When your job is managing someone else’s life, even a seemingly simple request can become another item on an already very long list.
A document needs to be notarized. Someone is traveling. A closing is approaching. A child needs a notarized travel consent. An attorney has documents ready, but the client doesn’t have time to come into the office.
Finding a notary shouldn’t become another project to manage.
For concierge professionals, personal and executive assistants, estate and household managers, family offices, attorneys, and other professionals supporting private clients, having a trusted notary resource can make these situations significantly easier.
At D|M Notary Solutions, I provide mobile and Remote Online Notarization (RON) services and can coordinate directly with the appropriate parties to help make the notarial portion of the process as seamless as possible.
What Types of Documents Might a Private Client Need Notarized?
There is no single “private client” notarization.
A client may need notarial services for something as routine as a school form or as time-sensitive as a real estate transaction.
Depending on the document and applicable requirements, common requests may involve:
Real estate and closing documents
Powers of attorney
Affidavits and sworn statements
Estate planning documents
Trust-related documents
Business and corporate documents
Vehicle or vessel documents
Minor travel consent forms
School-related documents
Documents intended for use internationally
Documents that may subsequently require an apostille or authentication
Because requirements vary by document and receiving agency, the document should always be reviewed by the appropriate attorney, title company, government agency, or other receiving party when necessary.
My role as the notary is not to determine which document a client needs or provide legal advice. My role is to properly perform the requested notarial act when permitted and help make the signing process easier to coordinate.
Can a Personal Assistant or Concierge Arrange a Notary for a Client?
Yes. An assistant, concierge professional, attorney, household manager, or other representative can contact a notary to coordinate an appointment on someone else’s behalf.
The actual signer will still need to personally appear before the notary as required for the notarization and satisfy applicable identification and other requirements.
But the person managing the client’s schedule doesn’t necessarily need to hand the client a phone number and tell them, “Here, call a notary.”
You can provide the logistical information, connect me with the appropriate parties, and allow me to help coordinate the signing.
That may include communicating with the signer, confirming scheduling details, coordinating with an attorney or title professional, determining whether mobile or remote notarization may be an available option, and preparing the secure RON session when applicable.
For busy clients, that coordination can be just as valuable as the notarization itself.
Can a Notary Come to a Private Residence, Office, Marina or Other Location?
Mobile notarization allows the notary to travel to the signer rather than requiring the signer to visit a traditional office.
Depending on location and availability, this can be useful for clients who prefer to sign at their:
Home or private residence
Office
Attorney’s office
Title or real estate office
Hospital or care facility
Marina
Hotel
Other mutually agreed-upon location
For some documents and signers, Remote Online Notarization may eliminate travel altogether.
What if the Client Is Traveling?
This is where having both mobile and remote capabilities becomes particularly useful.
A client may live in Florida but be traveling in another state. A spouse may be away when a real estate document suddenly needs to be signed. An executive may be traveling for work. A client may even be outside the United States when a U.S. document requires notarization.
Depending on the document, receiving party, signer’s location, identification and other applicable requirements, Florida Remote Online Notarization may provide an option.
Rather than assuming a client has to find a local notary wherever they happen to be, it may be worth asking whether the document can be completed remotely.
Can Multiple People Sign From Different Locations?
In many situations, yes.
Not every signer involved with a document or transaction is necessarily sitting in the same room—or even the same state.
Remote Online Notarization can be especially helpful when coordinating spouses, family members, business partners, buyers, sellers, trustees or other parties who are geographically separated.
When appropriate for the documents involved, separate remote sessions can sometimes be coordinated around each signer’s schedule and location.
For a household manager, assistant, attorney or transaction professional, that can mean considerably less schedule juggling.
What if the Documents Will Be Used Internationally?
Documents intended for another country may require additional steps after notarization, such as an apostille or authentication.
The exact requirements depend on factors including the document, issuing authority, destination country and receiving organization.
D|M Notary Solutions also provides apostille facilitation services, allowing clients and their representatives to have one point of contact to help manage the process rather than trying to navigate each step independently.
When necessary, I can work from the requirements provided by the receiving agency or the client’s attorney to help facilitate the appropriate next steps without providing legal advice.
What About Privacy and Discretion?
For private clients, convenience isn't the only consideration.
Privacy matters.
Whether I am working with an executive, family, attorney, real estate professional, athlete, public figure or another private client, I understand that the documents, circumstances and even the existence of an appointment may be sensitive.
I am comfortable working within confidentiality expectations and with nondisclosure agreements when requested.
Remote notarizations are conducted through secure platforms with the identity-verification and recordkeeping processes required for the applicable notarization. For in-person appointments, discretion and professionalism remain equally important.
A notary should never become part of the story.
The Real Value Is Having Someone You Can Call
The best time to find a reliable notary isn't necessarily five minutes before a document needs to be signed.
For professionals who manage clients, households, transactions or schedules, establishing a notary relationship ahead of time means having a resource available when something inevitably comes up.
You don't need to know whether the situation calls for mobile notarization, Remote Online Notarization, multiple signing sessions or apostille facilitation before reaching out.
Start with the basics:
What needs to be signed?
Where is the signer?
How many people need to sign?
When does it need to be completed?
From there, I can help determine what notarial service options may be available and coordinate the signing when appropriate.
Need a Trusted Notary Resource for Your Clients?
D|M Notary Solutions provides professional Mobile Notary, Remote Online Notarization and apostille facilitation services for private clients and the professionals who support them.
Whether your client is at home, at the office, traveling across the country or located abroad, reach out with the document type, signer location and timeline.
When notarization can be the easy part, it should be.
