How To Start A Signing Service

Starting and growing a successful notary signing service business is no easy feat, but it can be an incredibly rewarding and lucrative endeavor. In this comprehensive guide, I'll share the blueprint I used to build a $300,000/year notary signing service agency from the ground up.

As the founder of Noble Notary Signing Service Agency and Noble Notary & Legal Document Preparers, I've navigated the ups and downs of the signing service industry. I've learned valuable lessons along the way, and I'm excited to pass that knowledge on to you.

In this post, I'll cover everything you need to know to start and scale a thriving notary signing service business, including:

• What a notary signing service is and how it works

• The key resources and infrastructure you'll need

• Effective marketing strategies to attract a steady stream of clients

• Efficient order fulfillment and operations

• Pricing and revenue models

• Crucial legal and insurance considerations

• How to diversify your service offerings for maximum recession-proofing

• Common myths and mistakes to avoid

• My personal tips and advice for building a $300,000/year signing service

By the end of this guide, you'll have a comprehensive understanding of how to build and scale a highly profitable notary signing service business. Let's dive in!

What is a Notary Signing Service?

At its core, a notary signing service is a business that hires and dispatches notary publics to perform mobile notarizations for clients. These can include real estate closings, general notary signings, I-9 verifications, and a wide range of other document-related services.

As the owner of a signing service, your primary role is to act as the intermediary between clients who need notary services and the network of notaries you've assembled to fulfill those requests. You're responsible for marketing your services, managing the dispatch and scheduling of notaries, handling billing and payments, and ensuring a high level of quality and customer satisfaction.

Signing services can take on a variety of specialized focuses, such as:

• Real Estate Closings: The most common type of signing service, focused on providing notaries for residential and commercial real estate transactions.

• General Notary Services: Offering a broader range of notarization services beyond just real estate, such as document signings, I-9 verifications, and more.

• Specialized Niches: Some signing services may choose to specialize in a particular industry or document type, like auto loan signings, debt resolution, or photo inspections.

• Hybrid Models: Many successful signing services, including my own, have adopted a hybrid approach that combines real estate closings with a diverse range of other notary-related services.

Regardless of your specific focus, the core function of a notary signing service is to provide a convenient, reliable, and scalable solution for clients who need mobile notary services.

Building the Infrastructure for Your Signing Service

To get your notary signing service off the ground, you'll need to establish the necessary infrastructure and resources. Here are the key elements you'll want to have in place:

Notary Database and Dispatch System

The foundation of your signing service is your network of available notaries. You'll need to build a robust database of notaries you can call upon to fulfill client requests.

There are a few different approaches you can take here:

• Signing Service Platforms: Companies like Snap Docs, Signing Order, and Close Wise provide platforms that not only give you access to a database of notaries, but also handle the dispatch and order fulfillment process. These can be convenient, but also tend to be more expensive.

• Independent Notary Databases: Services like Signing Agent.com allow you to build your own database of notaries who have opted in to be contacted. This gives you more control, but requires more hands-on management.

• CRM-Based Approach: My personal preference is to use a CRM like Go High Level, which allows us to manage our notary database, dispatch notaries, and handle our entire marketing and operations workflow in one integrated platform. This has proven to be a more cost-effective and efficient solution for our business.

Whichever approach you choose, the key is to build a reliable, scalable system for accessing and dispatching notaries when client requests come in.

Robust Marketing and Lead Generation

Once you have your notary network in place, the next critical piece is establishing a consistent flow of clients and leads. This is where your marketing efforts come into play.

Some of the most effective marketing strategies for signing services include:

• Search Engine Optimization (SEO): Optimizing your website and online presence to rank highly in search engine results for relevant keywords and phrases.

• Email and SMS Marketing: Building email and text message lists to nurture leads and stay top-of-mind with potential clients.

• Paid Advertising: Running targeted pay-per-click (PPC) campaigns on platforms like Google Ads and social media.

• Networking and Referrals: Building relationships with other industry professionals, like real estate agents and attorneys, to generate referrals.

The key is to experiment with different marketing channels and strategies to find the ones that work best for your specific business model and target audience. Consistency and a data-driven approach are crucial for success.

Order Fulfillment and Operations

As your signing service grows, you'll need to have efficient systems in place to handle the influx of client requests and ensure a seamless experience for both your clients and your network of notaries.

This may involve:

• Call Center and Virtual Assistants: Hiring a call center or virtual assistants to field incoming requests, qualify leads, and dispatch notaries.

• Automated Workflows: Leveraging technology and software to automate various aspects of your operations, such as scheduling, invoicing, and communication.

• Dedicated Operations Manager: Bringing on an experienced operations manager to oversee the day-to-day execution of your signing service.

The goal is to create a well-oiled machine that can efficiently handle a high volume of orders without sacrificing the quality of service your clients expect.

Billing and Payment Processing

Establishing a reliable and flexible payment processing system is crucial for the financial health of your signing service. This typically involves:

• Invoicing and Billing: Using a platform like Stripe to generate and send invoices to clients.

