How our pricing works.

1. Introduction

This Pricing Policy describes how DFW Notary Professional LLC sets, communicates, and applies pricing for our services. It works alongside the Fees page (which contains specific service prices) and the Terms of Service (which addresses payment terms and contractual obligations). When there’s a conflict between this policy and another document about pricing-related operational matters, this policy controls.

This policy applies to all clients — individuals, families, businesses, title companies, healthcare facilities, employers, law firms, and other professional clients. Some service-specific arrangements (described in Section 9) may modify how pricing applies for ongoing B2B relationships.

This is not a price list. For specific pricing, see the Fees page. This document explains the principles and procedures behind our pricing.

2. How Our Pricing Works

2.1 Pricing Principles

Our pricing reflects three principles:

Texas statutory maximums apply. Texas law (Texas Government Code §406.024, as amended by HB 255 effective September 1, 2023) sets maximum notarial fees a Texas notary may charge: $10 for taking an acknowledgment or proof of a deed or other instrument (first signature, including certificate and seal), $1 for each additional signature on the same document, $10 for administering an oath or affirmation with certificate and seal, and $1 per page for a copy of a record or paper. We charge the statutory maximum for the notarial act itself. Additional fees for mobile services, professional time, and operational costs are layered above the statutory notarial fees.

Transparent and quoted upfront. Every appointment is preceded by a written quote that itemizes all charges. You know what you’re paying before we begin. There are no hidden fees, surprise charges, or undisclosed surcharges.

Calibrated to professional positioning. Our published rates reflect the credentials, experience, and service standards we bring to the work — including PhD-level business expertise, executive leadership background, comprehensive insurance coverage, and disciplined operational practice. We don’t compete on price; we compete on professional quality.

2.2 What Pricing Covers

Our pricing covers the notarial act itself (statutory fee), professional time and expertise applied to the engagement, mobile travel within the included service area, journal documentation per Texas Notarial Law, secure handling of client information, and reasonable communication and coordination around the appointment.

Pricing does not cover services we don’t provide (legal advice, document drafting, document interpretation, translation, etc.) or third-party fees we pass through at cost (Texas SOS apostille fees, courier fees, payment processor fees).

3. Quotes and Estimates

3.1 Written Quotes

Before any appointment is confirmed, we provide a written quote that includes the base service fee, any applicable premiums (after-hours, hospital, correctional facility, etc.), mileage if applicable, pass-through fees if applicable, and the total amount due.

Quotes are typically delivered by email or text within a few hours of inquiry, often faster during business hours. Verbal quotes are confirmed in writing before booking is finalized.

3.2 Quote Validity

Written quotes remain valid for 14 days from the date issued. If the appointment is booked within that window, the quoted price applies — even if our published pricing changes between the quote and the appointment.

After 14 days, a new quote may be issued at then-current pricing. We will not retroactively raise the price on a booking that was confirmed within the validity window, but we may decline to honor expired quotes if pricing has materially changed.

For time-sensitive matters where the natural cycle is shorter than 14 days (loan signings, court filings, immigration deadlines), quote validity is effectively limited by the appointment timing rather than the 14-day window.

3.3 What Makes a Quote Binding

A quote becomes binding when we send the written quote to you, you confirm the appointment in writing (email reply, text confirmation, or booking confirmation), and we acknowledge the booking. Until we have your written confirmation, the quote is an offer and pricing is not yet locked. Once we acknowledge the booking, the quoted price applies for that specific engagement.

3.4 Estimates vs. Quotes

We distinguish between estimates (provided when full information isn’t available, such as before document review or before mileage can be calculated) and quotes (final pricing for a specific engagement). Estimates are non-binding and may be adjusted as more information becomes available. Quotes are binding once confirmed.

We aim to convert estimates to quotes as quickly as possible. If you’ve received an estimate and need confirmation before booking, ask — we’ll provide a quote.

4. Components of a Quote

A typical quote includes some or all of the following components:

4.1 Base Service Fee

The base fee for the type of service being provided. Base fees are published on the Fees page and vary by service type: general notary services, mobile notary services, estate planning packages (standard or complex), loan signings (direct title company or marketplace assignment), I-9 verification, apostille services (five tiers based on level of service), specialty services (bedside, hospital, hospice, correctional facility), and Remote Online Notarization (when authorized). The base fee includes the notarial act itself, professional time, and standard appointment activities.

