How Notaries can avoid customer “Blacklists”

In the world of Notaries and Signing Agents, there’s one list you never want your name to grace: the so-called “Blacklist” of bad Notaries maintained by customers. It’s not just a reputation killer; it can spell the end of your career. Let’s dive into how Notaries find themselves on this dreaded list, what they can do to redeem themselves, and the unfortunate missteps to avoid that make a comeback impossible.

How Notaries Can Get Blacklisted

Landing on the “Blacklist” isn’t a mystery. It often boils down to bad behavior, poor communication, or outright mistakes that inconvenience customers and clients. Here are the most common culprits:

1. Sloppy work: Missing signatures, incorrect dates or poorly placed Notary stamps are surefire ways to burn bridges and drive business away from you. In an industry where accuracy is everything, these errors scream “Unreliable!”
2. Missed deadlines: Tardiness disrupts entire processes, frustrating all involved, whether it’s returning documents late or failing to show up for appointments on time.
3. Ignoring instructions: Customers have their preferences, from ink color to additional forms. Ignoring these details signals carelessness.
4. Unprofessional behavior: Showing up late, dressing inappropriately, or mishandling sensitive client information are instant red flags.
5. Poor communication: Ignoring emails, texts, or calls when customer issues arise creates distrust. Customers value Notaries who are responsive and communicate in a timely fashion.
6. Ethical missteps: Engaging in unauthorized legal advice, questionable and unethical practices, or getting into frequent fee disputes can tarnish a Notary’s reputation.
7. Refusing feedback: Brushing off constructive criticism or reacting defensively when given feedback about an assignment can hinder improvement. Customers want Notaries who listen, learn, and adapt for the better.

How to get off the Blacklist

If you find yourself on the Blacklist, don’t despair — redemption is possible, though it takes effort and humility. Here’s how:

1. Own your mistakes: Acknowledge where you went wrong and demonstrate genuine accountability. Contact the customer, apologize, and explain what steps you’ve taken to ensure the issue won’t happen again.
2. Make amends: If errors cause delays or additional costs, offer to correct them at your expense. This gesture of goodwill can go a long way toward repairing trust.
3. Rebuild your reputation: Update your certifications, take continuing education courses, and seek feedback from other customers to show that you’re committed to professional growth.
4. Accept and apply feedback: Take constructive criticism as an opportunity to grow, not as a personal attack. Customers appreciate Notaries who can gracefully receive input and make necessary adjustments.
5. Communicate proactively: Reach out to the customer periodically, showcasing your improvements without being overbearing. It takes time, but consistency can demonstrate your reliability.

Why some Notaries never get off the Blacklist

For some Notaries, blacklisting becomes a permanent status. Here’s what might seal their fate:

• Repeated offenses: A pattern of errors, even minor ones, shows a lack of care or effort to improve.
• Unapologetic attitude: Failing to acknowledge mistakes or making excuses instead of taking responsibility ensures you won’t be given a second chance.
• Unethical conduct: Fraudulent practices or legal violations are usually non-negotiable disqualifiers.
• Burned bridges: Being combative or disrespectful toward customers leaves little room for reconciliation.
• No-Call, No-Show: This is the worst deal breaker for Notaries. Missing an appointment without notifying the customer creates chaos for everyone involved. Most customers won’t risk trusting someone who ghosts them even once.

The best ways to stay off the Blacklist

A pinch of prevention is always better than a pound of cure. Here’s your foolproof plan to remain in good Notary standing:

• Triple-check your work: Accuracy is king. Ensure every “i” is dotted and every “t” is crossed before submitting documents.
• Honor deadlines: Plan your schedule to account for traffic, unexpected delays, or additional signings.
• Follow instructions to the letter: Treat customers’ preferences like gospel — they’re not suggestions.
• Be a professional example: Show up on time, look the part, and treat every client interaction as an opportunity to shine.
• Welcome feedback: Even if it stings, take constructive criticism as a gift. Use it to refine your skills and prove your dedication to excellence.
• Communicate: Keep lines open with customers. Even a last-minute notice of a delay is better than silence.
• Stay educated and insured: Keep your Notary commission and Errors and Omissions (E&O) insurance current and stay informed about industry changes.

In the world of Notaries and Signing Agents, your reputation is your currency. By staying vigilant, owning up to mistakes, and maintaining high standards, you can ensure you’re on everyone’s “Must-Call List” instead.

NNA Notary Ambassador® Eileen Bonner, owner of American River Notary & Apostille, has over 12 years of experience as a Notary Public and Certified Apostille Agent. She offers professional notarial services, document authentication, and Live Scan fingerprinting. With mobile services, Eileen provides convenience to clients by meeting them at their homes, businesses, hospitals, churches, schools, senior communities, and even after hours, ensuring accessibility and reliability for all.

NNA Notary Ambassador® Daniel C. Lewis resides in Carmel, IN. He was named in 2010 Notary of the Year by the National Notary Association. He was also named in the same year an Honorary Secretary of State by the Indiana Secretary of State. Daniel is currently serving as the Executive Director of Lewis Notary & Training Services Inc. Daniel is an entrepreneur, writer, video editor, Keynote Speaker, and the host of “The Notary Podcast.”

NNA Notary Ambassador® Marcy Tiberio is an entrepreneur, educator, and Notary advocate. She owns and operates several businesses: Professional Notary Services, Inc., a nationwide mobile Notary signing service; The Entrepreneur Center at High Falls, a hub for business resources and community events; and The Entrepreneur Shop, an e-commerce store offering swag, digital tools, and promotional items tailored for entrepreneurs.

NNA Notary Ambassador® Christine Wissbrun has been a Michigan Notary Public for more than 25 years. She worked as a legal assistant for 25 years and then began her next chapter at the City of Rochester Hills Clerk’s Office for over 17 years. Christine enjoys serving as an administrative assistant to the City Council and serves as the City’s Passport Manager as well as the City Notary. Christine was honored as a 2016 National Notary Association Notary of the Year Special Honoree.