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Genealogy Business Startup Overview: Key Steps to Launch

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What to Plan for Before You Take Your First Research Client

A genealogy business helps clients research, organize, and document family history. You deliver written findings that show what you found, where you found it, and how you reached your conclusions.

In most cases, this is a small, skill-based service business. Many owners start solo from a home office and build from there.

Is A Genealogy Business Right For You

First, decide if owning and running a business is right for you. Then decide if a genealogy business is the right fit. If either answer is no, stop here and save yourself months of frustration.

Before you go further, review business start-up considerations so you understand what business ownership really asks of you.

Passion matters more than people admit. Passion does not replace skill, but it helps you stay in the work when challenges hit. Without it, many people look for an exit instead of solutions. Read why passion supports persistence.

Now ask the hard question: “Are you moving toward something or running away from something?” If you are starting only to escape a job or a financial bind, that may not hold up when the work gets slow or uncertain.

Be honest about responsibility and readiness. Income can be uncertain. Hours can run long. Some tasks will be difficult. Vacations may get shorter. The responsibility sits with you.

Is your family or support system on board with the time and focus this takes? Do you have the skills, or can you learn them? Can you secure enough funds to start and operate, even if you begin small?

Also, learn from owners before you commit. Only talk to owners you will not be competing against. That means a different city, region, or service area.

Ask them questions like these:

  • What did you underestimate before you started, and what would you do differently if you were starting today?
  • Which types of projects brought the clearest results for clients, and which ones created the most friction?
  • What did you wish you had in place before you accepted your first client?

If you want a clear picture of what ownership looks like across many industries, see the business inside look.

Common Business Models For A Genealogy Business

Most genealogy businesses start as a solo practice. You can run it part time or full time, depending on your schedule and your need for steady client flow.

Partners can make sense when two people bring different strengths, like research depth, writing skill, language ability, or access to specific regions. Investors are uncommon because this business is usually built on the owner’s skill and time, not expensive facilities or large staff.

You can do most tasks yourself at the start and hire later. Early help is often professional services you pay for as needed, like bookkeeping, legal review, or design work.

How Does A Genealogy Business Generate Revenue

You earn revenue by completing client research projects and delivering documented work. Common pricing structures include fixed-scope packages, hourly work with a clear scope, and retainers for complex projects.

Some owners also earn revenue from record retrieval services, document organization work, and preparing written summaries that clients can use for family archives. If you sell printed reports or certain information services, sales and use tax rules may apply in some states, so you must verify locally before you charge or collect tax.

Typical Customers And Use Cases

Many customers are individuals and families who want help building a reliable family history. Others want help with a specific problem, like a missing record, a name change, or a “brick wall” where research stalls.

Some customers need documentation for formal purposes, like lineage-based applications or estate-related work. Access to vital records can be restricted, so you must understand who can request what in each state and what proof is needed.

Products And Services You Can Offer

Your service is not just “finding names.” Your deliverable is a documented conclusion supported by sources that can be checked.

Common offerings include:

  • Documented research reports with source citations and a clear conclusion
  • Research plans and research logs that show what was searched and what was found
  • Evidence analysis to resolve conflicts across records
  • Record request support, including guidance on ordering certificates through the correct offices
  • Family document organization and digitization support for client-provided materials

Pros And Cons Of Starting A Genealogy Business

This business can be started small, but it is not casual work. Your credibility depends on your method and your documentation.

Here are practical pros and cons to weigh before you commit.

  • Pros: Often possible to start from a home office, services can be delivered remotely, and work products can be standardized with templates.
  • Pros: Clear proof-based work can build trust because clients can see your sources and reasoning.
  • Cons: Record access is not guaranteed, restrictions are common, and repository rules must be followed.
  • Cons: Evidence conflicts can take time to resolve, and clients may expect faster answers than the records allow.
  • Cons: You may handle sensitive information about living people, which requires careful storage and disposal habits.

Skills You Need To Cover

You do not need every skill on day one, but you do need coverage. You can learn skills or pay for professional help where it makes sense.

