I have been asked by Notaries numerous times over the years how they can get more work. I have compiled some of the things that set good NSAs apart from bad ones. A lot of these suggestions may seem like little things, but they make a huge difference.
Act like a professional
From the moment you answer the phone until the minute you return a package, you are on the clock. You are the only face these borrowers might ever see regarding their mortgage. That is a huge responsibility and should not be taken lightly.
Companies consistently stress the importance of accuracy and attention to detail. Even small errors — like a missed signature, incorrect date, or overlooked notarial certificate — can delay funding and frustrate clients. Signing Agents who carefully review documents, follow instructions precisely, and catch potential mistakes before leaving the appointment earn a reputation for reliability. That level of thoroughness not only protects the borrower and lender, but also builds long-term trust with hiring companies.
Notaries should act professionally regardless of the circumstances. It doesn’t matter if the signing is in an office, someone’s home or on the hood of a car. Always answer your phone as if a customer is on the other end. “What “, “Huh,” and “Yeah?” are never acceptable greetings.
Dress as though you work in an office. Speak to the borrower in a way that shows you are knowledgeable about the documents in the loan package and you are there to help them through the process. No matter how irate or upset they are, don’t trash-talk the signing company, bank or title company. There is never any circumstance in which this is acceptable.
Always return calls. I once asked a Notary why he never returned my phone calls. He responded that he didn’t call me back because he couldn’t accommodate the signing. Think of how many businesses you interact with daily. Do you want to work with someone who doesn’t return your phone calls? I don’t.
Educate yourself. I cannot say it enough. Stay on top of Notary changes in your state. The mortgage and title industries are not stagnant. They are always evolving and changing. Taking the proper steps to make sure you are on top of those changes increases not only your knowledge base but can also open more doors for you. The better we are as a whole, the more good that gets said about us, and the more work we will get and the more prosperous we become.
“Companies give their business to professional Signing Agents who they are confident will provide error-free signings for them.”
— Carol Ray, Notary2Pro
Have the tools necessary to do business
Signing Agents need the tools to be prepared for every situation. A cell phone isn’t enough. You should have a printer that prints both letter and legal-size paper. You should be able to scan more than 10 pages at a time, and not only be able to scan them but also password-protect them. You’d be surprised how many NSAs fall short in one or more of these areas.
In today’s Notary landscape, companies are also looking for Signing Agents who are technologically prepared. Having a reliable dual-tray laser printer, high-speed scanner, and mobile internet access ensures that documents are handled quickly and securely. Many firms now expect agents to be familiar with remote online notarization (RON), in-person electronic notarization (IPEN), and remote ink-signed notarization (RIN), as these tools can help to streamline transactions and reduce errors. Demonstrating comfort with digital workflows not only makes you more efficient but also positions you as a forward-thinking professional ready to meet the evolving needs of lenders, title companies, and clients.
You should have all types of packing materials for various services for sending closing documents back. Make sure to keep up with the appropriate licenses and insurance required in your state. I cannot tell you how many times I call a Notary who doesn’t have a title producer’s license in a state that requires it, or doesn’t carry E&O insurance because they don’t feel they need it.
Running any business carries expenses, and I understand that. Back in the day, I almost cried when I had to write a $2,500 check for my full-size copier when I started out solo. Today, I realize it was the best money I ever spent. Over the long run it saved me time and money. I could print packages quickly — and print from the road, if necessary — and it saved me money on toner and parts. That copier allowed me to take on more signings which generated more income. Look at the big picture. Decide what you want your business to look like and what you want to get out of it. That will help you decide where to spend your money.
Communicate regularly with the borrower and the company
A successful signing is not limited to what happens at the signing table. Hiring companies need Signing Agents who communicate throughout the entire assignment.
Read the complete order before accepting it. Confirm the appointment according to the company’s instructions, and make sure the signers have acceptable identification, required witnesses, funds or documents, and everyone who must sign is available for the appointment.
If documents are late, the signer changes the appointment, identification is unacceptable, or another issue arises, notify the hiring company promptly. Do not wait until after the signing—or after a shipping deadline—to report a problem.
Once the appointment is complete, provide the required status update, scanbacks and tracking information. A company should never have to repeatedly contact you to find out whether an assignment was completed.
Protect the borrower and the transaction
Signing Agents are trusted with some of a borrower’s most sensitive personal and financial information. Treat every confirmation, email, identification document and loan package as confidential.
Use secure devices and internet connections. Keep printed documents out of sight and inaccessible to unauthorized individuals. Do not leave packages unattended in public places or visible inside a vehicle. Follow the hiring company’s instructions for transmitting, retaining and securely deleting electronic documents.
Be cautious when an unfamiliar person asks you to email documents to a different address, upload information through an unverified link, photograph identification or disregard an established procedure. When a request is unusual, pause and independently verify it with the hiring company.
Protecting borrower information is not simply a technology issue. It is part of the trust a company places in you whenever it assigns you a task.
Know when to stop and call to get guidance
Companies value Signing Agents who are knowledgeable, but they also value agents who understand the limits of their role.
You should be able to identify the documents, point out information contained in them and guide the signer through the signing process. However, you should not interpret legal language, explain why the lender structured the loan a certain way, give legal or financial advice, or tell a reluctant signer what decision to make.
When a signer has a question outside your role, contact the appropriate title, escrow or lending representative. Do not guess, improvise or attempt to persuade the signer.
A professional Signing Agent does not need to have all the answers. A professional Signing Agent knows who should provide the answer and how to keep the assignment moving without exceeding their authority.
Be prepared in case something goes wrong
Equipment and technology sometimes fail. Traffic, weather, printing problems and shipping issues happen. Hiring companies pay attention to how a Signing Agent responds when the unexpected occurs.
Keep extra paper and toner available. Know where you can print if your primary printer stops working. Maintain reliable internet and phone access, know the shipping carrier cutoff times in your area, and have more than one drop location available.
Most importantly, communicate immediately when a problem could affect the appointment or the return of the documents. Companies can often help solve an issue when they know about it early. They cannot help when they learn about it after a deadline has passed.
Help others promote their business
Develop relationships with other Notaries in your area. Nothing makes me happier than when I call a Notary for a signing, and they can’t do it but know someone who can. That shows me they have the team spirit I value in a Notary and the interest to help me succeed. If they help me succeed, I’ll help them.
We all have lists of companies we don’t like, but spread the word about the companies you do like. Don’t be afraid that it will cost you assignments. It won’t. You’ll get more. But there are two sides to that coin. Most of us have read online Notary forums. Sometimes we let our personal feelings override good judgment when we post messages and comments. I often cringe over what I read. Know that what you write will be read by people who are deciding whether they want to work with you or not. Be careful not to become the Notary nobody wants to work with.
“We love working with a Notary Signing Agent that clearly loves what they do and makes an effort to share that in their directory listings, LinkedIn profile or on their website.”
— Bill Soroka, author of “Sign & Thrive: How to Make Six Figures as a Mobile Notary and Loan Signing Agent”
What this boils down to is that you are the face of your business and a representative of a billion-dollar industry. Conduct yourself in a manner that makes companies want to call you first when they have a signing in your area. Make them want to work with you. If you do these things, fantastic. If you do some of these things, try to incorporate a few more. Need a little direction? Give me a call, I’d love to share what I’ve learned.
Marcy Tiberio is the NNA 2025 Notary of the Year and owner of Professional Notary Services, Inc., in Rochester, New York. She can be reached at marcy@professionalnotaryservices.biz.
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