Policies & Notices
Our goal is to ensure transparency and trust in all our interactions. We encourage you to review these policies to better understand your rights and responsibilities when engaging with our services. If you have any questions or need further clarification, please feel free to contact us directly.
Explore Our Policies & Notices
We want to provide our clients and partners with essential information about our practices, terms, and legal obligations to ensure a transparent and trustworthy relationship. This page contains detailed descriptions of our privacy policies, service terms, compliance standards, and disclaimers. By reviewing this information, you will gain a clearer understanding of your rights and responsibilities when using our services. We are committed to maintaining the highest standards of integrity and compliance. If you have any questions or need further clarification, please feel free to contact us directly. Your trust and satisfaction are our top priorities.
Terms of Service Agreement
This document outlines the rules and guidelines for using our services, including your rights and responsibilities as a customer, the scope of our services, and the legal framework governing our interactions. By continuing, you acknowledge that you have read, understood, and agree to abide by these terms. If you have any questions or need further clarification, please contact us before using our services. Your understanding and acceptance of these terms are crucial for a smooth and transparent experience with The Signature Pros.
Cookies & Tracking Notice
The effective date of this policy is October 22, 2025.
We use cookies and similar technologies on our website to improve functionality, analyze traffic, and enhance your browsing experience.
Cookies are small files stored on your device that help our site remember your preferences and operate smoothly. Some cookies are essential for basic site functions, while others help us understand how visitors use our site so we can make improvements.
You can manage or disable cookies in your browser settings at any time. Please note that disabling essential cookies may affect how the site functions. By continuing to use our website, you consent to our use of cookies as described in this notice.
Payments and Security
The effective date of this policy is June 24, 2025.
We process all payments through PCI-DSS Level 1 compliant platforms, including Stripe and Square. These platforms handle payment information using industry-leading encryption and security protocols. At no point do we store or have access to your full credit card details. Your transactions are processed securely and directly through these trusted payment service providers.
We are committed to protecting your information and ensuring a safe, reliable checkout experience.
What that means
Stripe and Square handle millions of transactions annually, meeting the strictest requirements set by the PCI Security Standards Council.
They undergo annual on-site assessments by a Qualified Security Assessor (QSA) and perform regular network scans and security testing.
As a merchant using either Stripe and Square through their hosted systems, we benefit from their PCI compliance because:
The most sensitive cardholder data is processed directly through them (not our own servers).
Notice of Notarial and Travel Fees
The revision date of this policy is December 10, 2025.
In accordance with Maryland law, the following notarial service fees apply only to direct arrangements between the notary and the signer(s):
$8.00 per notarial act (in-person/mobile notarization)
$30.00 per notarial act (remote online notarization)
When services are arranged directly with the signer(s), the following may be applied:
1) A notarial act fee per signer
2) A flat travel fee
3) Pass-through costs such as parking, tolls, or credit card processing fees
4) IRS standard mileage rate for business travel, calculated from the point of dispatch (where the notary is located at the time of the call) to the appointment location (customer's choice - home, school, work, library, etc.)
All applicable fees are clearly itemized on the final invoice to ensure transparency and compliance.
Professional & Third-Party Coordinated Transactions
When coordinating a transaction through another professional—such as an attorney, paralegal, title company, lender, real estate team, insurance professional, financial advisor, planner, HR representative, or third-party vendor—the pricing structure is different from standard one-on-one mobile notarization rates.
This is because professional-to-professional engagements involve additional layers of coordination, compliance, document management, communication, and service-delivery expectations that do not apply in routine individual signings.
These assignments often include:
1) Scheduled signing windows
2) Document completeness reviews
3) Multiple signature blocks and affidavits
4) Assignment-specific instructions
5) Communication with multiple parties
6) Secure delivery of documents, scans, or updates
For this reason, vendor and professional pricing follows a service-agreement model—not the per-act statutory cap intended for individual consumers.
Each assignment is billed according to its scope, complexity, and coordination requirements to ensure accuracy and timely completion.
Real Estate Transactions Involving Title Insurance
Real estate transactions that involve the issuance of title insurance are exempt from Maryland’s regulated fee caps for notarial acts.
In these cases, notarial services are treated as part of the overall settlement or service charges, which may differ from standard rates.
The Maryland Insurance Administration regulates the business practices of title insurance producers and companies—but not individual service fees such as notary, courier, travel, or document-preparation charges. These fees are negotiated directly between the coordinating party and the service provider and must be fully disclosed prior to closing. (Source: A Consumer Guide to Title Insurance, Maryland Insurance Administration) - page 8
All invoices from The Signature Pros are provided with clear, detailed itemization to maintain transparency and ensure compliance with applicable state laws and industry standards.
Travel Fee & Mileage Policy
Our travel fee is designed to compensate our notaries for the time and effort they dedicate to reaching your location, as well as for the resources involved in preparing for the appointment. Even when a notarial act cannot be performed, we must adhere to this policy for the following reasons:
No-show or Unavailability: If the customer is not available or fails to show up upon arriving at the specified location and time, the travel fee will still be due. To avoid this fee, it is essential to be punctual and available for your scheduled notarial appointment.
Lack of Proper Identification or Documentation: A valid notarial act requires specific identification and documentation to be in order. If the customer does not have the necessary identification or documentation as per our requirements, and the notarial act cannot proceed, the travel fee remains applicable.
