The Record

As the real estate industry prepares for an anticipated increase in market activity, notaries are preparing for a higher volume of notary assignments. To ensure they’re ready for market shifts, notaries should follow these dos and don’ts to complete successful signing appointments.

As a notary, you're more than a signature witness; you're an official of the court, impartially validating legal document signings. Dive into mastering your rating and role as a notary with this detailed guide on dos and don’ts for notary assignments.

The Do's of Notary Assignments

1. Master your Documents

Before any assignment, familiarizing yourself with the documents you'll notarize is paramount. The first 'do' is to understand each document's purpose, content, and prerequisites.

Ensure all documents are completed before your stamp hits the paper. Incomplete documents can invalidate the entire notarization process. Verify that all necessary parties have signed, all required notarial acts are notarized, and any critical fields are filled in correctly.

2. Punctuality and Communication

Signers depend on you to be punctual on their signing day. Managing your time effectively and showing up when promised ensures a positive experience for everyone involved.

Confirm appointments and be clear about expectations and processes. You’ll want to confirm the appointment with the signer right away to maintain an excellent rating with your signing service. Verifying times and materials through calls or emails can save both you and the signers valuable time and prevent frustration.

3. Flexibility with Delays

Expect the unexpected. Build in a buffer for unexpected delays. Traffic and last-minute document changes are all part of the job, so prepare for it and strive to be resilient. Adapting to the unexpected is a valuable skill.

4. Stay Educated

Lifelong learners excel and it’s important to stay up to date with any changes in your state’s notary laws. We’d recommend attending renewal and continuing education classes to stay current with changes that affect your notary duties so you can continue to refine your notarization techniques. Each assignment offers a chance to practice your craft, so try to take advantage and refine your habits during each signing to ensure consistent quality service.

This can be a great way to stay sharp in slower market times when there are fewer signing appointments available.

The Don'ts of Notary Assignments

1. Don’t Skip the Notary Journal

Neglecting your notary journal is a shortcut that leads to long-term risk. Journals provide a historic log of your notarial acts, just in case that history needs to be dissected for legal purposes.

Detail-oriented entries with the date, time, signers’ names, document types, and unique IDs should all be documented, every time. You won’t regret recording more information; you may regret not recording enough.

2. Don’t give legal advice

Notaries should not answer questions about loan documents because it can be seen as giving legal advice, which is not within their scope of practice. This includes explaining terms or clauses in the document, such as fees, interest rates, or penalties.

As a notary, you are acting as a neutral third-party witness to the signing of documents. Your role is solely to ensure that all parties involved are properly identified and that the document's clauses are understood and agreed upon.

Resist the temptation to offer legal advice or explanations about the contents of the documents. Even if you think a signer might benefit from a deeper explanation, it could lead to overreach and potential legal issues.

For example, if a signer asks what a fee covers, you should remind them that you are there to notarize their documents and direct them to discuss any outstanding questions with their real estate professional.

Another common question that notaries may encounter is whether a document is legal or valid. It is important to remember that notaries are not trained or authorized to make these judgments. If a signer has concerns about the legality of their document, they should seek guidance from an attorney.

It can be challenging to know where to draw the line when it comes to offering information and sticking to your role as a notary. The key is always to prioritize staying within your designated responsibilities and refer any legal questions back to the appropriate professionals.

One way to avoid confusion or misunderstandings is to clearly explain your role and limitations at the beginning of each signing. This can help set expectations for both you and the signer, ensuring a smooth and professional process.

3. Outdated Practices

Becoming out of touch with the current notarial rules and technologies can be a disservice to your clients and yourself. Modern notaries utilize technological tools for timesaving, enhanced accuracy, and convenience.

Whether it’s digital notarizations, encrypted documents, or email scanning services; the technology world has embraced notarial duties. Staying on top of these trends and tools can help you maintain a competitive edge in the industry.

Notary services are continually evolving services in high demand.  In a constantly changing market, looking into additional services and specializations can help you expand your offerings and reach new clients.

4. Don’t Let Your Credentials Expire

Not getting your credentials on time or missing expiration dates can have legal and professional consequences. For signing services like Jot, your profile may become inactive if your credentials are not up to date and you will be ineligible for new signing offers.

We recommend setting a calendar reminder for when you need to reapply or renew your notary commission license, errors and omissions insurance, and notary signing agent exam.

Keep a notarized copy of your credentials accessible. In case a client questions your status, having this on hand will reinforce their confidence in your service.

By being disciplined, vigilant, and continually educated, you can solidify your reputation as a professional in demand. By avoiding shortcuts, legal overreach, and complacency, you will protect your notarial commission and the integrity of the notarial process. Remember, as a notary, your signature is your bond—make it count.

Learn more about getting started as a Jot Notary.

