Are you Negotiating for yourself?

Navigating Different Parties and Understanding Scope

In the world of notary work, successful negotiation is often the key to turning an assignment into a win-win. Whether you're dealing with third-party signing services, title or escrow companies, attorneys, or the signers themselves, each party may approach you with different expectations, fee structures, and priorities. Understanding these differences—and how to negotiate effectively—can make all the difference in building a sustainable business as a notary.

Understanding the Scope: The Key to Accurate Pricing

One of the most helpful strategies when negotiating fees and terms is to ask questions to understand what's required for each assignment fully. This can include simple details such as travel time and location. Still, it should also account for additional tasks, such as printing, collecting unnotarized signatures, scanning, or dropping off the package at a shipping depot like FedEx or UPS.

For example:

• Travel: Is the signer located in a remote or hard-to-reach area? Some locations, such as hospitals or skilled nursing facilities, may require additional time for navigation, or even special access.

• Signatures: Are you required to collect any unnotarized signatures or provide more than just notarizations?

• Environment: Does the location present any unique challenges, insufficient signing surfaces, or a lack of privacy?

• Printing: Will documents need to be printed? 2 copies, mixed page sizes, Special weight paper (trusts)

• Witnesses: Will there be a need, and do I need to provide them? Important for witness states (real estate)  Some POAs and Last Wills

 By asking these and other specific questions, you can ensure that you understand the full scope of the job. This will help you avoid over- or under-quoting your fee, and in turn, will increase your chances of successfully acquiring the assignment. Understanding the requirements also allows you to set realistic expectations with your clients and demonstrate your professionalism.

Tackling "Low-Ball" Offers: Building Your Negotiation Muscle

In specific industries—like loan signings—it's unfortunately common for notaries to face low-ball offers. Third-party signing services, for example, may try to offer you a fee that doesn't accurately reflect the time and effort required. To combat this, notaries must develop strong negotiating skills.

A great way to deal with low-ball offers is to mirror the language and tone used by the hiring party. By repeating their terms, you subtly remind them of what they're asking for and allow them to reconsider the scope of the work.

For example, if a signing service asks, "Can you do this loan signing for $75?" You can reply, "I understand that you're requesting a loan signing for $75, including travel, printing, notarizing, collection of unnotarized signatures, providing one witness, scanning, and dropping off at FedEx. However, given the complexity of this assignment, such as extra travel time and orchestrating witnessing, I'd need to adjust the fee accordingly to reflect the full scope." I am happy to confirm I can do everything you need for just $175.  You may or may not get that, but their counteroffer has a better chance of getting closer to what you require to have a profitable job, not an upside-down one.  They could come back at $100.  Acknowledge this generous addition in fee, and you would love to take care of this signer.  You can't see how you can do that without being upside-down. Notice I didn't counteroffer.  I go silent so they can think about what they need.  They may come back with the idea that we cannot afford $175 but can do $125; that is as high as we can go, and you may want to take the increase and accept. 

However, you may decide that your workload is full enough to risk them saying no, and saying it is so generous that I would love to take care of your client. Are there any requirements, such as scanning or providing a witness, that can be eliminated to reduce my time? Then I could accept your offer.  Or, if that is not an option, I understand you have budgetary concerns, too; if you cannot find a notary who can provide all the services you have requested, I would love to take care of them. If the job is accepted, it's also important to summarize the key tasks of the assignment you have just agreed to. For example, "I'll travel 20 miles, print and prepare documents, and then meet with the signer for notarization, scanning, and delivery." Labeling these tasks and giving a clear, concise summary not only helps clarify what you're agreeing to, but it also establishes that you are more than just a "notary"; you are a professional who offers a valuable service.

Using Calibrated Questions to Shift the Focus

Another technique for navigating negotiations is to summarize the job requirements and then ask calibrated questions to guide the conversation. One key question is: What are you paying for this assignment?

You might then ask, "How can I complete this entire assignment—considering all the tasks involved—for that amount?" By framing the fee issue to shift the burden back to the hiring party, you make it clear that you're focused on getting the job done right, not just accepting whatever is offered.

By asking thoughtful questions, you demonstrate your understanding of the work required and your reluctance to undertake any assignment without proper compensation. This positions you as a valuable partner rather than just a "notary on call."

Negotiating via Automated Emails: Turning Challenges into Opportunities

While negotiating over the phone or in-person is effective, many notaries today face a different challenge when assignments come through auto-emails or databases of notaries. These auto-generated offers may not leave much room for negotiation, making it harder to tailor responses and clarify the scope.

How to tackle this?

1. Respond quickly but thoughtfully: If the auto-email leaves little room for negotiation, reply as soon as you can with a clear breakdown of the services you're providing and any concerns you may have about the offered fee. Even if the email system doesn't allow direct back-and-forth, you can make your position known.

For example:
"Thank you for considering me for this assignment. Based on the requirements (travel distance, document preparation, notarizations), I'd be happy to confirm my availability for $X. I believe this reflects the time and effort involved. If that works for you, I am happy to accept."

2. Propose Alternatives: If the initial offer is too low and there's no immediate opportunity to negotiate, suggest adjustments or add-ons to help justify a higher fee. For example, "I'm available for this assignment at the requested time, but with the additional distance involved, a slight adjustment to the fee would make it possible to cover the costs effectively."

3. Be Transparent and Professional: Automated emails can be the most challenging to navigate. Maintaining professionalism and transparency about why your rates are what they are is essential. If possible, a brief explanation of how your service aligns with the request can help position you as an expert rather than just a "checkbox" for the job. If there is not enough information to know what services are needed, you could respond with There are many parts to this kind of assignment, and I can fulfill all the services typically required. My fee is X. I am happy to get started. Just send the confirmation. If there is no room to say anything except yes or no, you may want to look at other ways to get assignments, as you are not in control of what you accept, and the assignment will likely be underpriced.

Conclusion: Becoming a Skilled Negotiator

By understanding the scope of each assignment, developing strong negotiation techniques, and being transparent and professional in your communications, notaries can protect their time and expertise and establish long-term, successful relationships with their clients. Whether dealing with a third-party signing service, an attorney, or even the signer themselves, the key is to approach each negotiation as a mutually beneficial transaction where both parties understand the value of the work involved.

Remember: you are a business owner offering a professional service, and the more you confidently advocate for yourself, the better your outcomes will be!

At your service,

Laura