What I Keep in My Mobile Notary Bag — and What I Actually Use
New Notary Business Series
What I Keep in My Mobile Notary Bag — and What I Actually Use
When I started building my notary business, I saw plenty of lists telling new notaries everything they supposedly needed to buy. My experience has been a little different.
I do not think a mobile notary needs to carry an entire office just because someone online included twenty five items on a shopping list. I want the things in my bag to serve a real purpose.
Some items help me perform the notarial work itself. Some help me adapt to different document layouts and appointment circumstances. Others are simply things I have chosen because they help Five Star Notary Service feel more polished and professional.
- What I actually keep available for mobile appointments
- Why I carry more than one seal format
- Why I keep both certificate stamps and loose certificates
- Why I carry both blue and black pens
- The item I rarely use but am glad I have
- How my bag also helps me represent Five Star professionally
What I Have Learned
Your notary bag should evolve with the work you actually perform.
Start with what you genuinely need, understand your state's requirements, and allow experience to teach you which additional tools are worth carrying.
What Is Actually in My Bag?
I organize what I carry around three simple goals: perform the appointment properly, prepare for reasonable variations, and represent my business professionally.
Official Notary Supplies
My compliant Florida notary seal supplies and the tools needed for the notarial work I agree to perform.
Certificate Options
Acknowledgment and jurat certificate stamps, along with loose certificates for situations where an additional certificate is appropriate.
Writing and Specialty Supplies
Blue and black pens, along with a fingerprint ink pad that I keep available for the occasional specialized request.
Five Star Business Materials
My business identification card, business cards, and flyers for professional presentation and appropriate follow up.
Why I Carry More Than One Seal Format
I have both square and round seal formats available.
The reason is practical. Document layouts do not always leave the same amount or shape of space for the notarial information. I have encountered forms where the available area is relatively limited, including certain passport related paperwork.
Having more than one format gives me flexibility when working within the available document space.
The shape itself is not the important part. Any official seal I use still needs to satisfy Florida's requirements for the notary seal.
Five Star Practice Tip: I carry options because document layouts vary, not because a notarization needs to look a particular way.
Why I Carry Certificate Stamps and Loose Certificates
I keep acknowledgment and jurat certificate stamps available, and I also carry loose notarial certificates.
I have learned that one format does not necessarily work for every appointment. Sometimes the document provides appropriate space. Sometimes an additional loose certificate may be appropriate. I have also encountered situations where a receiving party did not want a separate loose certificate attached to the document.
Having both options available gives me flexibility without assuming every document will be formatted the same way.
Important Distinction
Having acknowledgment and jurat stamps in my bag does not mean I choose the notarial act for the signer.
If the appropriate notarial act is unclear and the signer does not know what is required, I do not make that legal decision for them. The document preparer, receiving organization, or an attorney may need to provide direction.
Why I Carry Both Blue and Black Pens
This is one of the simplest things in my bag, but it has been useful.
I carry both blue and black pens because some receiving organizations have an ink color preference. When instructions have been provided, I want to be prepared to follow them when they are consistent with my role as the notary.
It costs very little to keep both colors available, and I would rather change pens than create an avoidable problem with a document.
Rarely Used, But Still Worth Carrying
My Fingerprint Ink Pad
I also keep a fingerprint ink pad with my supplies.
This is not something I use during a typical notary appointment, and a fingerprint is not something I add just because a document is being notarized.
I have, however, encountered special situations involving international documents where a fingerprint was requested as part of the document process.
It does not happen often, but the ink pad takes up very little space. After encountering the request, I decided it was worth keeping one available for the rare occasion when it may be needed.
My Bag Also Represents My Business
Not everything I carry has anything to do with performing a notarial act.
I created a Five Star Notary Service business identification card for myself. It is not required by Florida law, and it does not replace my Florida driver's license or other government issued identification when government identification is required.