Plan to cover skills like these:

  • Genealogical research methods and proof-based conclusions
  • Source citation and documentation discipline
  • Evidence analysis and conflict resolution
  • Records literacy across common United States record types
  • Clear writing for client-facing reports
  • Client communication, scope control, and expectation setting
  • Secure handling of sensitive client documents and personal information

Ordered Startup Steps

These steps focus on getting you ready to launch the business the right way. Read them in order. Do not skip ahead because you “feel ready.”

If you want help planning each phase, use resources like how to write a business plan and estimating startup costs as you build your launch plan.

Step 1: Choose Your Genealogy Lane And Set Boundaries

Pick the type of work you will offer first. Examples include family history research, lineage documentation support, or estate-related research.

Set boundaries early. Some services can cross into regulated activity in certain states, especially if you market yourself as locating people, finding heirs, or performing investigative work for legal matters. You must verify whether private investigator licensing rules apply to your planned services where you operate.

Step 2: Commit To A Proof-Based Method And Documentation Standards

Your reputation will be built on how you work, not what you claim. Decide how you will handle research questions, evidence conflicts, and written conclusions.

Use recognized standards for genealogy work and treat citations as non-negotiable. If your work cannot be checked, it will not hold up.

Step 3: Define Your Deliverables Before You Quote Prices

Write down exactly what a client receives at the end of a project. Keep it clear and repeatable.

Define what “done” means for each service. A defined finish line protects both you and the client, especially when records are missing or restricted.

Step 4: Verify Demand In Your Target Market

Do not assume demand because genealogy is popular. Verify that people in your target market will pay for your specific services.

Use a simple demand test. List your likely customer types, list their problems, then confirm those problems exist and that paid help is a common solution. Use supply and demand basics to keep your thinking grounded.

Step 5: Verify Profit Ability Before You Commit

Demand is not enough. You also need profit ability. You must be able to cover expenses and still pay yourself.

Estimate realistic project time, write-up time, and admin time. Then test whether your expected pricing can support the business once you include tools, subscriptions, insurance, and taxes.

Step 6: Decide Solo, Partners, Or Investors And Your Staffing Timing

Most genealogy businesses start solo because the main “asset” is the owner’s skill. Partnerships can work when both people bring clear, different strengths and agree on scope, quality, and workload.

Decide if you will run this full time or part time. Be honest about time. If you start part time, set a weekly schedule so projects do not drag out.

Also decide what you will do yourself and what you will hire later. Many owners do research and writing themselves at the start, then add help later for tasks like bookkeeping, editing, or website work.

Step 7: Build Your Essential Items List And Collect Pricing Estimates

Start with essentials, not nice-to-haves. Your equipment and tool choices should match your service scope and your quality standard.

Get pricing estimates for your core items and services. Your total startup cost will be driven by your scale, your subscriptions, and how much you outsource.

Step 8: Choose A Business Name And Secure Your Online Assets

Pick a name you can grow with. Then check availability through your state’s business filing office, and also check trademark conflicts and local name rules to confirm you can legally use it in your market.

Secure a matching domain name and social handles before you print anything. Use guidance on selecting a business name to avoid common issues.

Step 9: Write A Business Plan Even If You Do Not Need Funding

A business plan forces clarity. It helps you define your services, your target customers, your pricing logic, and your launch plan.

Keep it practical. Use a business plan guide as a structure, then tailor it to the reality of a service business based on your time and skill.

Step 10: Prepare Funding And Your Financial Setup

Many owners start with personal savings and keep costs low. If you need outside funds, prepare your documents before you apply and learn how lenders evaluate small businesses.

Review how to get a business loan so you understand what is expected.

Open a business account at a financial institution and keep transactions separate from day one. Set up a way to invoice and accept payment that fits your client base.

Step 11: Choose Your Work Location And Prepare Your Workspace

This is usually a home-based business, but you still need a professional setup. Your workspace should support secure storage, scanning, writing, and video calls.

If you plan to meet clients in person, confirm where meetings will occur and what is allowed in your home-occupation rules. If you lease office space, confirm zoning and whether a certificate of occupancy is required before you move in.

