What the agent handles
- Books signing appointments
- Lists required ID and documents
- Quotes fees per document
- Schedules mobile signings
- Emails prep checklists
Legal, finance and professional
AI receptionist for notaries and commissioners
Books notarizations, affidavits and certified copies, and tells callers exactly which ID and paperwork to bring to the appointment.
CallerI need a travel consent letter signed for my kids before we fly next week.
CallerDo you do statutory declarations? My pension office sent me a form.
CallerWhat ID do I need? My driver's licence expired last month.
Where calls go
SchedulingNotaryMobile servicesReception
Warm transfer: If a caller needs a document signed by someone who's in hospital, the agent warm-transfers to the notary to arrange a bedside visit.
What it books
Notarizations and signing appointments
Why notaries and commissioners miss calls, and what an AI receptionist changes
A notary's calls bunch up around other people's deadlines. Parents need a travel consent letter signed the week before March break, a pension office wants a statutory declaration back by Friday, and a lender needs documents witnessed before a closing. The notary is in the middle of a signing, watching someone initial every page, and can't step out to answer. Whoever covers the front is photocopying ID. A caller who reaches voicemail books the commissioner at the mall kiosk instead.
A RealVoice AI receptionist works as the answering service for your notary office and books the signing on the spot. It asks what the document is, how many people are signing and whether all of them can attend, then tells the caller exactly what to bring: the photo ID you accept, the unsigned document, the other parent's details for a travel consent, the original for a certified true copy. It quotes your fee per document, per signature or per copy from the list you give it, and books mobile signings at homes, hospitals and retirement residences into the time you keep aside for travel.
It doesn't read or interpret documents. When a caller asks whether their form needs a notary or a commissioner for oaths, or what a clause means, it shares only what you've told it and passes the question to the notary. It won't promise a signing can go ahead if a signer's ID has expired or someone can't attend; it books the appointment and flags the issue so the notary decides. A request for a bedside signing in hospital goes straight to the notary as a warm transfer.
Example call, start to finish
- CallerHi, my wife is taking our two boys to Cuba on the 14th and I need to sign a consent letter. Can I come in this week?
- AI receptionistYes. Ms. Lavoie has Thursday at 4:30 or Saturday at 10. Please bring the unsigned letter, your photo ID, and the boys' names and passport numbers exactly as they appear on the letter.
- CallerThursday. Oh, my driver's licence expired last month. Is my passport okay?
- AI receptionistMs. Lavoie accepts a valid passport as photo ID, so that works as long as it's current.
- CallerIt is. And while I'm there, can I get copies of my diploma certified? I'm applying for a job.
- AI receptionistCertified true copies can be done in the same visit. Bring the original diploma. The fee is per copy, and I'll text you the amounts for the consent letter and the copies with your confirmation.
- CallerPerfect, thanks.
- AI receptionistYou're booked Thursday at 4:30 with Ms. Lavoie on Wellington Street. The text will have the checklist, so nothing gets left on the kitchen counter.
After the call: Ms. Lavoie sees the Thursday signing in the RealVoice schedule with both services noted: a travel consent for two children and certified copies of a diploma. The client has a confirmation text with the address, the ID rule and the fees, and the call summary and recording sit in the portal.
How it fits your day
- Before March break and summer
- Travel consent letters pile up in the weeks before school holidays. The agent books them, explains who signs and what to bring, and leaves the notary at the signing table.
- Closing week
- Buyers, sellers and lenders call about documents that must be signed before a closing date. Those get the earliest open times, or go to the notary with the closing date at the top of the note.
- Mobile signings
- Visits to a home, hospital or long-term care residence are booked into your travel windows with the address, room number and who will be present. Same-day bedside requests reach the notary directly.
- Evenings and Saturdays
- People realize they need an affidavit or a statutory declaration after work. They can book the next open slot that night instead of calling back during office hours.
Your software
Today it books signings, certified copies and mobile visits into the RealVoice schedule in the portal, keeps every call summary and recording there, texts each client a confirmation with their checklist, and sends a reminder text the day before the signing. If your office runs Pronotaire, ParaMaitre (Suite Avancie), Unity (Dye & Durham) or ProCardex, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
Most notary work is priced per document, so one missed call looks small. The caller rarely needs just one thing, though: a travel consent, two certified copies and a statutory declaration often come in a single visit, and a closing package or a power of attorney signing is worth more. If eight calls a week go to voicemail and half of those people book elsewhere, that is around two hundred appointments a year, plus the repeat clients who would have returned for their next form. Try it with your own fees in the missed-call calculator on our homepage.
Questions notaries and commissioners ask
Can it tell callers what ID to bring?
Yes. It reads out your ID rules, such as which photo ID you accept and what to do when a licence has expired, and texts the list with the confirmation. If a caller's situation doesn't fit your rules, it books them and flags it for the notary rather than turning them away.
Will it quote my notary fees?
It quotes the fees you give it, per document, per signature or per copy, plus the travel charge for mobile visits. A document it doesn't recognize becomes a question for you, not a guessed price.
Can it book signings at hospitals and care homes?
Yes, into the time blocks you keep for travel. It collects the address, the room or unit, who will be signing and who else will be there, and anything needed the same day is warm-transferred to the notary.
Does it explain what a document means?
No. It won't interpret a form or say whether a document will be accepted somewhere. It describes your services in plain terms and passes the caller's question to the notary.
Can an AI answer my notary office after hours?
Yes. Evening and weekend callers book the next open signing and get the confirmation text right away. Requests that can't wait, like a hospital signing tomorrow morning, are sent to you by text and email the moment they come in.
Can clients book in French?
Yes. Callers can speak French or English, and many other languages are available; the agent asks before it changes language partway through a call.
Hear it as your own notary office's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.