I created it because I wanted the way I present myself when arriving for an appointment to match the professional image I am trying to create for Five Star.
When I arrive at someone's home, hospital, senior living community, law office, or business, I am not simply a person carrying a stamp. I am representing my company.
For me, the business identification adds a small but noticeable professional touch. I think it gives the business a more polished, upscale presentation.
I also keep business cards and flyers with me. I do not turn appointments into sales presentations, but when it is appropriate to leave information behind, I already have professional materials available.
A client may not need me again tomorrow, but they may need me months from now or refer someone else. I would rather leave them with accurate contact information than hope they remember how to find me.
A Business Lesson
Professionalism is not limited to the notarization itself.
How I communicate, prepare, identify myself, organize my supplies, and leave the appointment all contribute to the Five Star client experience.
Required, Useful, or Simply My Preference?
One thing I want new notaries to understand is that everything in my bag does not carry the same status. Some items relate to Florida requirements, some make appointments easier, and some are simply choices I have made for the Five Star client experience.
| Item | How I Think About It |
|---|---|
| Official Florida Notary Seal | Governed by Florida law. Any official seal I use must satisfy the applicable Florida requirements. |
| Square and Round Seal Formats | A practical choice that gives me flexibility when document layouts provide different amounts of space. |
| Certificate Stamps and Loose Certificates | Practical tools I keep available so I have appropriate certificate format options when needed. |
| Blue and Black Pens | Simple preparation for document or receiving organization preferences. |
| Fingerprint Ink Pad | A specialized item I rarely use but keep because I have encountered occasional requests involving certain international documents. |
| Five Star Business ID | A professional branding choice. It does not replace government issued identification when that identification is required. |
| Business Cards and Flyers | Marketing and follow up materials I choose to carry. They are not required to perform a notarization. |
Before I Leave for a Mobile Appointment
I do not need every item for every appointment. Before I leave, I make sure the supplies I expect to need are actually with me.
- Official and backup seal supplies are packed and secure
- Appropriate certificate options are available
- Blue and black pens are packed
- Any appointment specific specialty supplies have been added
- My Five Star business identification is with me
- Business cards and flyers are stocked when appropriate
- Appointment details and instructions have been reviewed
Build Your Bag Around the Work You Actually Do
If you are a new notary, I do not want you to look at my bag and assume you need to purchase everything I own before accepting your first appointment.
Start by understanding what your state requires. Then think about the type of work you actually plan to perform.
A notary primarily handling simple local appointments may carry different supplies from someone who regularly works with estate planning packages, hospitals, law offices, international documents, or specialized mobile assignments.
My bag reflects the work I have encountered and the way I choose to operate Five Star Notary Service. Yours should reflect your own business.
The goal is not to have the fullest notary bag. The goal is to arrive prepared for the appointment you agreed to handle.
Official Florida Resource
Verify Florida Requirements Before Buying Supplies
Florida notaries should consult Chapter 117 of the Florida Statutes and the Executive Office of the Governor's Notary Section for current requirements and official educational resources.
Previous Article
Before You Accept Your First Notary Appointment: The Questions I Ask Before I Say Yes
Good preparation starts before you ever pack your bag. Read the questions I ask before agreeing to a mobile notary appointment.
Read the Article →How I Prepare for a Mobile Notary Appointment
Having the right supplies is only one part of being prepared. In the next article, I will walk through what I do after accepting an appointment but before arriving at the signing, including confirming details, reviewing instructions, planning travel, preparing for the location, and reducing last minute surprises.
Educational Disclaimer: This article shares my personal experience and business practices as a Florida notary and is provided for general educational purposes only. Notary laws and requirements vary by state and may change. Notaries should verify current requirements with their commissioning authority and official government sources. Five Star Notary Service LLC does not provide legal advice, select legal documents, draft legal documents, interpret legal language, or determine which notarial act a signer should request. Questions requiring legal advice should be directed to a licensed attorney.