If you want help thinking through location choices, see business location planning.

Step 12: Form Your Business Entity And Register It

Choose a business structure based on risk, taxes, and how you plan to grow. Many small businesses begin as sole proprietorships and later form a limited liability company as they grow and want clearer structure and liability separation.

Register your entity through your state’s Secretary of State or equivalent office when it applies. If you operate under a name that is not your legal name, you may need a “doing business as” registration, which varies by state and county.

For a step-by-step view, use how to register a business.

Step 13: Set Up Federal, State, And Employer Tax Accounts That Apply

If you need an Employer Identification Number, get it from the Internal Revenue Service. Many banks and tax registrations will require it, depending on your structure.

Then address state tax registrations that apply to you. Sales and use tax rules for services vary by state, so you must check your state’s Department of Revenue or taxation agency before you decide whether to register and collect tax.

If you hire employees, you will also need state withholding and unemployment insurance accounts. Handle this before your first payroll.

Step 14: Confirm Business Licenses, Permits, And Activity-Specific Rules

Many cities and counties require a general business license. Home-based work can also trigger home-occupation rules.

Confirm zoning rules, signage rules if you plan to install signage, and any building-related approvals for a leased office. Requirements vary, so you must verify locally before you start serving clients.

If you plan to offer services that look like investigative work, confirm whether your state requires private investigator licensing for those activities. Do this before you market those services.

Step 15: Set Pricing And Your Vendor List

You need pricing before you launch, even if you adjust later. Set pricing based on scope, expected time, and your required quality level.

Use pricing guidance to structure your pricing decisions.

Also choose your vendors. Examples include research database subscriptions, cloud storage, scanning tools, and any outside professionals you will use for legal review, bookkeeping, or design.

Step 16: Put Insurance In Place And Clarify Your Risks

Start with general liability insurance. It is commonly required in contracts, especially if you work with organizations, venues, or professional partners.

Then consider business-relevant coverages based on your setup. Many service businesses also consider professional liability coverage and cyber-related coverage when handling sensitive client information. If you carry gear to repositories, consider coverage for portable equipment.

Use business insurance guidance to understand what to ask an insurance agent.

Step 17: Build Your Client-Ready Kit Before You Market

Do not market until you can serve a real client without chaos. Create a written agreement that defines scope, deliverables, timelines, confidentiality, and what the client must provide.

Create a client start form that gathers the facts you need and sets expectations. Decide how clients will deliver documents to you and how you will return finished work.

Set a retention plan for client files. Decide how long you keep documents and how you securely dispose of them when retention ends.

Step 18: Build A Simple Brand Identity And Online Presence

Your brand is not a slogan. It is how you present your work, your credibility, and your deliverables.

Create basic brand assets you need to launch, like a logo, letterhead for reports, and a clean report template. If you will hand out cards, see what to know about business cards.

Build a basic website that explains who you serve, what you offer, and how to contact you. Use an overview of developing a business website as a guide.

If you want a more complete identity system, review corporate identity considerations.

Step 19: Plan Your Pre-Launch Marketing And First-Client Path

You need a simple plan for how your first clients will find you. Focus on channels that match trust-based services, like referrals, local networking, partnerships with related professionals, and clear online content that explains your process.

If you want a structured launch plan, review ideas for a grand opening and adapt it to a service launch without a storefront.

Do not overpromise. Your best marketing asset early is a clear, documented sample of your work style and your process.

Essential Equipment And Tools Checklist

Your essentials depend on your service scope. A solo home-based setup can be lean, but you still need tools that support secure work and clean deliverables.

Use this as a startup checklist and price out each item for your startup cost build.

  • Core Workstation: computer, reliable internet, second monitor, keyboard, mouse, headset
  • Document Capture: flatbed scanner, portable document scanner if you travel, smartphone camera for permitted photos, printer
  • Storage And Security: encrypted external storage, cloud storage with access controls, password manager, multi-factor authentication method
  • Research And Writing Tools: word processor, spreadsheet tool for research logs, PDF annotation tool, citation templates
  • Field Kit For Repositories: pencils, notebook, portable charger, laptop or tablet if permitted by the repository

Varies By Jurisdiction

Rules change by state, city, and county. Do not guess. Verify your requirements using official portals and offices where you operate.

