Compliance & Legal Disclosures
Regulatory transparency, professional liability, and legal boundaries for government agencies, title companies, real estate professionals, and institutional partners.
Notary Public ≠ Attorney
Unauthorized Practice of Law (UPL) Warning
A notary public is prohibited by law from practicing law. This includes giving legal advice, recommending legal forms, or explaining the legal consequences of documents.
- We cannot explain the legal meaning of documents.
- We cannot recommend which document to use.
- We cannot fill in blank legal documents for you.
- We cannot provide legal advice of any kind.
- We cannot assist with drafting legal language.
- We cannot interpret laws, regulations, or court orders.
If you need legal advice or document preparation, we strongly recommend consulting a licensed attorney. Trusted Seal Notary Group does not employ attorneys and does not provide legal services.
Insurance, Bonds & Professional Coverage
Errors & Omissions (E&O) Insurance
Our notaries carry professional E&O insurance covering errors, omissions, and negligence related to the notarial act. Coverage limits and carriers are available upon request for RFP and vendor onboarding packages.
Surety Bond
All notaries are bonded in accordance with Maryland, DC, and Virginia state requirements. Bond certificates and renewal dates can be provided for institutional compliance files and vendor management systems.
Commissions & Renewals
Every notary maintains an active commission in the jurisdiction where services are performed. We verify commission status and renewal dates before any assignment — especially critical for time-sensitive real estate closings and government filings.
Background Screening
Our signing agents undergo background checks consistent with NNA and SPW (Signing Professionals Workgroup) standards. Screening includes criminal history, identity verification, and professional reference checks.
State-by-State Service Boundaries
Maryland
Full notarial authority statewide. Mobile coverage available in all 24 jurisdictions including Baltimore City, Montgomery County, Prince George's County, and Anne Arundel County. Remote online notarization (RON) available per Maryland statute.
District of Columbia
Notarial acts performed by DC-commissioned notaries only. Coverage includes all Wards. Certain federal buildings may require advance security clearance — notify us at booking if the appointment is inside a secured government facility.
Virginia
Services performed by Virginia-commissioned notaries. Mobile coverage in Northern Virginia (Fairfax, Arlington, Loudoun, Prince William). RON permitted under Virginia law — the first state to authorize remote online notarization.
Important: A notary must be physically present in the state of commission at the time of notarization. We do not perform notarial acts outside our commissioned jurisdictions unless explicitly authorized by interstate compact or federal statute.
Client-Specific Disclosures
Federal & Government Agencies
- We are a private contractor, not a government agency. We do not issue, verify, or guarantee federal identification, passports, or security clearances.
- Apostille services are coordinated through the respective Secretary of State office. Processing times and fees are set by the state, not by Trusted Seal.
- For federal building appointments, clients must arrange building access and escort clearance. We comply with all facility security protocols but do not control access policies.
- Fingerprinting services (where available) are for identification and background-check support only. We do not conduct background investigations or adjudicate results.
Real Estate, Title & Escrow
- Loan signing agents follow the closing instructions and document package provided by the title company or lender. We do not explain loan terms, interest rates, or escrow calculations.
- Field inspection services include occupancy verification, photo documentation, and condition reporting. We do not perform appraisals, environmental assessments, or structural evaluations.
- Document return and shipping timelines depend on courier service and lender/title instructions. We are not responsible for delays caused by third-party carriers or incomplete packages.
- We maintain confidentiality and do not disclose signer information, loan terms, or closing details to unauthorized parties per Gramm-Leach-Bliley and professional ethics standards.
Healthcare & Senior Care Facilities
- Hospital and nursing-home notarization requires medical clearance and facility protocol compliance. We do not override facility visitation or patient-safety policies.
- We assess signer awareness and willingness as required by law. If a signer is unable to understand or communicate, the notarization will be declined — this is a legal duty, not a refusal of service.
- HIPAA-protected environments: we do not access, record, or disclose medical records unless specifically required for the notarial act and authorized by the signer.
Record Retention & Data Privacy
Journal Records
Notarial acts are recorded in a bound, tamper-evident journal in accordance with state law. Journal entries include date, type of act, document description, signer identification method, and fee charged. Journals are retained for the period required by the commissioning state.
Digital Records
Where remote online notarization (RON) or electronic notarization is used, session recordings and digital journals are stored with encrypted, access-controlled systems. Retention periods comply with state RON statutes and lender requirements.
Client Confidentiality
We do not sell, share, or disclose signer personal information to third parties except as required by law or with explicit signer consent. This includes SSNs, financial account numbers, and health information.
Subpoena & Legal Requests
Notary journals may be subpoenaed by court order. We comply with lawful judicial requests and state record-retention statutes. Clients will be notified where permitted by law.
Fees, Cancellations & Refunds
Fee Disclosure
Notarial fees are set by state statute in Maryland, DC, and Virginia. Travel fees, after-hours premiums, and ancillary service charges are quoted in advance and agreed to before the appointment. We do not charge hidden fees.
Cancellation Policy
Appointments cancelled with less than 2 hours' notice may incur a cancellation fee equal to the quoted travel charge. Same-day rescheduling is subject to availability.
Refund Policy
If a notarization cannot be completed due to our error, a full refund of notarial and travel fees will be issued. If the notarization is declined due to signer inability, document defects, or identification issues, the travel fee may still apply.
Payment Methods
We accept Cash App, Zelle, credit/debit cards via Square/Stripe, and corporate checks from verified institutional accounts. All card transactions are processed through PCI-compliant processors.
Limitation of Liability
Trusted Seal Mobile Notary Services, its agents, and commissioned notaries act only as impartial witnesses to the signing of documents. Our liability is limited to the performance of the notarial act itself and does not extend to:
- The accuracy, legality, or enforceability of the underlying document content.
- Delays caused by third-party couriers, government offices, or lender/title review processes.
- Loss or damage to documents during transit, except where caused by our gross negligence.
- Consequential damages, lost profits, or business interruption arising from a notarial error.
Our maximum liability for any notarial act is limited to the lesser of (a) the fees paid for that specific service, or (b) the coverage limit of our applicable E&O insurance policy. This limitation does not apply to fraud, willful misconduct, or violations of state notary law.
Need a compliance packet or vendor credentialing?
Government agencies, title companies, and institutional clients can request W-9s, E&O certificates, commission verifications, and background-check summaries for vendor onboarding.