Legal Ineligibility: In cases where our notaries determine that the notarial act requested does not meet legal requirements or that the proceeding would be unlawful, the travel fee will still be due. Our notaries adhere to legal and ethical standards and will not perform acts that violate the law.
Failure to Comply with Notarial Process: If the customer does not cooperate or follow the notarial process, preventing our notaries from performing the act, the travel fee will apply.
We understand that unforeseen circumstances may arise, and we strive to work with our customers to reschedule appointments when possible. However, our travel fee policy remains in effect to compensate our notaries for their time and expenses involved in traveling to the appointment location.
Remote Online Notarization (RON) Terms and Conditions
This document outlines the policies, rules, and guidelines for using our Remote Online Notarization (RON) services, including your rights and responsibilities as a customer, the scope of our services, and the legal framework governing our interactions. It explains key aspects such as identity verification, payment terms, session recording, and compliance requirements to ensure a clear understanding of the process. By proceeding with a Remote Online Notarization, you confirm that you have read, understood, and agreed to abide by these terms. If you have any questions or require further clarification, we encourage you to contact us before scheduling your notarization. Your acceptance of these terms ensures a smooth, secure, and legally compliant experience with The Signature Pros.
Comprehensive Apostille/Authentication Disclaimer & Client Acknowledgment
We will process your documents in accordance with all applicable state laws and regulations, ensuring that every notarization, apostille, or authentication step complies with the legal requirements of the jurisdiction in which the service is performed. We do not conduct any actions that conflict with the laws of any state.
However, we cannot and do not guarantee that your documents will be accepted by the foreign authority, embassy, consulate, or institution to which they are submitted.
Document rejection can occur for many reasons outside of our control, including but not limited to:
We will process your documents in accordance with all applicable state laws and regulations, ensuring that every notarization, apostille, or authentication step complies with the legal requirements of the jurisdiction in which the service is performed. We do not conduct any actions that conflict with the laws of any state.
However, we cannot and do not guarantee that your documents will be accepted by the foreign authority, embassy, consulate, or institution to which they are submitted.
Document rejection can occur for many reasons outside of our control, including but not limited to:
Document content or formatting errors;
Acceptance policies of the receiving foreign government;
Language, translation, or certification requirements;
Timeliness, expiration, or outdated information;
Incomplete or incorrect client-provided information.
For example, a document issued in Washington, D.C. but notarized and apostilled in Maryland may be processed legally under Maryland law. However, a receiving authority in a foreign country (such as Colombia) may still reject the document due to their own internal policies or perception of inconsistency in the legalization chain.
By proceeding with our services, you (the client) acknowledge and accept the risks listed above. You agree that The Signature Pros shall not be held liable for any delays, rejections, or non-acceptance of your documents by any foreign or domestic entity once processing is complete.
Third-Party Courier & Delivery Notice
The effective date of this policy is July 29, 2025.
In order to fulfill document delivery services, The Signature Pros may use trusted third-party couriers or agents to deliver client documents to government offices such as the Secretary of State, U.S. Department of State, or various embassies and consulates.
These couriers who are commissioned Notary Publics are only given access to the information required to complete delivery tasks and are required to handle documents securely and confidentially.
By submitting an order and agreeing to our Terms and Conditions, you acknowledge and accept this process as part of our standard service delivery.
Document Legalization
Refund Policy
Document Legalization Refund Policy
The effective date of this policy is June 30, 2025.
Once work has begun on your file—including but not limited to payment processing fees, intake, document preparation, courier dispatch, notarization, or payment of government fees—all payments are non-refundable.
However, if a document is rejected due to a verifiable error or omission made by The Signature Pros, and not due to any of the client-related or jurisdictional issues listed above, a full or partial refund may be issued at our discretion.
Any refund request must be submitted in writing to [email protected] within 10 business days of the rejection notice and must be accompanied by official documentation outlining the reason for the rejection. Refunds will not be considered without this documentation.
Physical Copy of Translated Documents
Most consulates and foreign entities accept a digitally signed sworn translation that is printed and submitted with other documents. However, in limited circumstances, a physical hard copy with a wet signature or notarized certification may be required—especially in U.S. states that do not accept remote notarizations (e.g., California). Translation Copy Format Disclaimer: It is the client’s responsibility to confirm whether the receiving consulate, government office, or institution requires a physical original. If a physical hard copy is needed, additional processing and shipping fees will apply.
Notice of Content Updates and Revisions
The information provided on this website is for general guidance and informational purposes only. While we strive to ensure the accuracy and timeliness of the content, all information is subject to change without prior notice. We reserve the right to update, modify, or revise any content at our discretion to reflect the latest information and changes in policies, services, or resources. It is recommended that you verify important details with official sources or contact us directly for the most up-to-date information. By using this website, you acknowledge and accept that updates may occur without formal notification. Please revisit this site regularly to stay informed of any changes. If you have questions or need clarification, feel free to reach out to us at [email protected]
Get In Touch
Assistance Hours
(By Appointment)
All appointments must be finalized with a confirmation call from a team member.
Get In Touch
Assistance Hours
(By Appointment)
All appointments must be finalized with a confirmation call from a team member.
All website contents are subject to change without notice.
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All website contents are subject to change without notice.