Use this checklist to confirm what applies to you.

  • Business entity formation: Secretary of State or equivalent office in your state. Search terms: “business entity search,” “limited liability company filing,” “articles of organization,” “corporation filing.”
  • Employer Identification Number: Internal Revenue Service. Search terms: “get an employer identification number.”
  • Sales and use tax registration: State Department of Revenue or taxation agency. Search terms: “sales tax permit,” “taxable services,” “information services,” “sales tax ruling.”
  • Employer accounts: State Department of Revenue for withholding, and state labor or workforce agency for unemployment insurance. Search terms: “withholding registration,” “unemployment insurance employer registration.”
  • General business license: City or county business licensing portal. Search terms: “business license” plus your city or county name.
  • Zoning and home occupation: City or county planning and zoning office. Search terms: “home occupation permit,” “home-based business rules.”
  • Certificate of occupancy and building approvals: City or county building department when leasing space or opening a client-facing office. Search terms: “certificate of occupancy requirements,” plus your city or county name.
  • Activity-specific licensing: If you plan to locate people, heirs, or perform investigative services tied to legal matters, check your state’s private investigator licensing agency. Search terms: “private investigator license,” plus your state name.

Keep your questions simple when you contact an office. Ask what applies to a home-based service business, whether a general license is required, and what triggers additional approvals.

Day-To-Day Work Preview

This is what your work often looks like once you begin serving clients. You should be building your systems so these activities are repeatable.

  • Clarify the client goal and define the research question
  • Create a research plan and a research log
  • Search records and document what you checked
  • Capture permitted copies and organize files
  • Analyze evidence, resolve conflicts, and write conclusions
  • Deliver a report with citations and a source list
  • Securely store client documents and follow your retention plan

A Day In The Life Preview

A typical day starts with client messages and planning the next research block. You review what you already have, decide what you still need, and choose the best sources to check next.

Then you spend focused time pulling records, logging results, and capturing permitted copies. You finish by writing up findings, adding citations, and packaging the work so the client can understand it and verify it.

If you plan to work in repositories, your day may include travel and strict rules on what you can bring, how you handle records, and how you capture images.

Red Flags To Watch For

Watch for warning signs before you accept a client or decide on a service lane. Most problems come from unclear scope, poor documentation, or ignoring access and licensing rules.

Red flags include:

  • A client demands a specific conclusion and wants you to “make the records fit”
  • A client asks you to obtain restricted records without legal eligibility
  • You plan to advertise heir searches or locating people without confirming private investigator licensing rules in your state
  • You do not have a secure plan for storing client documents and personal information
  • You do not have a clear deliverable standard, including citations and a documented conclusion

Pre-Opening Checklist

Before you announce your launch, run this final check. You are looking for gaps that could cause legal, client, or credibility problems.

Use this list as a last pass before you accept your first client.

  • Business name confirmed and domain name secured
  • Pricing set for your initial services
  • Startup cost list priced and funding plan confirmed
  • Business structure chosen and registrations completed where required
  • Employer Identification Number obtained if needed
  • State tax accounts set up if required for your services
  • Local business license and home-occupation compliance verified if applicable
  • Any activity-specific licensing risk reviewed for your service lane
  • Insurance in place, including general liability
  • Client agreement ready, including scope, deliverables, confidentiality, and retention plan
  • Invoices, payment method, and file-delivery method ready
  • Website live and first-client marketing plan scheduled

101 Step and Tips for Your Genealogy Business

The tips below look at your genealogy business from several angles, from clients to back-office basics.

Some tips will fit your situation right away, and some will not apply yet.

Keep this page handy so you can come back when you hit a new stage.

Move one step at a time by choosing one tip and applying it fully.

What to Do Before Starting

1. Decide whether you want to be a researcher-for-hire, an educator, a subscription platform owner, or a blend. Your business model changes your tools, your liability, and how you get clients.

