Terms and Services for Precision Notary Services LLC  

Effective Date: 10/31/2024

 

This Terms and Services Agreement outlines the policies and practices of Precision Notary Services LLC, governing the provision of notarial services. By engaging the Company, you ("Client") agree to the following terms, which are in accordance with New York State Notary Public Laws.

 

-Fee Policy-  

The Company charges standard fees as prescribed by New York State Law, which currently sets a maximum fee of $2.00 per notarization act. Additional fees for specialized services (e.g., apostilles, loan signings, travel, after-hours service) will be clearly communicated before confirmation of any appointment. All fees are non-negotiable and fully compliant with state regulations.

 

-Cancellation/Rescheduling Policy- 

Cancellations or rescheduling of appointments must be made at least 24 hours in advance. Failure to cancel or reschedule within this time frame may result in a cancellation fee of 50% of the scheduled service fee.

 

-Identification Policy-  

Clients must present a valid, government-issued form of identification at the time of notarization. Acceptable forms of Identification include:

• New York State Driver’s License or ID Card

• U.S. Passport

• U.S. Military ID

• Foreign Passport stamped by U.S. Customs and Border Protection.  

Expired or fake IDs will not be accepted, if presented with such the appointment will be canceled or rescheduled until proper identification is provided. This is in compliance with New York State Law, which mandates verification of the signer's identity.

 

-Payment Policy-  

Payment is due upon completion of services unless otherwise agreed upon in writing. We accept cash, checks, debit/credit cards. Debit/credit cards will be processed using our selected card processor along with their processing fees. Failure to remit payment within 14 days may result in late fees and collection procedures.

 

-Client Confidentiality-  

All client information and documents are treated as confidential. Precision Notary Services will not disclose any information to third parties except as required by law. This includes confidentiality for matters involving court documents or sensitive legal contracts, in line with professional ethics and New York State Notary Public Laws.

 

-Record Keeping Policy-  

Precision Notary Services maintains a record of all notarial acts, including details of identification and the notarized documents, for a period of 10 years as required by New York State Notary Public Laws. A copy of the notarial journal will be produced upon legal request by a court or state authority.

 

-Appointment Policy-  

Appointments can be taken the day of inquiry. The Company reserves the right to decline appointments due to scheduling conflicts or other operational limitations. New York State Notary Public Law requires all notarizations be conducted in person or through approved remote notarization methods.

 

-Travel Fee Policy-  

A travel fee will be applied for mobile notarization services. The fee is calculated as follows:  

\[ Travel Fee = (Base Rate) + (Mileage × $0.50 per mile) \]  

This fee is in addition to the state-regulated notary fee and must be agreed upon in writing, email or text prior to the service.

 

-After-Hours/Emergency Notarization Policy-  

For notarizations scheduled outside regular business hours or on an emergency basis, an additional after-hours fee of $50 will be charged. This is a permissible fee in addition to standard notarization fees under New York State Law.

 

-Apostille Service Policy-  

The Company assists in processing apostilles for documents requiring certification for international use. The client must provide accurate and complete documents for submission to the Department of State. Apostille services incur additional fees and processing time.

 

-Dispute Resolution Policy-  

Any disputes arising from the services provided will first be attempted to be resolved through direct communication between the Client and the Company. If unresolved, disputes may be submitted to mediation or arbitration, in accordance with New York State Laws. Any legal actions will be subject to the jurisdiction of New York State courts.

 

-Late Arrival Policy-  

Clients are granted a 15-minute grace period from the scheduled appointment time. After 15 minutes, a late fee of $20 may apply, or the appointment may be rescheduled at the discretion of the notary. Clients will be notified of late fees in advance.

 

-Document Review Policy-  

Precision Notary Services does not provide legal advice or detailed review of documents. The notary will ensure that the document is complete but is not responsible for its legal accuracy or implications. The Client assumes responsibility for the content of their documents.

 

-Signer Consent Policy-  

All signers must consent to the notarization and sign in the presence of the notary. The notary reserves the right to refuse service if coercion, intoxication, or lack of understanding is suspected. In compliance with New York State Notary Public Laws, all signers must appear personally before the notary.

