Chase missing documents
Tax ID, land register data, declaration of division, ID details, commercial register extract: Marie calls the party, names only what is missing in the case file and sends the notary office's email address by text message.
For notary offices and lawyer-notary offices
AI phone assistantfor notaries
Reachable, even while you are notarizing.
And Marie knows who she may tell what.
500+
companies on the phone
from €99
per month
EU
data, servers in Frankfurt
Case file
Purchase contract Musterstraße 12
responsible: Ms. Keller, notary assistant
Draftsent
Signingdone
3Land registerpriority notice applied for
4Payment dueopen
Today on this case file
- Buyeridentified→ Land register
“Is the priority notice already registered?”
Logged in the case file, callback by Ms. Keller from 3 PM
- Real estate agentnot a party→ Signing
“Did the signing go well?”
Message in the case file, no information without approval
- Financing bankinquiry→ Payment due
“When does the payment due notice arrive?”
Inquiry with file reference to Ms. Keller
Marie assigns every call to the case file.Sample view
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Listen in
Listen to Marie on the notary office phone.
Two real calls: a buyer wants to speak to someone in person first, a couple asks about a will and costs. Pay attention to how Marie explains the process and why she names no cost figure of her own. On the right you see what ends up in the case file in your system afterwards.
0:00
The recording is in German; the transcript is translated.
Press play and the transcript follows along live.
Logged in the notary system
Request
Wish
Property
Financing
Data sheet
Case
Questions
Signing
Try it yourself
Call and try to get something out of Marie.
Call as the buyer of an apartment and say right away that you would rather speak to someone in person. Or ask about a will and what it costs. Once you have entered your details, the call starts right away, and you also see the number.
- free and non-binding
- Your number is only used for this test and the callback
- afterwards, a needs analysis for your notary office if you like
The parties' perspective
How people search when they can't reach your notary office.
Real search queries from Google in Germany (translated here). Google's AI answer advises calling, because that way you “often reach the office or the responsible clerks directly”. So the frustration ends up on your notary office's phone, even when it arises somewhere else entirely.
notary not respondingnotary doesn't answernotary doesn't reactnotary takes his timenotary not processing purchase contractnotary not reachablewhen is land register changednotary payment due notice how longnotary appointment what to bringreschedule notary appointmentnotary appointment in english
Source: Google autocomplete and Google AI overview, Germany, September 2026.
35 weeks
was the average processing time at the Bremen land registry office, from application to registration notice, according to the city-state senate. The parties still put the question “When will the title be transferred?” to your notary office, often several times.
Weser-Kurier, 08/25/2025, based on the senate's reply to an FDP inquiry
Availability on a business day
Phone hours of a notary office7.5 hours
Marie24 hours, also in parallel
12 AM6121824
Phone hours taken verbatim from the Google search result of a notary office (“mornings from 8:00 to 12:00 and afternoons from 14:00 to 17:30”), name omitted, September 2026.
Who may learn what?
The confidentiality barrier.
Choose who is calling and what is asked. You see what Marie says, what she doesn't say and why. And that every request still reaches your team in full.
1. Who is calling?
arranged the sale but is not a party to the deed
2. What is being asked?
Sample configuration. Which information goes to whom is set by your notary office before launch. Marie follows these rules identically on every call and never discloses anything at her own discretion.
The barrier
Message in the case file, callback by the notary office
Information to the callerno
Forwarded to the notary officealways, in full
Marie says
“Without approval, I can't tell you anything about that. I'll take your question, and Ms. Keller will get back to you provided the parties have approved information for you.”
Marie doesn't say
Neither date nor time, and not even whether an appointment has been arranged at all.
Why
The real estate agent is not a party to the deed. What he learns is decided by the notary office after the parties' approval, not by the phone assistant.
§ 18 BNotO§ 14 BNotO
Logged in the case file
Real estate agent · “Is the signing appointment set?”
to: Ms. Keller: agent inquiry, check approval
Documents by type of deed
Marie names exactly your list. No more, no less.
“What do I need to bring?” is one of the most common questions on the notary office phone. Pick a type of deed and tick off what is already there.
Stored list
0/5 on handSigning of the purchase contract
Tick off what is already on hand. Marie then only asks about the rest, just like on an outbound reminder call.
Marie also asks
- Who is buying, who is selling?
- Which property, which address?
- Is there a financing bank?
- Preferred time frame for the signing
Marie on the phone
“Please bring: valid ID card or passport of all parties, tax identification numbers of all parties, land register data of the property, a land register extract if available, for condominiums, the declaration of division and details on purchase price and financing per the data collection form.”