2. Pick a specific niche before you announce your services. A clear niche helps people understand why they should choose you instead of searching online themselves.

3. Define what you will deliver at the end of a project. If you cannot describe the finished product in plain words, you are not ready to quote a price.

4. Set a firm boundary on what you will not do. If a client asks for something that looks like investigative work, verify state rules before you accept the job.

5. Choose your proof method and stick to it. Your conclusions should follow a repeatable process, not a gut feeling.

6. Decide how you will cite sources and keep that standard consistent. Clients should be able to retrace your steps without guessing what you used.

7. Build a basic research log template before your first client. A project without a research log is a project you cannot defend.

8. Identify the record types you will use most often and learn how access works. Vital records access often depends on state rules and the requester’s relationship.

9. Learn the rules of the repositories you expect to visit. Some places limit what you can bring, how you handle materials, and how you capture images.

10. Decide how you will handle sensitive data for living people. Write down what you collect, where you store it, and when you delete it.

11. Create a secure file system before you accept documents from anyone. If you wait until the first client sends files, you will scramble and make mistakes.

12. Build a redacted sample report that shows your writing style and citation habits. A sample helps set expectations without exposing private client information.

13. Decide if you will offer genetic genealogy support and what that includes. Set clear consent rules for any DNA-related files you handle.

14. Make a list of essential tools and get price quotes before you commit. Your total startup cost depends on your software, subscriptions, and how much you outsource.

15. Decide if you are starting solo, with a partner, or with outside funding. Most genealogy businesses start solo, but partnerships work when roles and quality standards are clear.

16. Choose whether this will be part time or full time at launch. Your availability affects deadlines, client communication, and how many projects you can handle.

17. Choose your workspace and confirm it fits your local rules. If you meet clients at home, verify home-occupation requirements in your city or county.

18. Pick a business name you can stand behind and check availability. Then secure a matching domain name and social handles before you print anything.

What Successful Genealogy Business Owners Do

19. They start every project by writing a single clear research question. A clear question prevents wandering research that burns time and adds cost.

20. They document every search, even the searches that find nothing. Negative searches stop you from repeating work and show diligence.

21. They separate “facts,” “analysis,” and “theory” in their notes. That habit prevents accidental overstatement in the final report.

22. They resolve conflicts instead of ignoring them. When two records disagree, they explain why one is more reliable or why the conflict remains open.

23. They use consistent file naming for every record image and note. Consistency saves hours when you return to a project later.

24. They save record images and citations at the time they find them. Online collections change, and links can break.

25. They set expectations early about what records can and cannot prove. Clients should understand that some questions will not have a clean answer.

26. They communicate progress on a schedule, not only when there is “good news.” Regular updates build trust during slow research phases.

27. They build reusable templates for research logs, client updates, and final reports. Templates raise quality and shorten turnaround time.

28. They keep learning because sources and tools change. Skill growth is part of staying credible in this field.

29. They maintain strong relationships with libraries, archives, and local historical groups. Those relationships often unlock better leads and better guidance.

30. They protect client privacy as a core practice, not a side task. Trust is a business asset, and you lose it fast if you mishandle data.

Running the Business (Operations, Staffing, SOPs)

31. Use a written agreement for every paid project. It should define scope, deliverables, deadlines, and client responsibilities.

32. Set a clear payment schedule and acceptable payment methods before work begins. You should never start a large project with vague payment terms.

33. Track your time by task type, not just by project. That data helps you price better and spot work that is draining profit.

34. Build a repeatable workflow that starts with a research plan and ends with a cited report. A consistent workflow makes quality easier to control.

35. Create a quality check step before you deliver any report. Check names, dates, places, citations, and whether your conclusion matches the evidence.

36. Use secure file sharing for client documents. Email attachments are easy to misroute and hard to control.

37. Keep at least two backups of active project files, including one stored separately from your main computer. Data loss can destroy client trust and your schedule.

38. Build a standard way to store client-provided originals and copies. Clients should know what you keep, what you return, and what you delete.

