The Most Frequent Notary Signing Agent Mistakes and Best Practices to Overcome Them

As a notary signing agent, your role requires meticulous attention to detail and strict adherence to protocols. Even minor errors can lead to significant issues, such as delays, legal complications, or financial losses. This article explores the most common mistakes made by notary signing agents and offers practical tips to avoid them, ensuring smoother transactions and maintaining professional integrity.

Incomplete Notary Certificates

One of the most critical errors is incomplete notary certificates, particularly forgetting to sign the certificate. This mistake can invalidate the notarization.

Preventing Incomplete Certificates

• Double-Check Your Work: Always review your notary certificate before completing the signing process. Ensure all required fields are filled, and your signature and seal are correctly placed.
• Know Your State Laws: Familiarize yourself with your state’s notary laws to ensure compliance. Each state may have specific requirements for notary certificates.

Missed Signatures and Initials on Key Documents

Missing signatures and initials on documents like the loan application (Form 1003) or addendums can cause significant delays.

Avoiding Missed Signatures

• Detailed Checklist: Use a checklist to verify all required signatures and initials are present on each page of the loan application and any addendums.
• Review Each Page: Before concluding the signing session, review each page to ensure all signatures and initials are correctly placed.

Unapproved Corrections

Making corrections without approval, such as altering names, dates, or addresses, is a common but serious mistake. Exceptions are typically allowed only in the notary certificate and the Right to Cancel form.

Proper Correction Procedures

• Get Approval: Always seek specific instructions or approval from the relevant authority before making any corrections.
• Document Changes: Note any approved changes in your notary journal to maintain a clear record.

Incorrect Printing of Documents

Not printing documents according to the proper PDF page size can lead to formatting issues that may cause delays or rejection of the documents.

Ensuring Correct Printing

• Check Print Settings: Verify that your printer settings match the required page size for each document.
• Test Print: Perform a test print to ensure the document prints correctly according to the PDF specifications.

Incomplete Disbursement Forms

Failing to complete disbursement forms accurately can cause funding delays.

Completing Disbursement Forms

• Thorough Review: Carefully review the disbursement form for completeness and accuracy.
• Consult Instructions: Follow any specific instructions provided for filling out the disbursement form to ensure all details are correct.

Errors on Patriot Act and ID Verification Forms

Mistakes on Patriot Act forms or ID verification forms can lead to compliance issues.

Accurate Completion of Forms

• Verify Information: Ensure all information on the Patriot Act and ID verification forms is accurate and matches the signer’s ID exactly.
• Complete All Fields: Double-check that all required fields are filled in correctly and legibly.

Misapplying Your Notary Stamp

Applying your notary stamp to documents that do not require notarization is a common error.

Proper Use of Notary Stamp

• Understand Requirements: Clearly understand which documents require notarization and which do not.
• Use a Guide: Refer to a guide or checklist to confirm the notarization requirements for each document.

Incorrect Scanbacks

Incorrectly scanning legal-sized documents as letter-sized can cause issues during the document review process.

Validating Scanback Settings

• Validate Scan Settings: Ensure your scanner settings are correctly configured to scan documents at the appropriate size.
• Test Scans: Perform test scans to confirm that the scanned documents match the original sizes and formats.

Missing Deadlines for Scanbacks and Shipments

Failing to meet deadlines for scanbacks and missing FedEx cutoff times can delay the loan closing process.

Meeting Deadlines

• Immediate Action: Complete and send scanbacks immediately after the signing session, if required.
• Track Deadlines: Keep track of shipping deadlines and obtain a shipping receipt for proof of timely submission.

Conclusion

Avoiding common mistakes as a notary signing agent requires diligence, attention to detail, and a thorough understanding of notary laws and best practices. By adhering to these guidelines, you can enhance your professionalism, reduce errors, and ensure the smooth execution of notarized documents. Stay informed, be meticulous, and always double-check your work to uphold the highest standards in your notarial duties.