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AI agent for notaries

Notary Client Follow-Up and Repeat Business Agent

Win back and grow repeat clients using timely, relevant follow-ups.

CommunicationSales and outreachLegal
See how it worksGet access
Notary Client Follow-Up and Repeat Business Agent: what goes in, what the agent does and what you get

What it does

Notaries often rely on chance for repeat business and rarely follow up with title companies and law offices. The agent tracks clients by their last appointment and volume, identifies those who have stopped booking, and checks for likely reasons such as a missed call, a late arrival or a pricing complaint. It proposes a follow-up plan matched to each pattern and drafts messages. It checks the next month's bookings to see whether the follow-up worked and changes the approach if not. The notary approves each message before it is sent. Edge case: a title company that booked weekly has not booked in 5 weeks, and the last appointment was cancelled by the notary, so the message apologizes and offers priority.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Month starts 2 USES A TOOL Load appointment history by client 3 DOES Compare each client's recent bookings with theirusual rate 4 DOES Find clients who slowed or stopped 5 USES A TOOL Look for a reason in notes (missed call, late,cancelled, price) 6 DOES Choose a follow-up and draft a message 7 YOU APPROVE Notary approves each message 8 USES A TOOL Send the approved messages 9 USES A TOOL Check bookings after 30 days 10 CHECKS THE RESULT Did the client book again? If not: Change the approach, such as a call instead of amessage, and retry once. Back to step 5. 11 RESULT Client follow-up list and results
Read the steps as a list
  1. Month starts
  2. Load appointment history by client
  3. Compare each client's recent bookings with their usual rate
  4. Find clients who slowed or stopped
  5. Look for a reason in notes (missed call, late, cancelled, price)
  6. Choose a follow-up and draft a message
  7. Notary approves each messageThe agent waits here for your OK.
  8. Send the approved messages
  9. Check bookings after 30 days
  10. Did the client book again?If not: Change the approach, such as a call instead of a message, and retry once. Back to step 5.
  11. Client follow-up list and results

How it decides

It flags a client as slipping when bookings fall more than 50 percent below their usual rate. It picks the follow-up by likely reason and checks results the next month.

  • Bookings down more than 50 percent from the usual rate triggers follow-up
  • A reason from the notes sets the message type
  • Clients are contacted at most once a month
  • Stop after two attempts

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Slowdown threshold (default 50 percent)
  • Maximum attempts (default 2)
  • Contact frequency
  • Client types included

What keeps you in control

It always asks you first

  • Notary approves every message before it is sent

Hard limits

  • Never sends a message without approval
  • Never contacts someone who opted out

It stops when

  • Done: client rebooks or two attempts made
  • Stop: client asks not to be contacted

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA title company that booked weekly had no bookings for 5 weeks. The notes showed the last appointment was cancelled by the notary. The agent drafted an apology and an offer of priority scheduling. The notary approved and sent it. After 30 days there was still no booking, so the agent proposed a short call, which the notary approved. The client booked two days later.

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