4.2 Mileage

Mileage is calculated round-trip from 75040 (Garland, Texas) using standard navigation routing. The first 15 miles each direction are included at no additional charge. Miles beyond the included service area are billed at $2 per mile, applied to the round-trip distance beyond 15 miles each way.

Mileage is calculated using current navigation routing at the time of the quote. If routing changes between the quote and the appointment (e.g., due to road construction), mileage remains as quoted unless the change is significant enough that we communicate the adjustment to you in advance.

4.3 Premiums

Specific circumstances trigger premiums added to the base fee:

• Hospital, hospice, or senior living facility: $35 (covers additional coordination with facility staff and the time required for in-facility appointments)
• Correctional facility: $125 flat add per visit (covers extended check-in time, security clearance, and equipment restrictions)
• After-hours appointments: $50 (8 PM–7 AM weekdays, all weekend hours)
• Emergency same-day rush: $50 (under 4 hours notice; not stacked with after-hours premium — see Section 6)
• Extended wait time: $20 per 15-minute increment beyond the first 15 minutes free (covers the time blocked off for the appointment when the signer is not ready to proceed at the scheduled time)

Premiums are itemized separately on the quote so you can see exactly what each component costs.

4.4 Pass-Through Fees

Some services involve third-party costs that we pass through at cost without markup. These include Texas Secretary of State apostille fees ($15 per document standard, $10 per document for international adoption capped at $100 per child), courier or shipping fees for apostille services, and any other actual third-party costs incurred on your behalf.

Pass-through fees are itemized separately on the quote and labeled as such. We do not mark up pass-through fees or earn commission on them.

4.5 Tax

Texas notarial services are generally not subject to Texas sales tax (notary fees are statutory and exempt from sales tax under Texas tax law). Related services we provide (such as courier services or document handling that doesn’t include a notarial act) may have different tax treatment depending on the specific service and circumstances.

If sales tax applies to any portion of a quote, it is itemized separately. For most engagements, no sales tax applies.

5. What’s Included vs. Extra

A common source of confusion is what’s included in the base fee versus what triggers additional charges. The general rule: base fee covers one notarial act for one signer at one location during one appointment. Variations from that can trigger additional charges.

5.1 Multiple Notarial Acts

Each notarial act is charged at the Texas statutory rate ($10 per acknowledgment, jurat, or oath/affirmation; $1 per additional signature on the same document). The mobile fee, mileage, and any applicable premiums are charged once per appointment, not per notarial act.

For example: an appointment with three separate powers of attorney (each requiring its own acknowledgment) would charge the base mobile fee once, plus $10 × 3 = $30 in statutory notarial fees. Mileage and any premiums apply once.

5.2 Multiple Signers

When multiple signers acknowledge the same document, Texas statutory fees are $10 for the first signature plus $1 for each additional signature on that document. When multiple signers each sign separate documents (or separate notarial acts on the same document), $10 applies for each separate notarial act. The mobile fee, mileage, and premiums are charged once per appointment.

For example: an appointment with two signers each acknowledging the same document would charge the base mobile fee once, plus $10 + $1 = $11 in statutory fees, with mileage and premiums charged once. An appointment with two signers each signing separate powers of attorney would charge the base mobile fee once, plus $10 × 2 = $20 in statutory fees.

5.3 Multiple Locations

If a single appointment requires travel to multiple locations (such as collecting signatures from family members at different addresses), each additional location is treated as effectively a separate appointment. We discuss this in advance and the quote reflects the multi-location structure.

5.4 Multiple Visits

If an engagement requires multiple appointments (such as estate planning with documents prepared in stages), each appointment is quoted separately. We can arrange package pricing in advance for multi-visit engagements.

5.5 Wait Time

The first 15 minutes of any wait time at an appointment is included at no charge. This covers normal delays (the signer gathering identification, briefly reviewing the document, finalizing witness arrangements) without adding to the fee.

Wait time beyond the first 15 minutes is charged at $20 per 15-minute increment, applied at the start of each additional 15-minute period. The wait time charge applies when the delay is within the client’s control or attributable to circumstances at the appointment location — for example, a signer not yet present, a witness who hasn’t arrived, a document that needs significant on-site changes, or extended discussion that delays the notarial act itself.

The wait time charge does not apply when the delay is attributable to us (we arrived early and have time to spare) or to circumstances neither party can control (a fire alarm at the building, a brief power outage). When in doubt, we discuss the situation before the meter starts running.

