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A loan signing agent plays a critical role in real estate transactions by ensuring that loan documents are properly signed, witnessed, and notarized. Whether you're in Canada or the United States, operating efficiently and professionally starts with having the right notary supplies. These tools not only help maintain compliance with legal regulations but also streamline the loan signing process.
So whether you're just starting or looking to upgrade your mobile notary toolkit, having the right supplies can make a significant difference in your success.
Essential Notary Supplies Every Loan Signing Agent Needs
Notary Stamp and/or Seal
In the USA, most states require a notary stamp or embosser to authenticate notarized documents. In Canada, notaries typically use an official seal or embosser, and in many provinces, seals must follow a specific format.
✅ Tip: Always ensure your stamp or seal meets the requirements of your province (in Canada) or state (in the U.S.). Order from a trusted supplier approved by your commissioning authority.
Notary Journal
In many U.S. states, maintaining a notary journal is required. In Canada, while not always mandatory, it's considered a best practice—especially in provinces like British Columbia and Quebec.
A journal provides legal protection and helps you track all notarizations. You can choose between a physical journal or an electronic version (also called an e-journal, where permitted).
Notary Public Certificate or Commission Document
Keep a copy of your commission certificate (U.S.) or appointment certificate (Canada) with you. It serves as proof of your authority and may be requested by clients or officials.
Identification and Verification Tools
Government-Issued ID Reference Guide
Verifying signer ID is key to preventing fraud. An ID reference guide helps you check the validity of government-issued IDs from across the U.S. and Canada.
Magnifying Glass or UV Light
Useful for detecting counterfeit identification documents, especially passports and driver’s licenses that contain UV-sensitive security features.
Thumbprint Pad
While thumbprints are mandatory in some U.S. states, they are generally optional in Canada. However, many notaries use them as an added layer of protection—especially during real estate closings.
Loan Document Handling Essentials
High-Quality Pens (Blue & Black Ink)
Most lenders prefer blue ink so signatures stand out as originals, but always carry both blue and black pens. Smudge-resistant, archival-quality ink is ideal.
Portable Document Printer & Scanner
Loan documents often need to be printed last-minute. A dual-tray laser printer (for legal- and letter-sized paper) and a compact scanner can help you stay prepared.
Legal-Sized Folders and Envelopes
Protect your documents from getting bent or mixed up during signings by using folders, envelopes, or document sleeves.
Business and Marketing Materials
Business Cards
Whether you’re in Vancouver or Virginia, business cards help you stay top-of-mind. Hand them out at networking events, open houses, and signings.
Website and Online Presence
Having a professional website builds credibility and trust. Include your services, credentials, service areas, and customer testimonials. Bonus: it boosts your visibility in local searches!
Notary Signage for Events
If you’re attending local business fairs or networking events, branded signage makes you easy to spot and gives your business a polished look.
Security and Compliance Tools
Locking File Box
Keep sensitive documents secure while in transit. A locking file box or briefcase ensures client privacy and protects against loss or theft.
Secure Online Storage for Documents
For Remote Online Notarization (RON) and digital records, use encrypted cloud storage (e.g., Google Drive with two-factor authentication or platforms like Dropbox Business).
Additional Tools for Mobile Notaries
GPS and Mileage Tracker
Tracking your mileage helps with tax deductions in the U.S. and in some cases, business expense claims in Canada. Use an app like MileIQ or QuickBooks Self-Employed.
Mobile Hotspot or Reliable Internet Connection
A strong connection is crucial for remote signings, document downloads, or real-time client support. A backup hotspot can save the day.
Backup Battery or Power Bank
Keep your phone, tablet, or printer charged at all times, especially during long appointments or days packed with back-to-back signings.
How to Choose the Best Notary Supplies
Quality matters. Choose durable, legally compliant, and professionally designed tools to reflect your brand and ensure smooth operations. Always check the requirements in your province or state before purchasing.
Equipping yourself with the right notary supplies sets you up for success, whether you’re notarizing in Toronto, Texas, Calgary, or California. These tools aren’t just helpful—they’re essential for offering top-tier service and growing your business.
🛍️ Want a shortcut?
Check out our curated list of Notary Amazon Essentials!
