Category: Development

No matter your profession or standing in a company, errors are things we all try to avoid.

Our goal as notaries is to send back a completed package with no errors so the transaction is approved with no delays. There are many reasons a document can be rejected by title including: Missing signatures, unclear stamp, incomplete notary block, etc… Here are a few steps to take to reduce the likelihood of errors or catch them before submitting to title.

TAKE YOUR TIME

This is going to be your most important step in reducing errors. To often we see notaries rush a signing to move on to their next closing causing signatures to be missed or items forgotten. Go over each document carefully, ensure there are no blank lines, and all signatures and notary requirements are met before moving on.

CHECK YOUR WORK

Take the time to review the package once completed before you leave location. This way any missed items can be corrected there at the table verses having to schedule another appointment and delaying funding or closing.

MAKE SURE YOUR STAMP IS CLEAR AND NOTARY SECTION IS COMPLETE

A document can be executed perfectly, but still rejected due to an unclear stamp. If your stamp is distorted or faded in any section where your information can be deemed illegible, strike a single line through that stamp, initial the correction, and re-stamp the document. All stamps must be legible on a scan and the original to be approved.

Ensure your notary section is filled out completely. There should be no blank lines on a document for the signer, the same goes for your notary section. We see many notaries who assume that their stamp is sufficient for the notary block but that is not the case for most title companies. To save yourself a possible rejection later, fill out the notary section in full.

INITIAL CORRECTIONS

Documents can be rejected for something as simple as a missing initial on a correction. No matter who makes the correction on the document, signer or notary, that party must initial the correction to verify that they were in fact the one who corrected it. This includes corrections to state/county in the notary section.

PRACTICE MAKES PERFECT

One of the best suggestions we can give you is practice.

Try to complete a few sample packages with a friend or family member so you can practice not only your table side manner, but signature placement and filling out notary acknowledgments. The more signings you conduct, the better you will be at executing a signing with little to no errors.

CONTACT YOUR SIGNING COMPANY

The signing company is a resource, not just the company that hires you.

Communication is key to understanding and solving problems at the table. Do not hesitate to contact your signing company so they can assist you with getting questions answered or going over a document you are not familiar with. It is better to ask questions than assume and have a correction later down the road.

The hope and goal for any signing is a smooth transaction and a likeable signer. We all love these types of signings and cross our fingers for this kind of outcome every time.

But…. this is not always the case.

This article will address how to handle a rude or impolite signer properly and professionally.

First and Foremost, Stay Calm.

Keep in mind that they are more than likely not even upset with you as the notary and more with the situation. Real estate transactions can be a long and tedious process that can take anywhere from a few weeks to almost a year depending on the signer’s circumstances.

They are having to deal with multiple people from the lender to title all the way down to you, the notary. It is easily frustrating, and the smallest thing could be a trigger for impolite behavior.

Empathize with your signers.

We all want to feel heard, and our problems validated. A little empathy goes a long way to diffusing an upset client or atmosphere. You understand their position and why this is frustrating, lets find a solution or explanation for the problem.

Loop in Title or the Lender.

Often, the signer is upset over incorrect information or figures on their docs. Docs they have been negotiating and working with their LO on for months! Incorrect numbers when they finally see the light at the end of the tunnel can lead to a quick decline in the signer’s demeanor.

Offer to let them speak to their LO or title contact so any questions or incorrect information can be resolved quickly. Providing solutions to their problems and contacting the correct individual quickly goes a long way in decreasing tension at the signing table.

Do not force yourself to stay in a potentially dangerous environment.

An upset or rude customer comes in a variety of levels. While most can be diffused and the signing put back on track, there will be those few who are unwilling to work with you. Your safety should always come first, meaning if a situation continues to escalate and your attempts to help them or find a solution have not produced the desired result, excuse yourself and offer to reschedule at a later date. Contact title or the signing company who contracted you to explain the situation so they can address the signer directly.

These kinds of situations can be unpleasant, and they are never the types of signings we want at the end of the day. However, by using the above tips and trying to keep in mind their side of the story, practically any situation can be resolved where everyone leaves the table with a smile.

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What are two factors that we all share in our job as a mobile notary?

Travel and meeting New People

While these two things are par for the course for all notaries, our goal in this post is to provide a few tips and tricks to help you stay safe on the road and encountering new people in their home.

There is always a risk in going to a new location, but in following these few steps we are hoping to provide you with the tools and knowledge needed to keep you safe during your signings.