 

-Witness Policy-  

Clients are responsible for providing any witnesses required for the notarization. If requested in advance, the Company may assist in securing witnesses for an additional fee. Witnesses must be impartial, and their identities must also be verified with valid identification. ID examples are listed above in the Identification Policy.

 

-Communication Policy-  

All communication between the Company and the Client will be conducted through the agreed-upon method (email, phone, etc.). Clients must provide accurate contact information and promptly respond to communications.

 

-Data Retention Policy-  

All notarial records and related data will be securely stored for a period of 10 years, as required by New York State Notary Law. After this period, records will be securely destroyed. Client data is protected under applicable privacy laws, and only shared when legally required.

 

-Insurance and Liability Policy-  

Precision Notary Services carries Errors and Omissions Insurance to cover potential errors in the notarial process. The Company’s liability is limited to the amount of the service fee paid by the Client for the specific notarial act in question.

 

-Document Security Policy-  

Client documents are handled with care and stored securely during the notarial process. Electronic transmission of sensitive documents is conducted via secure, encrypted channels, ensuring compliance with data protection regulations.

 

-Legal and Compliance Policy-  

Precision Notary Services adheres to all local, state, and federal laws governing notarial practices. The Company will not notarize documents that are illegal, fraudulent, or violate public policy. Notarial services will be performed in full compliance with New York State Laws, including the Remote Notary Law, if applicable.

 

-Conflict of Interest Policy-  

The Company will not notarize documents in which it has a direct or indirect interest or if the notary stands to benefit from the notarization in any way. This policy is consistent with the ethical standards for notaries in New York State.

 

-Right to Refusal Policy-  

Precision Notary Services reserves the right to refuse notarization if:  

• The document is incomplete or appears suspicious.

• The client is unable to produce valid identification.

• The notary suspects that the signer is under duress or does not fully understand the document.

• The notary believes the document to be fraudulent, illegal, or in violation of Public Policy.

• There is a conflict of interest, or the notarization would violate New York State Law.  

Refusals will be documented in the notarial journal as required by New York State Notary Public Law, and the reasons for refusal will be communicated to the Client.

 

-Inclement Weather Policy-  

In the event of inclement weather, the Company reserves the right to cancel or reschedule appointments. Clients will be notified at least 24 hours in advance, and any fees paid will either be refunded or applied to a rescheduled appointment at no additional cost.

 

-Loan Signing Policy-  

Precision Notary Services offers loan signing services for mortgage documents. Clients are advised that additional fees may apply for loan signings, and the Company is not responsible for the content or accuracy of the loan documents. Loan signings will be conducted in compliance with New York State’s regulations governing real estate transactions.

 

-USCIS Form Preparation and Documentation Policy-  

Clients must ensure that all required supporting documents (such as birth certificates, marriage certificates, etc.) are provided in original or certified copies. Any additional requirements specified by USCIS for specific forms will be communicated during the initial consultation

 

-Translation Requirement Policy-  

All foreign-language documents submitted for USCIS forms must be accompanied by a certified English translation. Precision Notary Services can assist in connecting clients with translation services, but clients are ultimately responsible for submitting accurate translations.

 

-Signature and Review Policy-  

Clients must thoroughly review all form details and verify that all information is accurate. The client’s signature on USCIS forms will only be notarized after the client confirms the information's accuracy.

 

-USCIS Form Fees and Timeline Acknowledgment-  

Clients must be aware of USCIS filing fees and processing timelines. Precision Notary Services will provide a checklist and discuss estimated timelines, but clients are responsible for ensuring form submission meets their specific deadlines and fee requirements.

 

-Advisory Policy for Legal Limitations-  

Precision Notary Services does not provide legal advice on USCIS requirements or immigration law. Clients needing legal guidance will be advised to consult a qualified immigration attorney.

 

-NSA Document Preparation and Review Policy-  

All loan documents should be sent to Precision Notary Services at least 24 hours prior to the appointment to allow adequate time for review and preparation. It is the responsibility of the hiring party to provide complete, accurate documents and instructions to prevent delays.

