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.
Security & Communication Policy
At The Signature Pros, protecting client information, electronic records, and business systems is a priority. Due to increasing online scams targeting remote professionals, notaries, and service providers, we maintain strict communication and remote session procedures.
Official Communication Procedures
The Signature Pros provides all official meeting and notarization session links directly to clients.
We do not join unknown or unverified meeting links sent by individuals requesting services.
Clients may be required to complete intake procedures, phone verification, and identity confirmation before appointments are finalized.
Approved Platforms
Remote services and remote online notarization sessions are conducted only through platforms approved and utilized by The Signature Pros, which may include:
Pactima
Microsoft Teams
Other approved business systems utilized internally by The Signature Pros
Security Restrictions
For security purposes, The Signature Pros:
Does not provide remote computer access or device control
Does not install software requested by unknown individuals
Does not bypass established onboarding or verification procedures
Reserves the right to decline suspicious or non-compliant requests
Fraud Prevention
Requests may be declined when individuals:
Refuse phone communication or identity verification
Attempt to bypass secure workflows
Request unusual communication procedures
Provide inconsistent or suspicious information
These procedures are designed to help protect:
Client privacy
Sensitive documentation
Electronic records
Remote notarization systems
Internal business operations
We appreciate our clients’ cooperation as we continue maintaining professional, organized, and secure service standards.
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 July 25, 2026.
Direct Consumer Notarial Services
In accordance with Maryland law, the following notarial service fees apply to direct arrangements between The Signature Pros and the signer(s):
$8.00 per notarial act (In-Person/Mobile Notarization)
$30.00 per notarial act (Remote Online Notarization)
Exception: The statutory notarial fees listed above do not govern the pricing of real estate transactions involving the issuance of title insurance. Those transactions are subject to the pricing framework described in the Real Estate Transactions Involving Title Insurance section below.
When services are arranged directly with the signer(s), the following charges may also apply:
1. A notarial act fee per notarial act
2. A flat travel fee
3. Pass-through costs such as parking, tolls, shipping, or credit card processing fees
4. The IRS standard mileage rate for business travel, calculated from the point of dispatch (where the notary is located at the time the appointment is accepted) to the appointment location designated by the customer (home, workplace, school, library, healthcare facility, etc.)
All applicable fees are clearly itemized on the final invoice to ensure transparency and compliance.
When services are arranged directly with the signer(s), the following charges may also apply:
A notarial act fee per notarial act
A flat travel fee
Pass-through costs such as parking, tolls, shipping, or credit card processing fees
The IRS standard mileage rate for business travel, calculated from the point of dispatch (where the notary is located at the time the appointment is accepted) to the appointment location designated by the customer (home, workplace, school, library, healthcare facility, etc.)
All applicable fees are clearly itemized on the final invoice to ensure transparency and compliance.
Professional & Third-Party Coordinated Transactions
When The Signature Pros is retained by or coordinates an assignment through another professional or organization—such as an attorney, paralegal, title company, lender, real estate brokerage, signing service, insurance professional, financial advisor, planner, human resources representative, government agency, or other third-party vendor—the engagement extends beyond a traditional direct-to-consumer notarization.
Professional assignments frequently involve services such as:
1. Appointment scheduling and signing windows
2. Document package management
3. Document completeness reviews
4. Multiple signature blocks, acknowledgments, jurats, affidavits, and related documents
5. Assignment-specific instructions
6. Coordination and communication with multiple parties
7. Secure scan-backs, document delivery, shipping coordination, and status updates
8.Administrative support before, during, and after the appointment
Professional service engagements are quoted based on the scope of services requested. The quoted fee reflects the overall coordination and administrative services provided in connection with the assignment, in addition to any required notarizations. Any applicable notarial fees are assessed in accordance with Maryland law. Professional service pricing applies whenever The Signature Pros is retained by or coordinates an assignment for a third party, regardless of whether payment is made by the coordinating party or by the signer on that party's behalf.
Real Estate Transactions Involving Title Insurance
Real estate transactions involving the issuance of title insurance are governed by Maryland's title insurance laws and industry practices. For these transactions, notarial services may be provided as one component of the overall settlement services rather than as separately priced individual notarial acts. Fees for settlement support services—including notary, travel, courier, printing, document handling, and related administrative services—may differ from standard direct consumer notarial pricing.
The Maryland Insurance Administration regulates the business practices of title insurance producers and title insurance companies, but does not regulate individual service fees such as notary, courier, travel, printing, or document-preparation charges. These fees are negotiated between the coordinating party and the service provider and must be disclosed as required. (Source: A Consumer Guide to Title Insurance, Maryland Insurance Administration) - page 8
Transparency Commitment
The Signature Pros is committed to providing transparent, professional, and compliant service.
Every invoice clearly identifies the services provided and the applicable charges so clients understand the basis for all fees. Our pricing is designed to comply with applicable Maryland laws and regulations while reflecting the level of coordination, professionalism, and service required for each engagement.
Office Availability & Special Trip Policy
The revision date of this policy is July 25, 2026.
