Loan Packages and Legal Trusts require an extra diligent notary.

The signing of any loan or trust document package can test even the most experienced notary public. Not only do the documents have significant financial implications, but they can also be time-sensitive, with many signings occurring on the day a loan closes. Similarly, trust signings can take place when there is a significant change in family status. Special care and review of signatures should be a standard “best practice” for any seasoned notary.

Both loan and trust packages contain numerous signatures, increasing the risk of errors. Missing signatures or other errors, such as failing to include “Trustee” when required, can delay document recording, lead to additional costs, or even result in disputes over legality. Depending on the state where the documents originate, there can be significant differences in which documents require notarization or whether additional witnesses are needed. No two packages will ever be the same since every lender and law office has different standards and practices. These types of signings are anything but just routine. 

Start strong…finish strong.

When preparing to meet with clients to sign these important packages, be sure to have all required supplies ready well in advance of the appointment. Not only are we talking about extra pens, but we also have supplies to meet the unexpected, such as loose notarial certificates and ink refills for your notarial seal.  When introducing yourself at the appointment, advise the signers that you will review the paperwork once all signatures are complete to ensure the package is correct and ready for the next steps.

This process can take a few minutes, but it will ensure you don’t leave the signing appointment with errors in the package. Not only can signers miss a signature, but the notary must be sure that each and every notarial seal is legible enough to be photographically reproducible. Any necessary corrections should be made using the signer’s initials and date. Your attention to detail throughout the signing process will show your clients that you take your job and their documents very seriously. Catching an error at the signing table will prevent it from becoming a problem down the road.

Document the handoff and ensure the job is well done.

Double-checking and, if necessary, triple-checking of document sets are crucial to the notarial service you provide. A notary cannot just assume to know the specifics of what a lender or law office is asking for. If detailed instructions for the notary are included in the document package, be sure to read them and ask questions if any discrepancies arise. It’s the notary public’s job to provide the service exactly as requested.

Once the signing is complete and the checks are completed, the documents will soon leave your hands and return to the law office or lender. Making sure everything is in proper order before shipping documents or stepping away from the appointment shows your professionalism and builds your clients’ trust that you have done your very best work. A notary who goes the extra mile with their double- and triple-checking will often get repeat business and referrals.