1. If you are able, always let someone know where your assignment is taking place and the general time it will take you to return
2. Make sure your phone is charged so you have the ability to contact someone in an emergency
3. We know this line of work can mean back-to-back signings with minimal opportunities to go home, so bring a mobile phone charger with you just in case
4. Share minimal details of your schedule with anyone you do not fully trust or know
5. All though a great concern for safety, we know it is frowned upon to keep your phone in Ring mode vs Silent or Vibration mode. We suggest one of the latter, only so you can make a quick emergency call if needed.
6. Make sure your car has routine maintenance to reduce possible breaks downs
7. Invest in a reliable GPS system or app for your smartphone so you are limiting the risk of getting lost
8. Make sure you are calling the signer to confirm- introduce yourself by full name, include a description of your car. This ensures the signer knows who and what to expect upon your arrival to location and decrease any potentially hostile encounters since you’re a stranger coming to their home
9. There is always the potential for a client to get upset. Handling the situation calmly and offering them the option to reach out to their title contact, or us, can go a long way in diffusing the tension and regaining control of the signing. Keep the contact on the phone till the signer is calm and a resolution or decision has been reached.
10. Your safety is priority number one, never keep yourself in a potentially dangerous or uncomfortable situation for a signing

Setting the Stage

While these few points do not cover all the potential situations you may encounter on the job, they lay a foundation for risk prevention and increase your awareness of possible situations to prepare for.

Sunshine has always put the safety and well being of our notaries first and we encourage all notaries to contact us with any potential safety issues or concerns so we can be another added safety measure.

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Sometimes we all need a reminder, but make sure you notarize as you go.

Make sure you have all of your I’s dotted and your T’s crossed before you go to a signing.

Stamp on Site

Remember, as they always say the customer comes first, but in reality, the law comes first. Not having everything you need for a signing can make you afoul of the law.

We’ve been made aware of too many notaries who are not notarizing on the go.

You cannot wait until you get home to stamp a document!

Not only is this just plainly unprofessional, it leads to a host of problems for the notary, including the fact it is illegal.

Additional Issues Arise for Those Who Don’t Notarize as They Go

Time and money. Two of the things most of us cherish.

But, if we don’t notarize as we go, we lose both.

Not only do we lose the time of having to go back to make the signing legal, we also have to waste the time of our signers, who are probably not going to be happy about it. And they will and do complain about it.

Time is money you could have used to perform another signing or a myriad of other things that are more important to you than fixing a signing.

And that same time is money as well, for our signers.

Error Rate Rises

To be the best, you have to do the best while making your signers feel comfortable and happy.

We’ve talked about how to be a go to notary before, and getting our signings right the first time is a big step in the right direction. It will even help you make more money.

Let’s face it. If your error rate goes up, the confidence your clients have in you wanes. Whether they are private clients, or a signing service such as ourselves, it moves you down the list of notaries they want to use.

Bad signings reflect badly on you, and will make your partners less likely to work with you in the future.

The Deadly Trifecta

Okay, this grew. I don’t know the gambling term for five.

Some things we never want:

• Wasted Time
• Wasted Money
• Wasted Effort
• Increased Error Rate
• A Lack of Faith from our Clients

So, please, don’t wait until you get home. Get your signings right and notarize on the go.

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We stand again in a revolution, but what are the new notary rules?

• Are we in the new wild west?
• Are the bars set today going to be the bars of tomorrow?
• Will the laws be consistent, or are we going to need to pull our hair out figuring every minute change?

It’s Time to Be Flexible

Sometimes you just have to go with the flow.

While in the long term rules will probably be standardized, that is not the case as of this moment. At this time we have:

• Temporary Rules
• States with Competing Specifications
• Differing takes on the Hybrid Model
• Specific signings that still must be done in person
• Questions over whether and which signings will stay legal across state lines

The one closest to being hashed out completely are accepting legal signings in one state to cross state lines. But, there are still a few hang ups in the new notary rules.

Complicating the process are signings that must be done in person. The prevalent thought is that some things like wills or specific trusts must be done in person to truly verify the signer is not doing so under duress. But, to us, that raises a bigger question. If we have to be in person to verify a will, might things like signing off on your home fall in the same boat.

Should there be an age limit? How do we know if someone is fit to sign? Sure, we may face these issues now, but doing so over a webcam is a different ball game.

Are We Playing Follow the Leader?

Who do we depend on for our information, and are we just playing catch up as an online notary?

Most of us would probably agree we don’t want to follow the leader, we want to be the leader. But, as new notary rules blossom and the name of the game changes, that will be difficult for all of us.

It is easy to create a page or a spreadsheet to help navigate the online regulations, but keeping it updated in a timely manner is a different beast entirely. And, unfortunately, most of us are not lawyers and don’t have all fifty states sending us updates as they occur.

So, maybe the leader will be the one who can see what is coming, or at least can find new information the quickest.

Stay on Your Toes Until the New Notary Rules Stabilize

It’s time to get in the game, or to prepare for it. We’ve already spoken about a new mobile office, but how else can you prepare?

Take some time to think about it:

• Acquire the equipment you need
• Register in your state if you can do so
• Practice using the technology. Even if it is not the exact one you will use in the end, understanding the process will help you adapt quickly to any new technology or software you end up using.
• To go beyond that, understand the technology. You may end up using different platforms for different signings. But, if you understand the process and the mechanics behind it you’ll be an online notary that companies will want to go to.
• Make sure your clients or signing services you do business with know that you are online and on time.

We may know the general direction the ship is sailing, but we need to be ready to arrive at any of its possible destinations.

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