Text message to the caller
Notary office Dr. Muster: Your appointment: Signing of the purchase contract, Tuesday, 10 AM. Please bring:· valid ID card or passport of all parties· tax identification numbers of all parties· land register data of the property, a land register extract if available· for condominiums, the declaration of division· details on purchase price and financing per the data collection form
For consumer contracts, the parties receive the text as a rule two weeks before the signing (§ 17 (2a) BeurkG). Marie states this period as a fact, she does not advise on it.
Sample list for illustration. During setup, your notary office stores its own list for each type of deed, for example from your data collection form. Marie only reads out this list and adds nothing from her own knowledge.
Outbound calls
Calls that move your case file forward. Only those.
Marie calls parties about ongoing cases: when documents are missing, an appointment needs confirming or a deed is ready for pickup. That way signings don't get stuck on a missing tax ID.
“The notary must refrain from any commercial conduct, in particular advertising that conflicts with the public office.”
Confirm the signing appointment
One to two days beforehand: does the time still work, is everyone coming, do they have their original IDs? Anyone who can't make it is offered a replacement appointment right away.
Collect questions on the draft
After the draft is sent, Marie asks whether it arrived and records questions word for word for the notary. She answers none of them. If wanted, she books a consultation appointment.
Arrange subsequent approval
If a party was represented without authority, Marie arranges the appointment for the declaration of approval or the certification.
Deed ready for pickup
A power of attorney for care, will or articles of incorporation are done: a short call with a pickup appointment instead of another letter.
What Marie doesn't call for
- People without an ongoing case
- Advertising for your notary office
- Brokers or banks for sales outreach
- Replacing formal notices such as the payment due notice, which stays in writing
Whether an outbound call about a single case needs the party's consent under § 26a (4) BNotO is something we clarify together with you before launch. The assessment is yours as the notary.
Lawyer-notary office
Law firm and notary office on one number, cleanly separated.
4,499 of the 6,205 notaries in Germany are lawyer-notaries (Anwaltsnotare), practicing as both lawyer and notary. For them, the same phone rings for the notarization and for the client matter (Mandat). Marie separates the two in the first sentence and routes each differently, with the rules that apply to the respective area.
BNotK, notary statistics as of 01/01/2026
For the law firm side: AI phone assistant for lawyers
One number for law firm and notary officeMarie asks: Is this about a notarization or a client matter?
Notary office
recognizes: notarization, certification, ongoing case file
- Case number or type of deed
- Parties and property
- Preferred appointment or status question
lands with: Notary assistant of the case file, per the notary office's disclosure rules
§ 18 BNotO, § 26a BNotO
Law firm
recognizes: legal client matter (Mandat), new legal case
- Area of law in one sentence
- Deadline, if one is running
- Callback number
lands with: Secretariat or responsible lawyer, as a matter with deadline and callback request
§ 43e BRAO, § 203 StGB
Notary office by the numbers
More purchase contracts, fewer notaries.
Documented figures, each with a source. We did not find a reliable total number of notarial deeds per year in the publications of the Federal Chamber of Notaries, so we don't give one.
6,205
notaries in Germany, of which 1,706 full-time and 4,499 lawyer-notaries (Anwaltsnotare).
BNotK (German Federal Chamber of Notaries), notary statistics as of 01/01/2026 (notar.de)
−655
fewer notaries than five years earlier. On 01/01/2021 there were still 6,860, mainly because the number of lawyer-notaries has fallen.
BNotK, notary statistics 01/01/2021 and 01/01/2026, own calculation
805,000
real estate purchase contracts in 2024, each one notarized (§ 311b BGB). Up 9% on the previous year.
Real Estate Market Report Germany 2025 by the valuation committees (Gutachterausschüsse)
368,930
advance directives were newly entered in the Central Register of Advance Directives in 2024.
BNotK, 2024 annual report
404,206
wills and 181,474 inheritance contracts were entered in the Central Register of Wills in 2024.
BNotK, 2024 annual report
4,200 → 837
new apprenticeship contracts for legal and notary assistants, 1998 compared with 2022.
LTO, 03/14/2023, based on BRAK figures
Professional rules and data protection
Confidentiality, § 26a BNotO and the EU AI Act.
On the left is what the law requires. On the right, what that means for Marie in daily practice. We don't promise certificates that don't exist for notary offices, we clarify the contracts with you before launch.
§ 18 (1) BNotO
“The notary is bound to confidentiality. This duty covers everything that has become known to them in the exercise of their office.”