39. If you use outside help, define roles in writing. Translators, editors, and researchers should know the standard you expect and the limits of their access.

40. Require confidentiality commitments from anyone who touches client information. Your responsibility does not stop because you outsourced a task.

41. Keep business transactions separate from personal spending from day one. Clean records make taxes and reporting far easier.

42. Use professional email and a consistent document style for reports. Small details signal care, and care matters in a trust-based service.

43. Carry general liability insurance and ask your agent about professional liability. Clients often assume you are covered, and contracts may require it.

44. Keep a list of vendors you depend on, like software providers and storage services. If one fails, you should know your backup option.

45. Use a clear change process when a client expands the scope. A scope change without a written update is a future dispute.

What to Know About the Industry (Rules, Seasons, Supply, Risks)

46. Access to vital records varies by state and by record type. Do not quote a timeline until you confirm how that state handles requests.

47. Many modern records have privacy limits, and some collections are restricted to certain requesters. Your research plan must adapt to what is actually accessible.

48. Repository rules can limit photography, scanning, and even what tools you can bring into the room. Plan for those limits before you travel.

49. Indexes are not the same as records. Always verify key facts against the original image when possible.

50. Names change, spellings shift, and clerks make errors. Your research process must allow for variations and mistakes in the historical record.

51. Some record collections are digitized, but many are not. Be prepared for mail requests, local visits, or paid retrieval services when needed.

52. Copyright and usage limits may apply to images and transcriptions you obtain from certain sources. Use citations and avoid redistributing material you do not have rights to share.

53. DNA-related work can raise strong privacy and consent issues. Do not store DNA files or share results without explicit client permission.

54. Clients may arrive with family stories that are not supported by evidence. Your job is to document what the record shows and explain uncertainty clearly.

55. Some findings can be emotionally sensitive, including adoption, misattributed parentage, or criminal history. Decide in advance how you will handle unexpected discoveries.

56. Some services can trigger licensing rules in certain states when they involve locating people or conducting investigation-like work. Verify before you market those services.

57. Your tools and sources will change over time, including paywalled databases and public collections. Build your process so you can switch sources without losing quality.

Marketing (Local, Digital, Offers, Community)

58. Write a simple statement that explains who you help and what problem you solve. If people cannot understand your focus in 10 seconds, your message is too broad.

59. Put your process on your website in plain language. Clients want to know what happens after they contact you and how you reach conclusions.

60. Show a redacted sample report on your site or in a portfolio. A sample reduces fear and helps the right clients self-select.

61. Make your services easy to compare by describing what is included and what is excluded. Clarity prevents bad-fit inquiries.

62. Create a short list of ideal client situations and a short list of situations you will decline. This keeps your marketing focused and your workload manageable.

63. Build referral relationships with libraries, historical groups, and local education programs. These places attract people already interested in family history.

64. Network with professionals who serve adjacent needs, such as estate attorneys or organizers, but stay alert to licensing boundaries. Only accept referrals you can handle within your legal limits.

65. Use content marketing that answers common questions, like how record access works and what clients should gather before hiring help. Helpful content builds trust without selling.

66. Ask for reviews only after the client has received the final deliverable. Make it easy, and never pressure a client who is unhappy.

67. List your pricing approach and what changes the price. People do not need a perfect quote online, but they do need a predictable method.

68. Use a simple new-client screening call to confirm fit. A 10-minute filter can save weeks of frustration.

69. Choose one local channel and one online channel to start. Too many channels at once leads to inconsistent effort and weak results.

70. Participate in genealogy communities by answering questions and sharing methods. Consistent helpful presence is stronger than random promotions.

71. Keep your branding consistent across your site, invoices, and reports. Consistency signals professionalism and reduces confusion.

72. Track where inquiries come from and which ones become paying clients. You cannot improve marketing if you do not measure the basics.

Dealing with Customers (Trust, Education, Retention)

73. Start every project by confirming the client’s goal in writing. A clear goal prevents “That’s not what I meant” later.

74. Ask the client what documents they already have and what they can access. A photo album, a Bible record, or an obituary can save hours of work.

