In the fast-paced world of loan closings, a successful appointment depends on more than just showing up with documents. The Notary Signing Agent must keep the appointment on track and ensure that distractions and other issues do not disrupt the loan document signing process. This guide explains how to stay in control during a signing.
Take control of the signing from the start
Control doesn’t mean being rigid or bossy — it means the Signing Agent should guide the appointment to keep it professional, efficient, and accurate.
New Notary Signing Agents often lose control due to environmental distractions: children running through the space, pets running around or jumping on the table, signers taking unrelated phone calls, or even a loud TV in the background. When the environment becomes chaotic, errors increase, the signing takes longer, and frustration builds for everyone involved.
Why staying in control of a loan signing appointment matters
A loan signing is not a casual visit — it’s a structured, time-sensitive appointment involving legal documents that must be executed correctly.
When the environment is disorganized:
- Critical signatures, initials, or notarizations can be missed
- Documents may get shuffled out of order
- Borrowers may unintentionally disrupt the process
- Your authority as the Notary Signing Agent becomes unclear
The result? Delays, mistakes, and potential funding issues.
Steps to stay in control of a loan document signing while remaining polite, friendly and professional
Set expectations before arrival
Use a confirmation call or text before the appointment to establish a professional tone:
“We’ll need a clear table space, all signers present, and a current photo ID ready. Please plan for approximately [X] minutes.”
Start with a confident introduction to the signer
When you meet the signer, introduce yourself and clearly outline what you are there to do:
“Thank you for having me. My role is to guide you through the signing and notarize where required. I can’t provide legal or financial advice, but I will explain what each document is and indicate where to sign. If detailed questions come up, we’ll set that document aside and follow up with the title company or your lender to ensure you receive accurate information.”
Request a proper workspace immediately
Don’t just put down the loan documents and start the process in any old place. Find the best place to work without distractions:
“Where is the best well-lit table we can use to make sure everything is completed accurately?”
Address distractions professionally
Set guidelines for the appointment clearly and courteously with the signer:
- “To keep us on track, let’s silence phones for now. If you need to take a call, we’ll pause.”
- If there are pets, ask if they can be kept outside the work area: “Would you mind placing the dog in another room? It helps keep documents clean and organized.”
Use confident transitions to guide the signing
- “Next, we’ll review…”
- “Now we’re moving on to…”
- “Before we continue, I’m going to double-check this page…”
Control is really about leadership. Borrowers don’t want a drill sergeant. They want a knowledgeable professional who can guide the process smoothly and confidently.
What Signing Agents need to remember during assignments
Being a successful Notary Signing Agent isn’t about pretending to know everything — it’s about maintaining control, communicating clearly, and preparing effectively.
- Control the environment to prevent errors
- Lead the signing with confidence and structure
- Communicate clearly to receive the right level of support and cooperation
Being new isn’t the problem — unexpected issues are. Clear communication and preparation reduce surprises and help you build a strong, reliable reputation in the loan-signing industry.
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.