Essential Steps for Effective Signer Confirmation in Notary Assignments

I am back, with what I hope are helpful steps to confirm with your signer either after you accepted the job from the hiring company or when it is direct with the signer.

Last week I gave you a list of questions I suggested you use before saying yes to the job to ensure it is the right one for you.  You cannot rely that the Title Co or Signing Service has already asked and verified everything is good for you to notarize.  So, when you make your confirmation call with the signer consider the following questions.

Questions for the Signers:

1. Do they have valid ID?
   It's crucial to ensure compliance with state requirements. Be specific—ask for a state driver's license, non-driver ID, or US passport or whatever is on your list of acceptable IDs.

2. Will all required signers be present?
   This prevents unnecessary second trips.

3. Are witnesses needed?
   In states like Florida or Georgia, witnesses are required on Deeds, so if witnesses are required, can the signers arrange them? If not, you may need to provide them, and that will incur additional time for you and fees for witnesses.

4. Do all signers speak English or my language?
   Communication is key to a successful signing. You want direct communication with your signers, not having one family member translate for another unless you live in a state that allows for translators (CO and AZ)

5. Are all signers alert and aware?
   It’s important to assess their state of mind.  Are they ready and willing to sign documents.   Have they gone over the numbers or closing disclosure with their Loan Officer.  I have sample questions for alertness later in this email.

6. Can they all sign their names?
   Signature accommodations may be needed and you should be prepared for signature by mark or proxy as your state allows.

7. Do they have pets that might be a concern?
   If they have dogs or cats, you may have allergies, you might like to know if they can be put aside during the signing.

8. What about access and parking?
   Are there any gate access codes or parking restrictions you should be aware of?

Specialty Work: Additional Considerations

For specialty notary work, where you interact directly with customers, there are further questions to consider:

1. Is the caller also the signer?
   Clarifying this can prevent misunderstandings.

2. Do they need traveling service?
   If not, direct them to an alternate service.

3. What type and how many documents are involved?
   This gives you an idea of the scope and time required.

4. Can they provide a photo of the documents?
   If you’re unfamiliar with the paperwork, seeing a photo can help identify any special instructions.

5. What is included in the service?
   Make it clear that your service involves more than just stamping documents—explain the entire process.

6. What payment methods do they accept?
   Knowing if they can handle cash, Venmo, Zelle, credit card, or check can streamline the transaction and get you paid at the table.

7. What time works best for them?
   Ask for the appointment, Offer a couple of time slots and confirm the appointment while on the call.

On Arrival: Confirm and Assess

When you arrive for the signing, take a moment to assess the signer’s awareness. It may be that it is appear ant they are alert and aware, but if not, consider extra questions directly to that signer.  This is particularly important for vulnerable populations, such as accident victims, seniors, or those in healthcare facilities. Confirm their orientation by asking:

1. Who are they?

2. Where are they?

3. What document are they signing?

4. Who else is in the room, and what is their relationship?

5. Do they want to proceed with the signing?

Document your findings in your journal, including names of witnesses and any relevant details about the signing process.

The Final Touch: Requesting Reviews

After the appointment, don’t forget to ask for a review. This can be on a receipt, via text, email, or even face-to-face. Positive reviews are vital for attracting new customers, so tailor your request based on how they found you—whether it’s Yelp, Google, or another platform.

Conclusion

By asking the right questions before each notary assignment, you can avoid potential pitfalls and ensure a smooth signing process. Preparation is key to your success as a notary, so make these questions part of your routine. Happy signing!

At your service,

Laura
www.coachmelaura.com  (Laura's Inner Circle free group zoom call)
www.notarycoach.com/lbp (Laura Biewer Presents)
www.calendly.com/biewer (free strategy call)