Every party in a mortgage transaction hopes for a smooth loan signing. Mistakes, no matter how small, can be a headache for everyone involved. As Notary Signing Agents, there are several things we can do to help ensure that our signings are error-free:
- Touch base with the signer
- Review documents and instructions before the signing
- Check all your Notary tools
- Know who to contact with questions
- Double- and triple-check before leaving the signing
1. Touch base with the signer
Calling the signers to confirm the signing details ensures that you have the location, date, and time correct, and that they do as well. You can also verify that the appropriate parties will be there, including any witnesses, if required. Equally important, you can remind the borrower to bring photocopies of their ID and any other required documentation, which will reduce the time spent at the signing. Speaking with them prior to the appointment also lets them ask any questions about the process and gives you sufficient time to find answers or have someone from the title company or the bank address them directly.
2. Review the documents and instructions before the signing
If possible, review the documents before heading to your signing so that any questions can be addressed beforehand. That’s especially important if you are not familiar with the type of loan or if you are notarizing out-of-state documents. Determine which color ink is required, how many forms of ID are necessary, and verify whether there are any additional instructions, such as obtaining required documentation from the signer. Doing this allows you to familiarize yourself with the transaction and keeps the signing moving along.
3. Check all your Notary tools
Is your Notary stamp inked? Do you have multiple blue and black pens? Do you have a paper clip, binder clip or stapler to attach the check they gave you? Is your cellphone charged? Do you have your journal? Making certain you have all the necessary tools, in working order, saves time at the table and allows you to focus on the task at hand: getting those documents signed accurately. Also, having everything you need in your Notary bag shows the signer you are prepared and take your job seriously. It also helps to keep the appointment going smoothly and on time.
4. Know who to contact with questions
It’s likely that the signers will have questions at closing. You won’t know the answers to some questions, while others you shouldn’t answer. It’s important to know who to contact. Prior to the signing, ask the title company or signing company for the contact information of the individuals who can answer questions. Having that information handy could be the difference between a borrower signing and not signing.
5. Double- and triple-check before leaving the signing.
Let the signers know you want to just do a quick double-check before you head out to ensure all the documents are signed and notarized correctly. They will appreciate the thoroughness you are showing, which allows you to catch any notarization errors. Scanning through one more time before you drop the package will give you additional peace of mind and, hopefully, spare you the need to make a second trip to have the documentation corrected. Before you leave, take the time to verify that every required signature, initial, date, and notarial certificate has been completed correctly, then follow the client’s scan-back and return-shipping instructions without delay.
Marcy Tiberio is a NNA 2015 Notary of the Year Honoree and owner of Professional Notary Services, Inc., in Rochester, New York. She can be reached at marcy@professionalnotaryservices.biz.
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Additional Resources:
Signing Agent tools & resources