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Are you looking to stand out as a notary signing agent and build a stellar reputation? Scoring that ever-coveted 5-star signing is what every successful notary aims for. As a notary signing agent, having the right attitude, preparation, and knowledge of how to handle every step of the process accurately can make all the difference in delivering an exceptional signing experience. Here are our top five tips for scoring that five-star signing so you can take your success as a notary signing agent to the next level!

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1. Be prepared

Being well-prepared is crucial. Make sure to have a full tank of gas and all the necessary materials for signings, such as professional seals, notary stamps, journals, pens, business cards, and a high-quality printer and scanner. These tools will enable you to print and scan documents on the go, ensuring you're fully equipped to handle scanback requests.

While having the right materials is part of being prepared, it is equally important to dress for success! Show up in attire that is suitable for the occasion to leave a positive and professional impression on your signers.

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2. Be diligent

Do your best to double-check your work in order to avoid any errors. Mistakes such as missed signatures, missing pages, or a missed stamp could result in a less-than-stellar rating. 

Be sure to review the documents thoroughly and make sure that all documents are filled out correctly with accurate information. It’s also important to take your time while signing so that there aren’t any rushed signatures!

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3. Complete your notary signing agent tasks on time

The Jot™ platform will provide you with all the expected deadlines for tasks. You’ll want to check your signings and make sure each step is completed on or before the deadline.

For example, you’ll want to return your scanbacks within four hours of the appointment start time. Timeliness will help to keep each transaction on track and will help you reach your ideal 5-star rating! 

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4. Stay positive

Maintaining a positive attitude can truly make a difference. As professionals who often work independently, having a positive mindset can help navigate the challenges that come with being on the go.

You will likely encounter individuals from diverse backgrounds and lifestyles. Regardless of any differences, your goal is to create an environment where your signers feel at ease throughout their interaction with you.

 A positive attitude not only elevates one's own well-being but also creates a ripple effect, positively impacting those around you. It allows you to approach each signing appointment with enthusiasm, provide excellent customer service, and build strong client relationships. 

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5. Communicate proactively

Clear and concise communication skills enable a notary signing agent to establish trust and understanding with signers, ensuring that the loan signing process proceeds smoothly and efficiently. Whether it's maintaining proactive communication with escrow officers or signers, a skilled loan signing agent knows that effective communication is a crucial element of their profession.

The Jot™ platform provides a seamless solution for managing signing statuses by allowing you to effortlessly track and mark off each task. Once the appointment is confirmed, ensure that you mark off each step in Jot to indicate the readiness of all parties involved.

By following these five tips for scoring 5-star signings, you can elevate your reputation as a notary signing agent and excel in your field. Having the right attitude, preparation, and attention to detail will ensure that you deliver an exceptional signing experience, setting you apart from the rest. Don't settle for anything less than excellence in your journey toward building a stellar notary career!

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Learn more about what goes into ratings at Jot here.

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As a notary signing agent, ensuring that you provide high-touch service is crucial for both your clients and your reputation within the industry. However, even the most experienced notary signing agents can make mistakes from time to time. In this blog post, we'll share valuable tips on how to avoid some of the most common notary signing agent errors, to help ensure your signings run smoothly and professionally.

Common signing errors

With many rules to follow, it's no wonder that mistakes can happen from time to time. While these common notary errors might seem small, they can cause inconveniences for all parties involved in the transaction. So whether you're an experienced notary professional or just starting your journey, it's smart to stay on top of these potential errors and learn how to avoid them.

One frequent mistake is neglecting to verify the signer's identity thoroughly, leading to potential fraud or misrepresentation. Another potential error is failing to maintain an organized and accurate notary journal, which can create difficulties in tracking and validating past transactions. 

Additionally, some notaries might need to pay more attention to essential details in the document, such as missing signatures or incomplete fields, which can nullify the document's legality. 

Misunderstanding state-specific notary signing agent laws or improperly affixing the notary seal are other common oversights that may result in severe consequences. It is crucial for the notary signing agent to be diligent and well-informed to avoid these pitfalls and ensure the integrity of the documents they handle.

What happens if a notary makes a mistake?

If a notary makes a mistake, it may make the document invalid, causing delays or even legal disputes. In some cases, the notary may be held liable for any damages arising from their negligence. Therefore, it is of utmost importance for a notary signing agent to exercise diligence and double-check their work to avoid any potential errors that may jeopardize the integrity of the documents they are entrusted with.

Avoiding notary signing agent mistakes

By following ten easy and practical tips, notaries can significantly reduce errors and provide highly professional, accurate services during signing appointments. 

10 tips for a smooth signing

1. Thorough preparation: Review the documents and requirements ahead of time to ensure you have a clear understanding of what is needed for each signing appointment.
   
   
2. Verify identification: Always double-check the signer's identification, making sure it is valid and matches the name on the documents being signed.
   
   
3. Use checklists: Create a checklist for each type of notarization you perform, and refer to it during the signing appointment to ensure you don't miss any steps.
   
   
4. Take your time: Don't rush through the process. Take your time to read through each document and ensure all necessary fields are filled out correctly.
   
