Posted by Leon_CO on 4/11/07 1:16pm
Msg #184665

Certified Copies: a way to expand your business

They are not only a way to expand your business, but they are also a valuable service to the people of your community.

I just came back from certifying copies of various documents for a German woman. There were a total of 11 documents that she wanted to have certified copies of.

First of all, a certified copy of a document is like insurance. It's insurance to the holder of the document that, if they should lose the original, or if it should become destroyed, they have a copy of it that is just as acceptable as the original. And just like any other form of insurance, it gives them piece of mind. It's recommended that they store it in a safe place.

** Check Your State Laws **

There are certain procedures that you have to follow in order to certify a copy. I have outlined the procedures on my website, and they might be consistent with most states that permit this. But check **your** state laws, and know exactly what you have to do. More important, know **if** you can certify copies. Not all states permit notaries to do this.

** Mobile Office **

It isn't necessary, but it helps to have a mobile office. Or at least a copier. Certified copies should be done in the presence of the notary. It is even better if the notary does it him/herself. If you don't have a mobile office, then arrange to meet with the client at a place that does have a copier. Many people have their own copier, so this might not be an issue. But be prepared. You also need a copy of the document for your records.

** Listen **

Listen, and learn their needs. I gained a lot of valuable information, just by listening to her. One of the most important things I learned was that, she had difficulty finding a German notary in Colorado. I'm sure that there are very many, but she couldn't locate one. She said she contacted the secretary of state's office, but they had no names of any notaries who knew German. So I will contact the notary division of the secretary of state, and let them know to put my name down, in case this need arises in the future.

** Learn a foreign language **

It isn't absolutely necessary. But it helps to know a foreign language. It helps you to grow as a person, and as a notary. It literally expands your horizons. Those of you who already know a foreign language know what I mean.

** Get the word out. **

I do quite a few of these already. But I'm constantly informing people of the need to have certified copies made of their valuable documents. Press releases, word of mouth, your website, ... etc. The main thing is to let people know that you offer this service (if it's permitted in your state). Of course, I gave her several business cards. And she will pass the word to all of her friends. Always think about referrals, and repeat business.

** Sei pünktlich! **

That's German for, ** be on time **. The Germans are really strict about that.

Apart from that, I wish all of you success with your businesses. Hopefully this message is not construed as "advertising". I plan to post a topic about this elsewhere in case it gets deleted. I see this as simply letting my fellow notaries know that, with the slow periods of the month, there are other ways to earn income.

Good luck.

Reply by rengel/CA on 4/11/07 5:08pm
Msg #184703

In CA we can only certify copies of POA n/m

Reply by Leon_CO on 4/11/07 6:36pm
Msg #184717

Just wanted to add ...

I mentioned it briefly: set up a website, if you don't already have one. The person found me on the internet. This is an excerpt from the email she sent:
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"Dear Mr. Austin –

I found your contact information on the internet when searching for a notary who is able to certify copies of german documents. ... "

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Set up a special page for your various services, and provide as much information as you can: names and addresses of any offices they need to contact, documentation they need to have, what you can and can't do, ... etc. She was very well prepared. She knew exactly what was required, and that really helped.

Good luck.

Reply by Gerry_VT on 4/12/07 9:05am
Msg #184790

I'm trying to think of times when a copy certified by a notary would be useful. The times I can think of are:

1. A government agency (usually foreign) requires some kind of official certification, but in a particular situation, there is little chance of a false document being submitted, so the government agency is willing to accept the rather low security of a copy certified by a notary.

2. A certified copy is needed of a new original document that is being notarized. Since the notary saw the original document being prepared, this is one of the few situations where the notary can be completely sure the document is genuine.

3. The notary is certifying an extract of his/her journal.

Did I miss anything?

Leon_CO wrote "It's insurance to the holder of the document that, if they should lose the original, or if it should become destroyed, they have a copy of it that is just as acceptable as the original." It's really up to the person or agency to whom the document is presented as to whether they will accept it or not. If your $3000 HDTV fails in warranty, and you present a notary certified copy of the sales slip instead of the original, who knows if the warranty service station will accept it or not?

Reply by BrendaTx on 4/12/07 9:46am
Msg #184798

What about a college or other school transcript certified as a back up before mailing off the "certified" original.

How about a bill of sale, contracts, letters of credit, copies of income verification, manuscripts of books or other personal writings, receipts...

Just rattling off the top of my head and these may or may not be of usefulness...just in the brainstorming mode.