How To Conduct a Loan Signing Appointment as a Notary Signing Agent (2024)

Get the notification

Accept the signing appointment

Receive an email with loan documents pdf attached or log into platform and download pdf. Sometimes you’ll have the shipping label ready, print it.

Glance through them, if you see the US Patriot Act you’ll need secondary form of ID, it will list them.

You’ll get the email with instructions and special notes, like witnesses needed or picking up a voided check, a wire transfer, a deed or note that needs to be picked up.

Call the signer ASAP to introduce yourself and confirm date, time and location of signing. If there is multiple signers, call each one. Be sure to tell the signer of any special notes you got, like a voided check, a deed, a note, secondary ID’s (for US Patriot Act form) you’ll be needing from them. They will need current valid ID’s to confirm their identity.

Update the SS by email or platform of confirmed appointment.

Print your loan documents according to the instructions. You might need to resize to all letter or all legal or print according to pdf page size.

Use the pdf page sorter, it makes the job easier.

Print the signers copies on all letter. Each signer gets a copy of the entire loan package, unless otherwise noted. Put the signers copies in a plastic folder.

Flag the clients copy, look for signature lines and notary sections as well.

Feel free to leave yourself sticky notes if you need to remember something about a certain page, like the US Patriot Act form needing 2 forms of ID.

Package the clients copy in a plastic folder. Put the shipping label and shipping envelope in there as well.

Update the SS by email or platform that loan docs were downloaded and printed.

Before the appointment, send the signers a message that you are on the way.

When you arrive at the signing location, update the SS.

Introduce yourself to the signers, give them your business card.

Ask for their ID’s and a table area to settle down for the signing.

Verify their ID with the names in the loan docs.

Bring out your notary journal and fill out their name, address and ID information.

Hand them their copy of the loan documents.

Start the loan signing.

Show them the documents and have them verify their information like name spelled correctly, address, loan terms, interest rate and amounts. “Does this information look correct to you?” Yes? Perfect.

Only hand them the documents that require their signature (the ones you flagged).

Have them sign as the documents have it printed unless their signature is a special one. It’s not a big deal.

Make sure to remind them of today’s date to write it correctly, the wrong date happens a lot. If it does, have them cross out with a single line and initial and correct it.

When they hand back the document, check the signature and date.

Any questions they might have about loan terms, amounts, what does this mean, call the SS or person of contact you were given. If none, call their loan officer. The signers usually have a point of contact.

When you come to a document you are going to notarize, note the title of documents in your notary journal. Have the signers sign your journal after every notarial act. Thumbprints as well.

Make sure you do the full notarial act, like acknowledgments “do you acknowledge that this is your signature and you are signing voluntarily?” Yes? Thank you.

When finished, tell them you’ll take a few minutes to check the docs again for missing signatures and dates.

Once you are done, say “I will get these over to the office ASAP, if you have any further questions please contact your loan officer, if you need my services again I left you my card, it was a pleasure meeting you today, have a great day”.

Notify the SS by email or platform that the signing is complete.

If you need to do scan-backs, scan back ASAP before dropping off the package at UPS or FedEx. Sometimes you will need approval after scan-backs.

Once you are approved, drop off at a location and get the receipt.

Send the SS an update that docs were shipped.

Follow up with them in a few days to make sure they got the docs.