 

-Signer Identification and Verification Policy-  

For each loan signing, all signers must present valid, government-issued ID. Any discrepancies or issues with ID verification will be addressed with the hiring party before proceeding. This policy ensures compliance with anti-fraud regulations and NSA standards.

 

-Loan Document Privacy and Security Policy-  

All loan documents are handled with the utmost confidentiality and stored securely before, during, and after the signing. Documents are kept confidential in accordance with federal regulations and industry best practices, ensuring privacy for borrowers.

 

-Signature and Document Execution Policy-  

Signers are required to sign each document exactly as their name appears on the loan documents. All documents will be thoroughly checked for accuracy and completeness before being returned to the lender or title company. This policy helps prevent funding delays due to missed signatures or errors.

 

-Communication and Instructions Policy-  

Precision Notary Services will follow the instructions provided by the hiring party explicitly. Any ambiguities or discrepancies in instructions will be addressed before the signing appointment. Clear communication is prioritized to prevent any misunderstandings during the loan signing.

 

-Compliance with Closing Standards and Jurisdiction Policy-  

The NSA will follow all New York State Laws and NSA guidelines during the signing process. This includes refraining from explaining loan terms, as that constitutes legal advice, and instead directing any borrower questions to the lender or title company.

 

-Return of Documents and Timeliness Policy-  

All loan documents will be returned promptly following the signing, as specified by the hiring party’s instructions. If shipping is required, documents will be sent via the provided courier service with tracking to ensure timely delivery.

 

-Fee Agreement and Additional Services Policy-  

The fee for each loan signing will be agreed upon in writing before the appointment. Any additional services, such as extra travel or witness services, will incur extra fees as specified. Full disclosure ensures that all parties understand the costs involved.

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-In-House Mobile Notary Service Policy-  

Precision Notary Services provides mobile in-house notary services at contracted company locations, where our notaries assist with notarizations for the company’s clients or customers. This service is exclusively available to the contracted company and their clients, ensuring a controlled and efficient process while prioritizing the safety and security of the notary.

 

-Pre-Scheduled Appointment Block Policy-  

In-house mobile notary services are conducted within designated time blocks scheduled in advance with the contracting company. All clients and customers needing notarization should arrive promptly within the scheduled window, as the notary’s time cannot be extended beyond the allocated block.

 

-Authorized Client Access Only Policy-  

Only verified clients or customers of the contracting company may utilize our in-house mobile notary services. Each signer must present a valid, government-issued ID to confirm their identity, as required by New York State Notary regulations. Unauthorized individuals will not be allowed to access the notary’s services, supporting a controlled and safe environment.

 

-Document Preparedness and Completeness Policy- 

All required documents must be fully completed and prepared for notarization prior to the appointment. Precision Notary Services will not provide on-site document preparation or review, ensuring that the scheduled time is fully dedicated to notarization services for the company’s clients or customers.

 

-Safety and Limited Access Policy-  

For the safety of the notary, only the designated clients or customers and any required company representatives may be present during the notarization. Unauthorized individuals, external visitors, and unapproved personnel are not permitted in the immediate area where the notary is conducting services. Services are only performed in a secure, company-approved space to maintain a safe environment.

 

-Confidentiality and Secure Document Handling Policy-  

All documents handled on-site will be managed with the highest degree of confidentiality, ensuring compliance with privacy standards. Documents will be promptly returned to the client or designated company representative after notarization, in alignment with the company’s document-handling protocols.

 

-Right to Refuse Service Policy-  

Precision Notary Services reserves the right to refuse in-house mobile notary services if:

• Required documentation or identification is incomplete, invalid, or unverified.

• Unauthorized individuals attempt to gain access to the notary.

• The notary identifies potential safety risks or unapproved conditions..

Any service refusal will be documented, and the contracting company will be promptly notified of the situation and reasons for refusal.

 

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By engaging Precision Notary Services, you acknowledge that you have read and understood the terms outlined in this Agreement. These terms are subject to change at the Company’s discretion, with notice provided to the Client.