What this means for Marie
Marie gives information only according to the rules your notary office sets. Without approval she takes a message and does not even confirm that a case file exists.
§ 26a BNotO
Service providers may be given access to protected information to the extent necessary for the service (para. 1). A contract in text form is required, with a confidentiality obligation and instruction on criminal consequences, including subcontractors (para. 3). If a service directly serves a single official act, the party's consent is required (para. 4).
What this means for Marie
We clarify the agreement in text form with you before launch. Whether individual workflows, such as outbound calls on a specific case, fall under para. 4 and need consent is for you to assess as the notary. We set up Marie accordingly.
§ 203 StGB
Explicitly names notaries. Assisting persons may learn secrets to the extent necessary, and are themselves liable to prosecution if they breach them. Anyone who fails to ensure their confidentiality obligation is also liable.
What this means for Marie
That is why the obligation comes before the first call, not after.
§ 17 BeurkG
Instructing the parties is an official duty of the notary. For consumer contracts under § 311b BGB, the text should as a rule be available two weeks before the signing.
What this means for Marie
Marie never gives advice. She records questions about content word for word and passes them to the notary.
§ 29 (1) BNotO
“The notary must refrain from any commercial conduct, in particular advertising that conflicts with the public office.”
What this means for Marie
Outbound calls only about ongoing cases and only to the parties involved. No sales outreach, no advertising.
Art. 50 EU AI Act
Anyone speaking with an AI must be told so. The obligation applies since August 2, 2026.
What this means for Marie
Marie says in her first sentence that she is an AI assistant.
§ 201 StGB, GDPR
Recording the non-publicly spoken word without authorization is a criminal offense. The GDPR applies to data processing.
What this means for Marie
Recording only with consent, otherwise it stays with the structured note. Servers in Frankfurt, data stays in the EU, data processing agreement under Art. 28 GDPR.
FAQ
What callers ask and what notary offices want to know before launch.
That depends on the notary office's workload and the type of deed. For a purchase contract the draft comes first, and for consumer contracts as a rule two weeks before the signing. With Marie, callers get an answer immediately: free appointments from your calendar, or the promise that the responsible notary assistant will get back to them.
Each notary office sets that itself for each type of deed. On the phone, Marie reads out exactly the list your office has stored and sends it by text message on request. She adds nothing from her own knowledge.
Many notary offices use a data collection form for this, with details on the parties including tax ID, the property with land register data, the purchase price and the financing. Marie asks for these points in the call and hands them to your team in a structured way.
For consumer contracts on real estate, the party should as a rule receive the text of the contract two weeks before the signing (§ 17 (2a) BeurkG). Marie states this rule as a fact when asked. Whether it has been met in an individual case or can be shortened is for the notary to answer.
Notary fees are governed by the German Court and Notary Costs Act (GNotKG) and depend on the transaction. Marie names no amounts unless your notary office stores fixed standard answers. Otherwise she takes the cost question and passes it to your team.
§ 26a BNotO allows involving service providers to the extent necessary for the service. The prerequisite is a contract in text form with a confidentiality obligation and instruction on the criminal consequences. If a service directly serves a single official act, the party's consent is also required (para. 4). We clarify the contract design with you before launch, the professional-law assessment is yours.
No. Instructing the parties is an official duty of the notary (§ 17 BeurkG). Marie takes information, asks questions, arranges appointments and connects calls. She passes questions about the content of a deed to the notary word for word.
Then Marie transfers warmly: she briefs briefly on who is calling and what it is about, then connects the call. If nobody is free, she creates the full request as a case with a callback request.
Yes. On one number, Marie first asks whether it is about a notarization or a legal client matter, and then routes the call differently. For the notary office the disclosure rules of the confidentiality barrier apply, for the law firm the callback and deadline logic of your secretariat.
Every call reaches you as a structured summary by email or via interface, and appointments land in the Google or Outlook calendar. What the handover to your notary software looks like in detail, we clarify in the needs analysis based on your setup.
Yes. Marie works through call forwarding on your number. You decide whether she picks up immediately, only after several rings, for example during signings, or only outside phone hours.
ScaleTalk starts at €99 per month. The price depends on call volume, not on the number of seats. You can do the test call and the needs analysis for free.
Related reading: AI phone assistant for lawyers · AI phone assistant for tax advisors
Next step
We take a look at your notary office's phone.
30 minutes: which calls interrupt your notary assistants, which disclosure rules Marie should get, what the agreement under § 26a BNotO looks like and what it costs for your notary office.