75. Explain early that genealogy has limits and that some questions may remain unresolved. Honest limits protect trust.

76. Set a communication schedule and stick to it. Uncertainty creates anxiety, and silence makes it worse.

77. Use plain language in reports and define unfamiliar terms. A great report is wasted if the client cannot understand it.

78. Separate the evidence from your interpretation in the report. Clients should be able to see what is proven and what is still open.

79. Offer options when a record is blocked, such as alternate sources or a different research path. A stalled lead does not have to stall the project.

80. Be careful when writing about living people. Confirm what the client wants included and what should remain private.

81. When the client asks for “one more thing,” pause and confirm scope. Small add-ons pile up and break timelines.

82. Close each project with a summary and next steps the client can follow. A clean close reduces follow-up confusion and builds referrals.

Customer Service (Policies, Guarantees, Feedback)

83. Publish clear policies for scheduling, cancellations, and turnaround times. Policies protect both you and the client when things change.

84. Do not guarantee specific outcomes. You can promise your process and your effort, but records do not always cooperate.

85. Send progress notes even when your searches turn up nothing. Clients pay for work performed, not only for dramatic discoveries.

86. Build a pre-delivery checklist for every report. A structured review catches errors before the client sees them.

87. Invite the client to confirm key family facts they provided, like names and dates. Client-supplied errors are common and easy to fix early.

88. Keep a record of client approvals and changes. Good documentation prevents later disputes about what was requested.

89. Deliver files in common formats so clients can open and save them easily. Also include clear instructions for where the client should store the final package.

90. Ask for feedback in a structured way, such as “What was clear” and “What felt confusing.” Use patterns in feedback to improve your templates.

Staying Informed (Trends, Sources, Cadence)

91. Follow recognized genealogy standards and ethics guidance as your baseline. Standards protect your quality when you are busy or under pressure.

92. Monitor policy updates for the states and counties you work in most. Access rules for records can change, and you need to know before you promise a path.

93. Check repository websites before each visit. Hours, rules, and appointment requirements can change without much notice.

94. Schedule continuing education time each month. If you do not plan it, it will not happen.

95. Keep a short “lessons learned” log after projects. Small adjustments to your workflow compound into faster, better work.

What Not to Do

96. Do not present guesses as facts. Label a hypothesis as a hypothesis and explain what would confirm it.

97. Do not rely on a single record when the conclusion matters. Look for supporting evidence across multiple sources.

98. Do not share client stories or identifying details without written permission. Privacy mistakes can end your reputation.

99. Do not keep sensitive client information longer than you need it. A smaller data footprint reduces risk.

100. Do not advertise services that may require state licensing until you verify the rules where you work. “I did not know” will not protect you.

101. Do not accept a project that you cannot complete within your promised scope and timeline. Refer it out or narrow the scope before you start.

If you are new to business, keep your focus narrow. Pick a clear service lane, build a solid process, and protect client trust with strong documentation and privacy habits.

Then improve one system at a time as you gain experience and see what your customers truly need.

FAQs

Question: Do I need a certification to start a genealogy business?

Answer: Certification is not required to start, but clients often expect a proof-based process and clear source citations.

Use recognized genealogy standards and ethics guidance as your baseline for how you research, document, and report findings.

 

Question: Can I start this business on my own, or do I need partners or investors?

Answer: Most genealogy businesses can start as a solo, home-based service because the main asset is your skill and time.

Partners make sense only when roles and quality standards are clear, and outside investors are uncommon for this type of service business.

 

Question: What business structure should I choose for a genealogy business?

Answer: Your structure depends on liability, taxes, and how you plan to grow, so compare options before you register.

Many small businesses start as sole proprietorships and later form a limited liability company (LLC) as risk and revenue grow.

 

Question: Do I need an Employer Identification Number (EIN)?

Answer: It depends on your structure and whether you will hire, but many owners get one to keep business paperwork separate.

Apply directly with the Internal Revenue Service using its free Employer Identification Number application process.

 

Question: Do I need a general business license if I run the business from home?

