How it’s used:
Used by both the notary and signer.
You can review these recommended pens.
Carry at least 5-10 black pens.
6. Document Clipboard
Why it’s needed:
Provides a firm writing surface when meeting clients at homes, hospitals, or coffee shops.
How it’s used:
Supports documents and journal entries during signings.
You can review these recommended document clipboards.
7. ID Reference Guide
Why it’s needed:
Helps identify acceptable forms of identification.
How it’s used:
Used when verifying signer identity.
You can review this recommended ID reference guide.
Here’s another ID reference guide as well.
8. Locking Storage for Records
Why it’s needed:
Notary journals contain private information and should remain secure.
How it’s used:
Store journals, stamps, and certificates when not in use.
You can review this recommended locking security bag.
Here’s supplies for a Notary Signing Agent (NSA).
Additional Supplies for a Notary Signing Agent (NSA)
A Notary Signing Agent handles mortgage and real estate loan packages, so additional equipment is required.
1. Dual-Tray Laser Printer
Why it’s needed:
Title companies often require printing both:
- Letter-size paper
- Legal-size paper
without manually switching paper.
How it’s used:
Prints borrower copies and signing copies.
You can review this recommended dual-tray laser printer.
Here’s another dual-tray laser printer.
2. Portable Document Scanner
Why it’s needed:
Many companies require same day scanbacks after appointments.
How it’s used:
Scan signed documents and upload immediately.
You can review this recommended portable document scanner.
3. Mobile Hotspot
Why it’s needed:
Allows document uploads from anywhere.
How it’s used:
Connects scanner, laptop, or tablet when Wi-Fi isn’t available.
You can review this recommended mobile hotspot device.
4. Large Rolling Briefcase
Why it’s needed:
Loan packages can exceed 300 pages.
How it’s used:
Transport:
- Printer
- Scanner
- Journal
- Loan documents
- Supplies
You can review this recommended briefcase for women.
Here’s a briefcase for men.
Here’s a rolling mobile briefcase.
5. Laptop or Tablet
Why it’s needed:
Used for:
- Receiving documents
- Printing
- Uploading scanbacks
- Tracking assignments
How it’s used:
Acts as the business hub for signing appointments.
You can review this recommended tablet.
Here’s a recommended laptop.
6. Portable Power Bank
Why it’s needed:
Keeps devices running during long days.
How it’s used:
Charges:
- Phone
- Scanner
- Hotspot
- Tablet
You can review this recommended portable power bank.
7. Shipping Supplies
Why it’s needed:
Completed loan packages must often be returned via overnight courier.
How it’s used:
Prepare packages for:
- FedEx
- UPS
- DHL
Mailing supplies can be ordered and delivered directly to you from the carrier sites for free. Until you are familiar with the products, it’s best to go inside the store and view them first to make sure you get what you need.
Recommended Items:
- Shipping pouches
- Packing tape
- Extra labels
8. Business Cards and Business Card Holder
Why it’s needed:
Help generate repeat business and referrals.
How it’s used:
Leave with:
- Title companies
- Escrow officers
- Attorneys
- Clients
You can review these recommended business cards.
Here’s a business card holder.
9. Portable File Organizer
Why it’s needed:
Keeps borrower copies separate from return copies.
How it’s used:
Prevents package mix-ups.
You can review these recommended portable file organizers.
10. Extra Office Supplies Kit
Why it’s needed:
Loan signings frequently require corrections.
Include:
- Sticky tabs
- Binder clips
- Paper clips
- Highlighters
- Rubber bands
- Labels
- Paper (letter and legal size)
- Signature guide for the visually impaired
How it’s used:
Organizes large document packages.
Starter Budget Checklist (New Notary)
✓ Journal
✓ Stamp
✓ Thumbprint Pad
✓ Certificates
✓ Pens
✓ Clipboard
✓ Locking Storage
✓ Notary Bag with Lock
Approximate startup cost: $75–$150
Professional Signing Agent Checklist
✓ Everything above
✓ Dual-tray laser printer
✓ Portable scanner
✓ Laptop
✓ Mobile hotspot
✓ Rolling case
✓ Power bank
✓ Shipping supplies
✓ Business cards
Approximate startup cost: $600–$1,500+
For someone specifically wanting to become a full-time loan signing agent, the printer, scanner, and mobile internet setup are the three pieces of equipment that usually have the biggest impact on getting and completing assignments efficiently.
Recommended Reading
Want to optimize how much you can make as a notary? Then check out how to make six figures as a mobile notary and loan signing agent with this book.
Need help understanding identification verification? Then this book will help you do just that.
Protection
And last, but certainly not least, you must protect yourself whether you are just practicing as a regular notary, or as both a regular notary and a loan signing notary.
Surety Bond
The surety bond protects the public from financial harm resulting from any wrongdoing on your part when performing notarial duties. The amount you pay for a surety bond goes by your state requirements. Your bond is not valid until notarized.
Errors and Omissions Insurance
E&O Insurance is liability insurance that protects the notary if they make a mistake. Your personal and professional assets are protected. If you plan on doing notary signing agent work you should consider having a higher amount of insurance, such as $100, 000 to $150,000.
Now that you have learned what supplies you need there’s no time like the present to start determining which supplies you can get right away, and which ones can maybe wait. Once you start making more money you can slowly add to your supplies. Or, if you are financially able to get everything you want and need now that works as well.
Happy Notarizing!