Answering the Phone Is the Easiest Way to Grow Your Notary Business

Watch the training on this topic on YouTube here

When was the last time you called a business and were greeted by an actual human being within the first few rings?

If you had to think about it for more than a few seconds, that’s exactly the point.

In an age where automated systems and IGNORED calls are the norm, answering the phone promptly and professionally is a superpower in the notary business.

Prospects aren’t calling to chit-chat. They have a document in hand and (usually) an urgent need to get it notarized. If you’re the one who picks up, guess who gets the business?

The Reality of "Notary Near Me" Searches

A typical prospect searches for "notary near me" and then starts dialing, looking for a soltuion to their "problem."

What they encounter is often a frustrating loop of unanswered calls, voicemail greetings that haven’t been updated since 2015, and impersonal automated responses.

But when you actually answer the phone? Game over for your competition.

It’s that simple.

In fact, according to the Harvard Business Review, responding to leads within 5 minutes makes you 21 times more likely to convert them compared to waiting just 30 minutes.

And, get this... After that initial 5-minute window, your chances of conversion plummet by 400%.

Why This Matters for Notaries

Unlike other industries where lead nurturing is a long game, notary work is from the general public oftens starts out as transactional and time-sensitive.

Prospects need you right now. If you’re not available, they’re moving on.

With 4.5 million notaries in the U.S., you might think competition is fierce. But the truth is, prospects often call up to 20 notaries before someone picks up.

That's a staggering amount of missed opportunities, especially when you consider that there's an estimated one billion documents notarized every year.

The Art of Answering Like a Pro

But, in this weird age of mediocre (at best) customer service, the key isn’t just answering the phone, it’s how you answer. Here’s how to elevate your game:

Greet Promptly and Professionally

Answer within 2-3 rings, if possible.

Greet warmly: "Thank you for calling [Use Your Business Name], this is [Your Name], how can I help you today?"

Avoid: "Hello?"-This is not a casual chat with friends, and it's not the 90's anymore.

Set the Tone

When you answer, use a warm, friendly tone that suggests you actually want to be of service. Be calm and professional, but don’t sound like a robot either.

Avoid aggressive tones, like when you assume the caller is spam, sales, or a bill collector. Remeber that EVERY call is a potential customer calling.

Create a Distraction-Free Zone

Take calls in a quiet, controlled environment. If you have to answer when it's loud, ask them to hold for a moment as you move to a quiter location (and put them on mute when you do so).

Avoid background noise from TV, kids, or barking dogs. It might be real life, but it screams unprofessional.

Engage and Ask Questions

Don’t assume your prospects know what they need. Much of the public is still uncertain what a notary actually does, nor the importance of the role we play. That means, they usually default to the only queston they're comfortable with, "how much is it?"

Knowing how to overcome this first hurdle will exponentially increase your boked appointments.

My favorite wat to do that is to say something like, "I'd love to help, and I happen to specialize in handling important paperwork like ________ (whatever it is). And, I want to be sure I’m the right person to help you. Do you mind if I ask a few questions before I quote the fee?”

By opening the door to probing questions, I'll know the full scope of the job so I can stack my value and quote n accurate price. And, if I'm not the right person for the job, I'd rather find that out on this call rather than at the signing table, after driving across town.

Avoid: Rushing to offer services and a price without understanding the full picture.

When You Can’t Answer (Because Let’s Be Real...You Can't Answer EVERY Call)

We’re all human. Appointments, personal life, and errands can get in the way. Here’s how to stay professional even when you can’t pick up:

• Professional Voicemail Your voicemail should reflect your business, not sound like you’re dodging calls. Example: "Hi, this is [Your Name] with [Your Business Name]. I’m currently assisting other clients. Please leave your name, number, and a brief message, and I’ll return your call promptly."

• Saved Text Responses Have a quick text template ready: "Thank you for calling! I’m in an appointment and will call you back shortly. Feel free to text me your details."

• Online Booking Tools & Chatbots Consider implementing online booking systems or chatbots on your website. This allows clients to bypass the phone entirely and schedule services at their convenience.

The Competitive Edge

The notary who consistently answers their phone or returns calls quickly becomes the go-to notary in town. It’s a simple but wildly effective differentiator.

So, the next time your phone rings, see it for what it really is, an opportunity waiting to be seized.

What do you think? Have you noticed an uptick in business just by being more responsive? Let me know in the comments!

I'd love to connect! You can find me on LinkedIn here Bill Soroka or in the High Perfromance Notary Collective's CHAT feature here.