Answer: It varies by city and county, and some places require a general business license even for a home office.

Check your local business licensing portal and ask about home-occupation rules for a service business.

 

Question: Do I need permits or zoning approval for a home office?

Answer: It varies by jurisdiction and often depends on client visits, signage, and the type of activity in the home.

Contact your city or county planning and zoning office and ask what triggers a home-occupation permit.

 

Question: If I rent office space, what approvals should I check before I sign?

Answer: Confirm zoning allows your use and ask the building department what approvals apply before you move in.

Also ask the licensing office if the address requires a separate business license or other local registration.

 

Question: Do I need to collect sales tax on genealogy services?

Answer: Sales and use tax rules vary by state, and some states tax certain information or research-related services.

Check your state Department of Revenue guidance on taxable services before you decide whether to register and collect tax.

 

Question: Do I need a private investigator (PI) license for heir searches or locating people?

Answer: It depends on your state and the exact services you advertise and perform.

Before you market heir search, skip tracing, or similar work, check your state PI licensing agency and confirm what activities require a license.

 

Question: What insurance should I have before I take my first client?

Answer: Start with general liability insurance and ask about professional liability coverage for errors, omissions, and client disputes.

If you store sensitive client data, also discuss cyber-related coverage and any contract requirements from partners or venues.

 

Question: What equipment do I need to launch a genealogy business?

Answer: At minimum, you need a reliable computer, secure storage, a scanner, and tools for writing and organizing reports.

Plan for strong account security, multi-factor authentication, and a backup method that protects client files.

 

Question: What supplies should I plan for if I visit archives or libraries in person?

Answer: Bring only what is allowed and use basic tools that protect records, such as pencils instead of pens.

Check the repository’s research room rules before each visit because allowed items and handling rules can change.

 

Question: What documents should I have ready before accepting a project?

Answer: Use a written agreement that defines scope, deliverables, timeline, payment terms, and confidentiality.

Also prepare a standard report template, a research log format, and a secure method to exchange files with clients.

 

Question: How should I set up client data security and file retention?

Answer: Collect only what you need, protect it with access controls, and dispose of it safely when you no longer need it.

Write a simple retention rule for how long you keep files, and apply it consistently across all clients.

 

Question: How do I handle restricted vital records when clients need certified copies?

Answer: Access rules vary by state and the requester’s relationship to the person named in the record.

Use official vital records guidance to identify the correct office for the event location and confirm what documentation is required.

 

Question: What is a simple workflow that keeps genealogy projects organized?

Answer: Start with a clear research question, build a research plan, and keep a research log of every search you perform.

Save record images and citations as you go, then write a conclusion that matches the evidence and addresses conflicts.

 

Question: How do I price my work so I do not undercharge?

Answer: Track your time by task type and include research, writing, admin work, and client updates in your estimate.

Offer fixed-scope packages or time-capped work so you can control exposure when records are hard to access.

 

Question: How do I control scope creep when clients keep adding “one more thing”?

Answer: Put scope in writing, and pause work when the request changes until you confirm the new scope and terms.

Use a simple change process so added work becomes a new phase or a new project instead of free extras.

 

Question: When should I hire help or outsource tasks?

Answer: Consider help only after you have steady demand and you can define the task, standard, and deadline clearly.

Outsource low-risk tasks first, and limit access to client data to only what a helper must see to do the job.

 

Question: What marketing works best for a trust-based genealogy service?

Answer: Focus on referrals, partnerships with libraries and historical groups, and clear online content that explains your process.

A redacted sample report and a simple explanation of how you reach conclusions can build trust faster than ads.

 

Question: What should I track each month to know if the business is on track?

Answer: Track inquiries, conversion rate, average project hours, and your effective hourly rate after all time is counted.

Also track cash reserves, pipeline value, and how often scope changes, because these predict future stress.

 

Question: What are the most common mistakes new genealogy business owners make?

Answer: The big ones are vague scope, weak citations, poor file security, and overpromising outcomes that records cannot support.

Another common issue is ignoring local rules for licensing or home-occupation requirements until a problem appears.

 

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