Open by confirming who and where
Confirm the signers' full names as they appear on the loan documents, the address and any gate or parking information, and the time. Ask who will be present. A borrower who plans to bring a spouse, a parent or an attorney should say so in advance.
If the signing is at a public place, confirm there is a table and a quiet corner. Tell the signers it takes some time and that nobody should be rushed.
Ask about identification
Every signer needs acceptable, unexpired photo identification. Ask them to read the name on the ID aloud, and compare it with the name on the documents. Name mismatches are the most common reason a signing fails.
If a name differs, say so to your contact at the title or signing company right away. A notary cannot change a name on a document. The lender or title company decides how to handle it.
Set expectations without giving advice
Explain what you will do: verify identity, watch the signing and complete the notarial acts. Say plainly what you cannot do: explain the terms of the loan, advise on whether to sign, or answer questions about rates, fees or the effect of the documents. Direct those questions to the lender or an attorney.
Signers who understand your role are less likely to feel stonewalled when you decline to explain the documents.
Confirm the package and the details
Ask whether the signer has received the closing disclosure and had time to read it. Do not review it for them. Check with your contact that the package has arrived, is complete and has been printed correctly, and that return shipping is arranged.
If there are signature pages that need a witness or a second notary, learn that now.
Problems to raise now, not at the table
Raise missing pages, a signer who cannot attend, a document that names someone not on the call, and a request to sign somewhere that is not private. Each can delay the closing. Telling your contact the day before gives them time to reissue documents or reschedule.
Also ask about payment: who pays you, when and how, and what happens if the signing does not go forward. Write the answer down.
Close the call
Repeat the date, time and address, give your phone number and say what you will bring. Offer to call if you are delayed. Send a text confirming the same details.
A call script, a checklist for the whole signing and a worksheet that shows what a job pays after costs are in the Signing Agent Kit on this site. Use your own judgment and the rules of your state and your clients.
Common questions
Should I call every signer?
Call the main contact and confirm that everyone who signs will be present with ID.
What if a signer wants me to explain a document?
Politely decline and refer them to the lender, title company or an attorney. Explaining a document can amount to legal advice.
How early should I call?
Early enough to fix problems, usually the day before. Follow your client's instructions.
More notary guides
- Shipping Signed Loan Documents: Carriers, Cutoffs, Tracking
- Adding or Removing a Spouse on a Deed: The Signing Side
- Signing Agent E&O Insurance: What It Covers and Why
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.