The Signature Pros maintains designated walk-in office hours on:
Thursday: 9:00 AM – 5:00 PM
Saturday: 9:00 AM – 1:00 PM
Appointments are not required during walk-in office hours; however, scheduled appointments receive priority over walk-in visitors.
Outside of posted walk-in office hours, the office is available by appointment only.
Appointments requested outside of posted walk-in office hours that require The Signature Pros to make a special trip to the office are subject to the applicable service rate for the requested appointment. This includes, but is not limited to:
1. Notary services
2. Lite administrative services (e.g., printing, scanning, emailing, and document conversion)
Clients wishing to receive standard in-office notary (for non-real estate transactions) pricing are encouraged to visit during posted walk-in office hours.
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
The effective date of this policy is July 29, 2025.
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, Shipping & Delivery Notice
Original Effective Date: July 29, 2025
Last Revised: October 12, 2026
Third-Party Courier Services
To fulfill document processing and delivery services, The Signature Pros may utilize trusted third-party couriers or authorized agents to transport client documents to and from government agencies, including state Secretaries of State, the U.S. Department of State, embassies, consulates, and other designated offices.
Third-party couriers are provided only the information reasonably necessary to complete their assigned tasks and are expected to handle client documents securely and confidentially.
Shipping and Return Delivery
Upon completion of document processing, The Signature Pros may arrange shipment of documents through third-party carriers, including but not limited to the United States Postal Service (USPS), United Parcel Service (UPS), and FedEx.
Shipping methods, fees, and available delivery options may vary depending on the destination, carrier availability, and service selected.
Clients are responsible for providing an accurate and complete delivery address and promptly notifying The Signature Pros of any corrections before shipment.
Shipment Tracking and Carrier Updates
When tracking services are available, The Signature Pros will provide the client with the applicable tracking information.
The issuance of a tracking number does not necessarily mean that the carrier has physically received, scanned, or begun transporting the package.
Tracking information is maintained by the shipping carrier and may not become immediately available or update in real time.
Delays in tracking activation, acceptance scans, transit updates, or delivery confirmations may occur due to carrier processing procedures, technical issues, severe weather, or other operational circumstances beyond the control of The Signature Pros.
The Signature Pros does not control carrier tracking systems and cannot guarantee the timing, frequency, or accuracy of tracking updates.
Shipping Delays and Unforeseen Circumstances
Shipping and delivery may be affected by circumstances beyond the reasonable control of The Signature Pros, including but not limited to:
- Severe weather, storms, flooding, and natural disasters.
- Transportation interruptions and carrier operational delays.
- Federal holidays, government closures, and labor disruptions.
- Security inspections, customs processing, and international shipping restrictions.
- Carrier system outages, scanning delays, and routing errors.
- Estimated delivery dates provided by shipping carriers are estimates only unless an applicable carrier service expressly includes a delivery guarantee.
The Signature Pros does not independently guarantee delivery dates or transit times established by third-party shipping carriers. Purchasing expedited or priority shipping does not guarantee delivery by a particular date unless such a guarantee is expressly provided by the carrier and remains applicable under its terms.
Transfer of Custody and Responsibility
The Signature Pros is responsible for exercising reasonable care in preparing, packaging, addressing, and tendering client documents to the designated shipping carrier. Once the shipment has been accepted into the carrier's custody, transportation, handling, tracking, and final delivery are performed by the carrier under its applicable terms and conditions.
The Signature Pros is not responsible for delays or disruptions caused solely by circumstances beyond its reasonable control. Nothing in this notice excludes responsibility for errors, negligence, or other obligations that cannot lawfully be excluded.
Lost, Damaged, or Misdelivered Shipments
In the event a shipment is reported lost, damaged, or misdelivered, clients should promptly notify The Signature Pros and the shipping carrier. The Signature Pros will provide reasonably available shipment records and assist with carrier inquiries or claims when appropriate. Any reimbursement, shipping refund, or insurance claim will be subject to the applicable carrier's policies, purchased coverage, and governing law. The Signature Pros does not guarantee approval of carrier claims or reimbursement for consequential losses resulting solely from carrier-related disruptions.
Client Acknowledgment
By submitting an order and agreeing to our Terms and Conditions, clients acknowledge that The Signature Pros may utilize third-party couriers and shipping carriers to fulfill document processing and return-delivery services.
Clients further acknowledge that shipping timelines, carrier tracking updates, and delivery performance may be affected by circumstances outside the reasonable control of The Signature Pros.
This notice does not waive any rights or remedies available to clients under applicable law.
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
The effective date of this policy is June 30, 2025.
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 effective date of this policy is June 30, 2025.
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]
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.
Get In Touch
Assistance Hours
(By Appointment)
All appointments must be finalized with a confirmation call/text from a team member.
Walk-ins are welcome on Thursdays and Saturdays; however, scheduled appointments will be prioritized for service.
Get In Touch
Assistance Hours
(By Appointment)
All appointments must be finalized with a confirmation call/text from a team member.
Walk-ins are welcome on Thursdays and Saturdays; however, scheduled appointments will be prioritized for service.
All website contents are subject to change without notice.
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All website contents are subject to change without notice.