When you are a brand-new Notary Signing Agent, everything feels like high stakes: the documents, the timing, the borrower’s questions, the lender’s deadlines, and that little voice in your head worrying that you are going to mess something up.
It’s easy to make mistakes at this stage. Over the years, I’ve noticed a handful of common mistakes many new Signing Agents make. The good news is that these errors can be prevented and overcome by developing good professional work habits when you’re on assignment. Let’s take a look at these common pitfalls and practical ways to eliminate them so you look (and feel) confident and successful at the loan signing table.
1) Poor communication before, during, and after the loan signing
Among the most common mistakes inexperienced Signing Agents make are communication problems related to loan signing appointments.
New agents sometimes forget to ask for important questions about an upcoming assignment. assignment. Or during the signing, a question comes up and the Agent doesn’t know who to call for information. And after a signing, some Signing Agents neglect to report how the appointment went, so the hiring party is blindsided when the loan document package arrives late or incomplete.
Why communication matters for Notary Signing Agents:
Loan signings involve multiple stakeholders, and your reliability is measured by clarity and follow-through. Proactive communication protects you and the borrowers, and also helps ensure the transaction is completed correctly and on time.
Tips to prevent communication problems during signing assignments:
Before the signing takes place, ask these questions to make sure you know what you need to do:
- If you need to print loan documents:
“Any special instructions for printing the documents?”
“Do I print the documents at letter or legal size?
“Is there a required ink color?”
“Any witnesses required?”
- If you are asked to provide scanbacks (which is when, after closing, you scan and upload to a secure portal of the executed closing package) of any documents:
“Which pages do you need scanbacks for, and what is the deadline to send them?”
- Always ask if you will be collecting funds from the borrower as part of the assignment. If so, follow up with these questions:
“Can the borrower provide a personal check, or does it have to be certified funds?”
“Who should the funds be made payable to?”
Know who to call if questions come up during the signing.
Have a contact list to answer any questions before the assignment starts, including the following:
- The signing service dispatcher/coordinator
- An escrow or title company contact
- The lender or loan officer’s contact information (if provided)
- An after-hours number you can reach if any problems arise
Who should Signing Agents contact if there’s an issue at the signing appointment?
- If you have document-related questions such as a missing document page, an error that needs correction, or any printing issues, contact the hiring party.
- If the borrowers have questions about loan terms, fees, interest rates, or payment amounts, contact the lender, the loan officer or the title/escrow company, depending on the instructions provided to you. Remember, as a Notary Signing Agent, you are not authorized to explain or provide any opinions on loan terms.
Report issues at a loan signing, right away — not later!
If one of the problems below comes up, send a brief, professional update to notify the party that hired you that there’s an issue:
- One or more signers are late to the appointment.
- There is a discrepancy in one or more names in the documents.
- The signer is refusing to sign the documents.
- Documents need to be reprinted.
- Be sure to report anything else unusual at the signing that could cause potential problems with the transaction.
Always let your hiring party know when the assignment is complete.
A simple message like: “Package dropped at [carrier] at [time]” along with any tracking number for the documents and the time any scanbacks were sent ensures all parties know when the assignment was completed and shows you are a trustworthy and diligent professional.
2) Not having or not knowing how to use the required tools for a loan signing
Nothing humbles a new Signing Agent faster than trying to figure out how to operate a printer, scanner, or critical mobile device application for the first time under pressure — especially when a borrower is watching and the clock is ticking.
Equipment issues such as having the wrong paper size, low toner, a phone with no power or no extra pens are easily preventable with a bit of careful preparation before the appointment.
Your equipment is essential to your work and how you organize and operate it is part of your professional reputation. If you can’t operate a printer or scan documents reliably, you can’t meet deadlines. And in this industry, reliability is everything.
Tips to stay ready and prevent issues with equipment used by Signing Agents:
Test every piece of equipment before you need it. Don’t let the first scanbacks you ever send be from a live signing. Practice beforehand!
Practice with your actual setup — not the “idea” of it. Make sure your dual-tray printer actually pulls letter and legal correctly, in the right orientation, without you babysitting it. Run a full test print of mixed sizes before an assignment to see what the printer does when the file switches back and forth.
Practice scanning to understand how your scanner and apps work. Confirm your scanner (or scanning app) handles both letter and legal pages, that it captures the full page cleanly, and that your scan speed is realistic for the deadlines you accept. Test how you’ll name files, merge PDFs, and upload them before you’re on assignment and under pressure.
Learn how to prevent and fix common problems with your gear. Know how to clear a paper jam quickly, where your printer rollers tend to snag, how to avoid misfeeds (paper type matters), and how to spot “low toner” early so you’re not mid-print when the ink fades.
Make a checklist of supplies you will need. Include:
- letter and legal paper (extras, not just “enough”)
- spare toner/ink (and drums if your printer requires them)
- blue and black pens that write consistently (plus backups)
- stapler, binder clips, sticky notes
- journal supplies and stamps (as required)
- phone charger + power bank
Create a backup plan for emergencies. If your printer dies, what’s your plan B? A second printer? A nearby secure print option? A backup scanner app? A second hotspot?
Professional signing agents don’t have perfect equipment — they have prepared systems and they know how to use them.
3) Failing to check for errors in the document package
This one is so common — and so preventable.
New agents sometimes feel uncomfortable checking documents for errors at the conclusion of an assignment because they don’t want borrowers to think they did something wrong, or they’re eager to leave. But if they don’t check, they discover missed signatures after leaving — or worse, after the document package is sent for delivery.
Why it matters:
Missed signatures and dates create delays, redraws, re-signs, and unhappy hiring parties. The borrower may have to take more time off work. Title may miss funding deadlines. And you may not get called again.
Tips to make double-checking normal (not awkward):
Tell borrowers upfront that you always need to review documents for errors before the appointment ends.
“At the end, I’m going to do a quick quality check to make sure we didn’t miss anything — it only takes a few minutes and saves everyone time.”
Use a consistent final review method. Check the same items in the same order, every time:
- Make sure all notarizations are completed properly
- Confirm all needed signatures and initials are on critical documents
- Check that all dates are filled in where required
- Verify that all names match on the signer ID and documents according to your assignment instructions.
- Make sure any separate Notary certificates you used are properly attached when needed if you are instructed to fill out and use them.
Do a second check after packaging. Before you put the documents in the package and seal the envelope, reviews them a second time. People easily miss things if they’re rushing.
Confirm the tracking number and delivery details. Make sure you have the tracking number and that the package is going where it should.
Double-checking doesn’t show a lack of confidence — it’s a professional standard every Signing Agent should follow.
The Bottom Line
Most mistakes new signing agents make come down to one theme: trying to wing it in a role that rewards structure. If you communicate clearly, master your equipment and build a non-negotiable routine to check for errors you’ll stand out quickly — and you’ll reduce stress for yourself and everyone else involved. For Signing Agents, consistent, reliable work habits build your professional reputation — and a good professional reputation builds trust in your work.
NNA Notary Ambassador® Marcy Tiberio is an entrepreneur, educator, and Notary advocate and was named as the 2025 Notary of the Year. She owns and operates several businesses: Professional Notary Services, Inc., a nationwide mobile Notary signing service; The Entrepreneur Center at High Falls, a hub for business resources and community events; and The Entrepreneur Shop, an e-commerce store offering swag, digital tools, and promotional items tailored for entrepreneurs.