10 Essential Tools Every Notary Signing Agent Needs
Show up to a loan signing without the right gear and you’ll learn the hard way why experienced agents don’t cut corners. I’ve seen agents lose repeat business over something as simple as not having the right printer. The title companies talk to each other.
Here’s what you actually need, based on what working agents carry every day.
1. Dual Tray Laser Printer
This is the big one. If you buy nothing else, buy this. Loan documents come in mixed paper sizes (letter and legal), and title companies expect them printed at the original size. Not approximated. Not shrunk to fit. The original size.
A dual tray printer holds both sizes at the same time so you don’t have to swap paper mid-job. Get one that prints at least 40 pages per minute. You will, at some point, get a 150-page package 20 minutes before a signing. A slow printer at that moment is a panic attack.
📚 See our printer recommendations →
2. Your Notary Stamp
Obvious, but worth saying: your stamp is required by law for every notarization. Every state has its own rules about what goes on it. Usually your name, “Notary Public,” your state, commission number, and expiration date.
Order a second one. They break. They run out of ink. If yours dies mid-signing, you can’t finish the job and you won’t get paid. A backup stamp costs $15 and saves you from apologizing to a title company.
3. Notary Journal
Your journal is your proof if anything ever gets questioned. Write down every notarization: date, type of act, signer’s name, what ID they showed, the document type, the fee, and your signature. Do this even if your state doesn’t require it. It takes 30 seconds and it protects you.
4. A Car That Starts
Most signing agents are mobile. You drive to the borrower’s house, their office, a coffee shop, wherever. If your car is unreliable, your business is unreliable. Keep gas in the tank.
One thing agents wish they’d done from day one: track mileage. Every business mile is a tax deduction. Use an app. Don’t try to reconstruct it from memory in April.
5. A Phone That Works
Title companies, signing services, and borrowers will all try to reach you, sometimes at the same time. You need a phone with good reception and a solid data plan. A hotspot is nice if you ever need to print from your car between appointments.
6. A Scanner
After most signings, you need to scan documents back to the title company right away. A portable scanner works. Some agents use their phone, but not all companies accept phone scans. A dedicated scanner is the safer bet if you want to keep getting assignments.
7. A Bag
You’re hauling a stamp, journal, reams of paper, a scanner, pens, and the loan documents themselves. Get a bag that holds all of it and doesn’t fall apart. A rolling bag saves your shoulder. You’ll look more professional walking in organized instead of juggling loose papers.
8. Blue Pens
Blue ink, not black. Blue distinguishes an original signature from a photocopy, which matters for recorded documents. Bring several, because borrowers will walk off with them. Every single time.
9. E&O Insurance
Errors and Omissions insurance covers you if a mistake causes a financial loss. Most states don’t require it, but here’s the thing: most title companies won’t hire you without it. A policy typically costs $50 to $200 a year for $25,000 to $100,000 in coverage. That’s roughly the cost of one signing to protect your entire year.
10. Clean Clothes
You’re walking into someone’s home to handle what’s probably the biggest financial transaction of their life. Look the part. Business casual at minimum. You don’t need a suit, but you do need to look like someone they’d trust with their mortgage paperwork.
Frequently Asked Questions
How much does it cost to get started?
Plan on $300 to $800. That covers your notary commission, E&O insurance, stamp, journal, and the printer. The printer is the biggest expense, but it pays for itself fast once you’re doing regular signings.
Can I get away with an inkjet printer?
No. Inkjet ink smudges. It runs when wet. County recorders have rejected documents printed on inkjet. Title companies have dropped agents over it. Get a laser printer.
Do I need a background check?
Most signing services require one. The NNA includes a background screening with their Signing Agent certification, which is widely accepted. Check with whoever you’re signing up with to see what they need.
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