   
5. Stay organized: Keep all documents and materials in a neat, orderly fashion to avoid misplacing or overlooking essential items.
   
   
6. Know your state's laws: Stay up-to-date with your state's notary laws and regulations to ensure you're compliant with all requirements.
   
   
7. Ask questions: If you need clarification on something, feel free to ask the signer or seek guidance from a reputable source, such as your notary association or mentor.
   
   
8. Maintain proper records: Keep a detailed and accurate notary journal for every notarial act performed, including the date, time, type of notarization, and other required information.
   
   
9. Stay within your scope: Only perform notarial acts that you're authorized and qualified to do. If you're unsure if you can perform a specific notarization, consult your state's guidelines or seek legal advice.
   
   
10. Continuing education: Regularly participate in notary training courses and workshops to stay current on best practices and industry updates.

By adopting such practices, notaries can instill trust, confidence and build their reputation as distinguished and reliable professionals in the industry. 

Jot helps notaries complete successful signings by giving them the platform they need to grow their earnings and deliver high-touch service with ease. As part of Jot's commitment to keeping notaries up-to-date, we offer quarterly webinars featuring industry insights. Learn more about the benefits of working with Jot.

Recent fluctuations in the real estate market can make it harder for loan signing agents to secure signings. However, it’s important to focus on the upkeep of your skills even in an ever-changing market. 

In order to be successful in the notary business, you need to understand how the market has been impacted and what today’s signers are looking for. Keeping up with industry best practices and trends, having the right tools and equipment, learning various transaction types, and becoming familiar with the notary community are some of the key steps you can take to be a successful loan signing agent in today’s market.

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Stay up-to-date on industry changes

The loan industry is constantly changing, so it’s important that you stay informed on all the latest updates. This way, you can be sure that you’re always providing your clients with the most accurate information possible. There are plenty of ways to stay informed including tutorials, and following relevant blogs and social media accounts.

Furthermore, state laws can change from time to time. Visit reputable notary sites, and subscribe to industry publications to stay on top of updated notarization guidelines.

During periods of slow business or when you have time, you can even take some refresher notary training to keep your skills sharp. 

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Explore professional development opportunities

If you want to be the best of the best in any industry, you should become a lifelong learner of your trade. The notary industry is no exception, and luckily, there are many free resources available for loan signing agents. 

The National Notary Association (NNA) offers notary-specific training courses, handbooks, and on-demand workshops for loan signing agents looking to continue their professional development journey.

Jot will also be offering webinars and hosting a quarterly speaker series to help those in the Jot notary community connect with one another and stay abreast of the latest industry trends. To learn more about joining the Jot network, visit https://www.signwithjot.com/sign-up. 

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Join a notary community

Look for opportunities to be involved in the notary community. Although the job of a notary has historically been an independent one, there are events and networking groups that exist to connect loan signing agents and empower them to learn about the latest industry changes and regulations, while providing tips and advice from more experienced loan signing agents.

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Invest in the right loan signing agent supplies

Having the right technology can make or break your business. You’ll want to have items like a professional seal, notary stamps, journals, pens, business cards, and a quality printer and scanner so you can print and scan documents on the go, so you’re prepared for scan-back requests.

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Become familiar with various transaction types

One way to stand out from other loan signing agents in your area is to offer additional services beyond just document review and signings. For example, you could offer mobile notary services or even notarize virtual signings, if available in your state, for clients who are unable to meet in person. By offering additional services, you’ll be able to attract more clients and grow your business even further.

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Consider remote online notarization

Remote online notarization (RON), if allowed by your state, is another certification you can obtain to keep your skills up to date. Many signers will opt for a remote notarization, if able. By obtaining the license to notarize remotely, you open yourself to a wider array of potential clients. 

Be sure to check with your state to see if you’re eligible for RON, as each state has its own rules and requirements.

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Stay positive

Despite the market condition, it’s imperative to stay positive. While you can’t control the real estate landscape, you can control the way you respond. Loan signing agents that provide quality services, including being punctual, professional, and efficient, are likely to be more successful than those who don’t. It is also important to double-check all documents for errors before sending them back to the client.

Having a positive attitude and a strong work ethic will help you build trust with your signers and entice them to work with you when they need notarizations. Building a reputation as a quality notary will serve you well in any market change because you can rely on past referrals from clients.

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Adapting to the market

The loan signing agent business has changed a lot in recent years, but it still offers a great opportunity for those who are willing to adapt.

Staying up to date with industry best practices and trends, having the right tools and technology for the job, learning about various transaction types, and building relationships with notaries in your community are all key components to success.

If you’re ready to join a platform specifically created to help loan signing agents succeed, joining the Jot notary network is an excellent starting place. You’ll receive access to necessary resources and training materials that will give you the knowledge and skills you need to succeed. Join today and become one step closer to unlocking an exciting career path as a loan signing agent!