What to confirm at booking
Collect the signer's name, phone number, the address, the type and number of documents, the number of signers, the time window and any special needs. Ask whether witnesses are required and who will provide them. Confirm that each signer will have valid ID.
A short confirmation message avoids many problems.
Ask customers to have documents printed and ready, unless you print for them. Late printing eats into your time.
Set a cancellation rule
State plainly what happens if a customer cancels or reschedules. Many notaries allow free changes up to a set time before the appointment, and charge a travel or minimum fee after that. Some ask for a deposit on long trips or large jobs.
Whatever you choose, tell the customer before you travel.
A written policy on your website or booking page reduces arguments, because the customer agreed to it in advance.
Offer an easy way to reschedule. Customers who can change a time painlessly are less likely to simply vanish.
Late arrivals and waiting
Decide how long you will wait for a late signer and whether you charge for waiting time. A reasonable policy might hold the slot for a short period and then reschedule. Communicate by phone or text if you run late yourself.
Traffic and signing delays can ripple through a day, so build buffer time between jobs.
Share your arrival window clearly and text when you are on your way. A short update often prevents frustration.
No-shows and failed signings
If the signer is absent or lacks acceptable ID, you may be unable to complete the job. Explain in advance what will be charged in that case. Failed signings often happen because of ID problems, so remind customers the day before.
Be polite but consistent. Making exceptions to your policy sets bad precedents.
Call or text the customer the evening before and the morning of the appointment. A short reminder cuts no-shows noticeably.
What customers should ask
Ask what the total price will be, what forms of ID are accepted, what happens if you need to reschedule, and whether the notary can bring witnesses. Ask whether the notary takes payment before or after the signing and by what methods.
A professional will answer easily. Vague answers are a warning.
If your service includes witnesses, make sure the customer knows whether they must provide their own or you will bring them.
Keeping records
Save booking messages, quotes and receipts. They help if there is a dispute and they feed your bookkeeping. Also note the time you arrived and left, which supports your time-based charges.
Review your policy after any painful incident and adjust it. Policies should grow with experience.
Common questions
Can a notary charge a fee if I cancel?
Many do, particularly after they have started traveling. The policy should be told to you when you book.
What if my ID fails at the appointment?
The notary generally cannot complete the notarization. Ask beforehand what ID will work so you do not lose the fee.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.