Webmaster and Site Administrator.

Many of us have ourselves listed with one, two or quite a few different Notary listing or Associations. In the past few months, I have noticed a disturbing "OhOh". What is this OhOh you ask? Here it is. In sending out our monthly News letter the "Notary Voice" to several thousand notaries nation wide, we get quite a few returns of invalid email. In going through these emails to see what the issue was, OhOh. Emails such as xxxx@hotmaiil.com or xxxx@sbfglobal.com and the best was xxxx@aol.aol . In many cases I was able to find the error and fix this for the members. If you have your own email misspelled, what kind of confidence are these companies going to have in you. This is a major issue because this is not a small number that I am referring to. We are taking an average of 2.3% of all emails we have are either incorrect or discontinued. The Midwest Notary Association may be a small organization in comparison to many and we are finding these issues on our site. How many companies are you listed with paid money to become a member of and put in WRONG information? If your email is incorrect, could your phone number be incorrect also? Could you have made a typo in your name spelling? (Yes this may be to the extreme but it COULD happen). My first suggestion to each and every Notary Signing Agent who is trying to make a living at this, sign in to every listing you have signed up with and check, double check and triple check your information. If a company sends you an email with a signup package, are you going to receive it?

The next thing on the menu is your email signature. What does it say about you? We receive hundreds of emails every month, and the ones that catch my attention the most are the ones with a great signature. It tells me who I am dealing with. Tell a little more about yourself in your signature, not just contact information but also include your signing experience. An example might be:

John Doe
Company Name
Certified Signing Agent for 5 years
Over 1000 Successful Signings
Address
City, Zip, State
Phone Number
Website
Email Address

Some put in an image of a business card, which is great, but many companies do not allow image attachments to be downloaded as part of the email. The end result is your email ends up in the Spam Folder or just never hits the recipient's computer at all.
Two more important facts to keep in mind when choosing addresses for your profession are "Simplicity" and "Professionalism". No one wants to type an email with too many letters. First it takes too long and second it is hard to remember. I have received emails from people with over 100 characters in the email address. An example of this might be (this is not a real email address) professionalsigningservicesonthego(AT)myprofessionalsigningservicesinmichigan.com. Although this email has actual words it will be hard to remember. It becomes more difficult when you are using acronyms and numbers. Make your email short and easy to remember. The last thing on email addresses is professionalism. Remember this is not your chat-room email or your personal email. This email will make an impression if you use it the wrong way. Cutsie or obscene email addresses are not appropriate for our profession. You may be thinking "Do people actually use emails like that for this industry?" and the answer is YES. I won't use examples of these emails but those using them know what I mean. If you have a long established email, you may have a hard time changing it. If you are new to the profession, change it soon.

Hazzaa Kassis: Midwest Notary Association

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