• Phone Payments: Offering the ability for clients to pay over the phone, often using a service like Square.

• Escrow Payments: Accommodating title companies and other clients who prefer to pay out of escrow, typically via email invoices.

It's important to strike the right balance when it comes to pricing. You'll need to slightly overcharge your clients to create a profit margin, while still underpaying your notaries compared to the market rate. This is a common practice in the signing service industry and allows you to provide a valuable convenience service to your clients.

Legal and Insurance Considerations

As a notary signing service, you'll need to ensure you have the proper legal and insurance protections in place. This includes:

• Errors and Omissions (E&O) Insurance: Carrying a robust E&O policy (ideally with at least $500,000 in coverage) to protect your business and the notaries working under your umbrella.

• General Liability Insurance: Obtaining a general liability policy to cover any unforeseen incidents or accidents.

• Business Licenses and Permits: Ensuring you have the necessary business licenses and permits to operate legally in your state and local jurisdiction.

These safeguards are essential for protecting your signing service and providing peace of mind to both your clients and your network of notaries.

Diversifying Your Signing Service Offerings

One of the keys to building a truly recession-proof and sustainable signing service business is to diversify your service offerings beyond just real estate closings. While real estate transactions can be a significant source of revenue, they can also be vulnerable to market fluctuations.

By expanding into a wider range of notary-related services, you can create a more stable and resilient business model. Some examples of diversified signing service offerings include:

• General Notary Signings: Providing notarization services for a variety of legal documents, such as powers of attorney, wills, and affidavits.

• I-9 Verifications: Offering specialized services for verifying employee identification and work authorization documents.

• Photo Inspections: Dispatching notaries to perform inspections and document the condition of vehicles, properties, or other assets.

• Debt Resolution Signings: Assisting with the notarization of documents related to debt consolidation, settlement, and restructuring.

• In-House Document Preparation: Expanding your services to include the preparation of legal documents, such as wills, trusts, and real estate contracts.

By diversifying your offerings, you can create multiple revenue streams and insulate your business from the ups and downs of any single market or industry. This was a key strategy in the growth and success of my own signing service agency.

Overcoming Common Myths and Mistakes

As you embark on your journey to build a thriving notary signing service, it's important to be aware of some common myths and mistakes that can derail your progress:

Myth: You Need a Huge Amount of Startup Capital

While having some initial capital can certainly help, it's not an absolute necessity to get a signing service off the ground. The key is to focus on building your marketing, notary network, and operational systems first, and then scale your business as you generate revenue.

Myth: You Need a Full Team in Place from the Start

Many aspiring signing service owners believe they need to have a complete team of employees and contractors in place before they can launch. In reality, you can start small and gradually build out your team as your business grows. The important thing is to have a solid plan in place for how you'll handle order fulfillment and operations.

Mistake: Focusing Solely on Real Estate Closings

While real estate closings can be a lucrative part of your signing service, relying too heavily on this single revenue stream can leave your business vulnerable to market fluctuations. Diversifying your offerings is key to building a recession-proof and sustainable business.

Mistake: Underestimating the Importance of Marketing

Many signing service owners underestimate the time, effort, and resources required to effectively market their business. Developing a comprehensive marketing strategy and consistently executing on it is crucial for attracting a steady stream of clients.

By being aware of these common myths and mistakes, you can set your signing service up for long-term success from the very beginning.

My Top Tips for Building a $300,000/Year Signing Service

Drawing from my own experience in building a highly successful notary signing service, here are my top tips for achieving similar levels of growth and profitability:

• Develop a Comprehensive Business Plan: Take the time to thoroughly research the market, define your target audience, and outline a clear strategy for how you'll build and scale your signing service.

• Focus on Efficient Operations and Workflows: Invest in the right tools, systems, and personnel to ensure your signing service runs like a well-oiled machine, from order fulfillment to billing and payments.

• Diversify Your Service Offerings: Don't limit yourself to just real estate closings. Explore a wide range of notary-related services to create multiple revenue streams and insulate your business from market fluctuations.

• Prioritize Marketing and Lead Generation: Dedicate significant time and resources to developing a comprehensive marketing strategy that includes SEO, email/SMS, paid advertising, and networking/referrals.

• Build a Reliable Network of Notaries: Cultivate a database of high-quality, trusted notaries who can consistently deliver excellent service to your clients.

• Continuously Innovate and Adapt: Stay agile and be willing to pivot your business model as market conditions and client needs evolve. Don't be afraid to try new approaches and learn from your mistakes.

• Invest in Your Own Education and Development: Continuously expand your knowledge and skills, whether through our Notary Prosperity Academy or other industry resources.

By following these tips and leveraging the strategies outlined in this guide, you'll be well on your way to building a thriving, $300,000/year notary signing service business.

If you're ready to take the next step, I encourage you to check out our Notary Starter Course and our comprehensive Notary Prosperity Academy. These resources will provide you with the knowledge, tools, and support you need to turn your signing service dreams into reality.

Good luck on your entrepreneurial journey! I'm excited to see what you'll accomplish