For appointments where extended wait time is anticipated in advance (such as a family meeting where multiple parties need time to discuss before signing), wait time arrangements can be agreed in advance and reflected in the written quote.

5.6 Document Preparation

We do not prepare or modify documents being notarized. If you arrive with incomplete documents and need time to complete them, we can wait briefly, but the appointment may need to be rescheduled if substantial completion is needed. We do not charge document preparation fees because we don’t perform document preparation work.

6. Premium Stacking Rules

When multiple premiums could apply to a single appointment, the following rules govern how they combine:

Setting premiums and timing premiums combine. If an appointment is at a hospital after hours, both the hospital premium ($35) and the after-hours premium ($50) apply. The premiums are layered: base fee + $35 + $50 + applicable mileage.

Same-day rush and after-hours do not stack. When both could apply to a single appointment, only the higher of the two ($50) is charged. This avoids penalizing the same circumstance twice.

Correctional facility premium does not stack with other setting premiums. The correctional facility premium ($125) replaces other setting premiums for the same appointment, since it already accounts for the operational complexity.

No more than two premiums apply to a single appointment. This is a ceiling rule — we don’t stack three or four premiums on top of a base fee.

For complex situations involving multiple potential premiums, we discuss the structure in advance and provide a clear quote showing exactly what’s being charged.

7. Pass-Through Fees in Detail

Pass-through fees represent third-party costs we incur on your behalf. They are not part of our service revenue.

7.1 Texas SOS Apostille Fees

Standard Texas SOS apostille fee is $15 per document. For international adoption documents, the fee is $10 per document, capped at $100 per child. These fees are set by the Texas Secretary of State and may change without notice on our part.

7.2 Courier and Shipping Fees

For apostille services that involve mailing or courier delivery, actual shipping costs are passed through at cost. We use tracked, secure shipping methods (USPS Priority, UPS, FedEx) appropriate to the service tier.

7.3 Refundability

Pass-through fees are generally non-refundable once incurred — we’ve already paid them on your behalf to third parties (Texas SOS, USPS, etc.) who don’t refund those payments to us. If a service is canceled before pass-through fees are incurred, those fees are not charged.

For a detailed breakdown of which pass-through fees apply when, see the Cancellation Policy Section 7.3 (apostille-specific provisions).

7.4 Itemization

Pass-through fees are always itemized separately on quotes and invoices. They are clearly labeled (e.g., “Texas SOS apostille fee — pass-through, $15”) so you can distinguish them from our service charges.

8. Pricing Changes

8.1 Right to Modify Pricing

We may modify our published pricing as our practices evolve, as costs change, as regulations affect our operations, or as service offerings expand. Pricing changes are not retroactive — they apply to bookings made after the change is published.

8.2 Quote-Locked Pricing

The pricing in your written quote is locked for that specific booking when the quote is confirmed within the 14-day validity window. Subsequent changes to our published pricing do not affect that booking.

8.3 Notification of Changes

For published pricing changes that affect future bookings, we update the Fees page with the new pricing. We do not separately notify general visitors of pricing changes.

For ongoing B2B relationships with established pricing arrangements, we provide written notice of pricing changes with reasonable advance notice (typically 30 days) before the changes take effect.

8.4 Statutory Fee Changes

Texas statutory notarial fees are set by the Texas Legislature. If statutory fees change, our pricing automatically reflects the new statutory rates beginning on the effective date of the legislative change.

9. B2B Pricing Arrangements

9.1 Net-30 Invoicing

Business clients with established Net-30 invoicing arrangements (title companies, law firms, healthcare facilities, employer clients, real estate brokerages) receive invoices following the appointment, due within 30 days of invoice date. Net-30 arrangements are established by mutual agreement before service begins.

9.2 Volume Pricing

For ongoing B2B relationships involving regular volume (multiple appointments per week or significant monthly volume), we negotiate pricing based on the actual volume and relationship structure. Volume pricing terms are documented in the engagement agreement and may differ from published rates.

We don’t publish specific volume thresholds or rates because volume pricing depends on multiple factors: appointment types, service mix, geographic concentration, payment terms, and the broader value of the relationship. We’re happy to discuss volume pricing for any business client expecting consistent regular service.

