Navigating Loan Signing Success in 2025 for Notary Entrepreneurs

It is 2025, and you may have felt an uptick in Loan Signings at the end of 2024! As a Notary entrepreneur, I have many specialties, including Loan Signings. I always keep my credentials current for real estate loan signings as they are part of a stable and sustainable business.

I hope this message finds you well! We are crucial in ensuring smooth and successful loan signing transactions. To help you navigate the process from acceptance to invoicing, I've compiled 10 key steps to enhance your efficiency and professionalism in managing loan signings.

1. Accept the Right Assignments

• Fit Your Business Plan: Only take on assignments that align with your skills and availability.

• Undisclosed Work: Be clear on additional tasks like scanning back or same-day drops.

• Safety First: Choose locations that are safe and accessible.

It is important to remember not every assignment is your assignment.  Be sure you understand the scope of work required vs. the payment agreed to. Once you remove expenses, the job could be upside down. 

2. Contact the Borrowers

• Confirm the ID they will present.

• Ensure the borrower's name on ID matches (can be less than) across documents.

• Inform them about any additional documents they must provide, like a photocopy of their ID, check, or insurance information.

• Verify the estimated time needed and the workspace will allow for uninterrupted signing.

You will want to make sure they understand what will happen when you get there, and to have contact information in case they have questions since you cannot explain why on any documents.

3. Print and Prep Documents

• Print confirmation and identify all requirements.

• Highlight any instructions such as ink color, return requirements, and initialing directions.

• Prepare two sets of documents single-sided as per size specifications.

• Identify the Closing Disclosure or Settlement Statement and pull it to the front or add a tab so you can start with this summary document. Leave all other documents in order as printed. 

• You may want to identify with tabs any documents that require notarization and the Patriot Act.

4. Arrival: Evaluate the Environment

• Ensure the signing area is appropriate; suggest alternate locations if necessary.

• Be mindful of pets and children, ensuring a calm environment for the appointment. Consider keeping extra paper for coloring or doodling. Discuss allergies before arrival, as most signers have a pet in the home.

You will be walking into their private environment and may find it is not conducive to the job.  Allergies, lack of table or chairs, air quality, lighting concerns, etc., may require you to offer to work in a different area of the house, outside, or even a location like a coffee shop nearby.  Your safety and the safety of the documents are of utmost importance.

5. At the Table: Describe the Signing Process

• Clarify your role as the Notary Signing Agent (NSA).

• Explain how the signing will proceed, including date reminder, signing requirements by title, handling corrections, and explaining the responsibilities of each signer.

Keep "firm but gentle" control; you are in charge, and they expect you to lead them through the signing ceremony. 

6. Execute the Documents

• Present key documents like the closing disclosure so the numbers are what they are expecting. Direct where signatures and initials are required for each document so that the numbers in the transaction are confirmed. If they are okay, then the rest should be fine.

• Collect signatures and initials and notarize documents when required. Have signers complete any forms requiring fill-ins, like the Information Statement, even if they have already filled them out. Then, Complete journal entries as required by your state.

• Remember, as the signing agent, you fill out the patriot act, which is usually not notarized, so your title is Signing Agent, not Notary.

There are several methods for recording in the journal, including as you go for each document, upfront, or at the end, whichever is most efficient for you.  What is important is that what you write is readable, and you have collected what your state requires, enough for someone looking at it later to make sense of what was performed. I use an E-journal by www.JuratInc.com

7. QA/Review the Documents

• Double-check for missing signatures, initials, dates, and notary seals.

• Provide copies of the documents to the borrower.

Consider looking from the bottom up rather than the top down to shake up your eyes and see things fresh.

8. Communicate Signing Status/Completion

• Update the contracting company on the completion status using their preferred communication method.

• Let the signer know your next steps, such as scanning or dropping the package to the shipping company.

• Submit your completion report if needed or call or text your contact of the completion.

9. Drop the Package

• Whenever possible, hand off documents to a person at the drop location.

• Familiarize yourself with drop times and locations for FedEx and UPS. It is a good idea to have envelopes and shipping sleeves in your inventory of supplies; they are free.

• Get a receipt; this is your proof of shipping and may be requested later.

10. Invoice the Customer

• Complete a completion report on the hiring company portal if that is how they expect you to close the assignment; however, consider creating your invoice for your record.

• Use a pre-formatted invoice included in the package for title direct assignments, communicating completion before drop.

• Track unpaid assignments.

• Whether you print out your completion report or create an invoice, enter it into something that will remind you that your payment is due.  I use www.notaryassist.com to generate invoices and reports of unpaid assignments for me.

BONUS: Collections

• Know the steps and timing for pursuing collections.  If there is 60 days policy for payment, then wait for the time to elapse.

• Always give the benefit of the doubt and wait until the agreed time frame has passed before reaching out. Ask if there is anything they are missing to pay you.  IE W9, contract

• Although you may choose to call, follow up in email so you have it in writing.  You will need this later if you must take legal steps.

• If you have a legal plan like Legal Shield, they can issue Demand Letters on your behalf. You can create your own, you can look for samples or use Chatgpt.

• Do not take more assignments from this vendor until resolved.  And consider not working for them in future as it doing the work and not getting paid doesn’t help your business.

By implementing these key strategies, you'll meet the expectations of your hiring companies, title agents, and signers and enhance your reputation as a competent and confident agent.

I would love to share additional resources to help you on your journey.

You may schedule a call at www.calendly.com/biewer.   

Also, I have a free weekly group coaching call on Saturday mornings called Laura's Inner Circle. You may sign up for that at www.coachmelaura.com

If you would like private coaching specific to a presentation of loan documents, I have a masterclass for that as well, www.coachmelaura.com/products

If you are looking for a marketing plan and support my colleague Jennifer Neitzel at www.marketing4notaries.com can assist.

If you still need initial training for Loan Signings try www.notarycoach.com  for Bill Soroka’s Sign and Thrive course.

 Here's to your continued success!

At your service,

Laura