9.3 Marketplace Assignments

For loan signings routed through signing service marketplaces (Snapdocs, NotaryGo, SigningOrder, CloseWise, and similar platforms), the marketplace establishes the assignment fee. We accept assignments at the marketplace rate or decline based on our minimum threshold. The marketplace’s payment terms apply to marketplace assignments.

9.4 Engagement Agreements

For ongoing B2B relationships, we typically establish a written engagement agreement that documents pricing, payment terms, service scope, and any custom arrangements. The engagement agreement controls when there’s a conflict between the agreement and this published policy.

For one-off B2B engagements, no formal engagement agreement is needed — the written quote and these published policies govern.

9.5 1099 Reporting

For B2B clients who pay $600 or more in a calendar year, you may issue us a Form 1099-NEC for tax reporting purposes if required by IRS regulations. We provide our W-9 information on request to facilitate 1099 issuance. We do not require your 1099 information beyond what’s necessary for normal business records.

10. Hardship and Pro Bono

10.1 Pro Bono Framework

Pro bono notarial services are available where the standard fee would be a meaningful barrier to obtaining service. Eligibility, scope, and exclusions are described in the Fees page and the Cancellation Policy Section 7.4.

10.2 Genuine Hardship Discretion

Beyond the formal pro bono framework, we exercise discretion in genuine hardship situations as described in the Cancellation Policy Section 4. This discretion may extend to pricing in unusual circumstances, but it is not a path around our published rates for ordinary engagements.

10.3 No Promotional Discounts

We do not offer promotional discounts (first-time client discounts, seasonal promotions, refer-a-friend discounts, or similar). Our published pricing reflects the value we deliver, and we apply it consistently. Hardship-based pro bono is the mechanism for accommodating clients who genuinely cannot pay our standard rates.

This is a deliberate positioning choice. Discount-driven pricing creates inconsistency, undermines transparent value communication, and disadvantages clients who pay full rates. We’d rather charge a fair price and stand behind it than discount our way to volume.

11. Disputes Regarding Charges

11.1 Dispute Window

If you believe a charge was applied incorrectly — wrong fee structure, miscalculated mileage, premium that shouldn’t have applied, etc. — contact us within 30 days of the invoice or charge date. Charges not disputed within 30 days are deemed accepted.

11.2 How to Dispute

Contact us with the specific charge in question and your basis for disputing it:

• Phone: (903) 776-0624
• Email: info@dfwnotarypro.com
• Mail: DFW Notary Professional LLC, 5900 Balcones Dr Ste 100, Austin, TX 78731

11.3 Resolution Process

We will respond within 5 business days with our review of the situation. If we agree the charge was incorrect, we will adjust the invoice or process a refund per the Cancellation Policy Section 11. If we disagree, we will explain our reasoning.

11.4 Escalation

If we can’t resolve a dispute through this process, the dispute resolution provisions in Section 23 of our Terms of Service apply (informal resolution, then arbitration).

12. Tax and Reporting

12.1 Sales Tax

Texas notarial services are generally exempt from Texas sales tax. For services that are not exempt (such as certain courier services or document handling without a notarial act), sales tax is itemized separately on the quote and invoice when it applies.

12.2 1099 Reporting (B2B)

For business clients paying $600 or more annually, IRS regulations may require Form 1099-NEC issuance. We provide our W-9 information on request and accept 1099-NEC forms in normal course.

12.3 Receipts and Documentation

We provide written receipts for all transactions on request. For ongoing B2B relationships, we provide periodic statements of account on request. All documentation includes detail sufficient for client tax records and accounting purposes.

12.4 Tax Advice

We do not provide tax advice. Tax treatment of notarial fees depends on the client’s specific circumstances and applicable tax law. Please consult a tax professional for tax questions related to fees you pay us.

13. Modifications to This Policy

We may update this Pricing Policy as our practices evolve, as legal requirements change, or as we learn from operational experience. When we make material changes:

• The updated policy is posted on this page with a revised “Last Updated” date
• Quotes and pricing arrangements in effect at the time of the change continue to apply for the engagements they cover
• For ongoing B2B relationships, we provide written notice of material changes

For your specific booking, the version of this policy in effect at the time of your written quote applies.

14. Contact

For questions about this Pricing Policy or about pricing for a specific engagement:

This Pricing Policy describes how DFW Notary Professional LLC sets, communicates, and applies pricing. It is incorporated by reference into our Terms of Service. For questions about how this policy applies to your specific situation, please contact us.