Nov 11, 2024
Upon returning, I bring forth what I believe are useful steps to confirm with your signer, whether it is after accepting the job from the hiring company or when it is a direct engagement with the signer.
Last week, I provided you with a checklist of questions to consider before accepting a job to ensure it aligns with your needs. It's important not to assume that the Title Company or Signing Service has already covered all necessary aspects for notarization. Therefore, when you contact the signer for confirmation, ponder over the following inquiries.
Queries for the Signers:
Do they possess valid identification? It is essential to comply with state regulations. Be precise—request a state-issued driver's license, non-driver ID, US passport, or any other acceptable form of ID.
Will all required signers be present? This helps avoid unnecessary return trips.
Are witnesses necessary? In states like Florida or Georgia, witnesses are mandatory for Deeds. If witnesses are needed, can the signers arrange for them? If not, you might need to provide witnesses, incurring additional time and fees.
Do all signers speak English or my language? Effective communication is crucial for a successful signing. Direct communication with signers is preferred over family members translating, unless state regulations allow for translators (e.g., CO and AZ).
Are all signers fully conscious and attentive? Assessing their mental state is important. Are they prepared and willing to sign documents? Have they reviewed the numbers or closing disclosure with their Loan Officer? Sample questions for assessing alertness will be provided later in this communication.
Can all signers sign their names? Be prepared for signature accommodations, such as signature by mark or proxy, as permitted by your state.
Do they have pets that could be a concern? If they have pets, such as dogs or cats, and you have allergies, it would be beneficial to know if the pets can be kept away during the signing.
What about access and parking? Are there any gate codes or parking restrictions you should be aware of?
Specialty Work: Additional Considerations
For specialized notary work involving direct customer interaction, consider the following additional questions:
Is the caller also the signer? Clarifying this can prevent misunderstandings.
Do they require mobile notary services? If not, guide them to an alternative service.
What types and how many documents are involved? This helps gauge the scope and time needed.
Can they provide a photo of the documents? If you are unfamiliar with the paperwork, seeing a photo can help identify any special instructions.
What does the service entail? Ensure they understand that your service goes beyond just notarizing documents—explain the entire process.
What payment methods do they accept? Knowing their accepted payment methods (cash, Venmo, Zelle, credit card, or check) can streamline the transaction and ensure timely payment.
What time suits them best? Offer a few appointment slots and confirm the chosen time during the call.
Upon Arrival: Confirmation and Assessment
Upon reaching the signing location, take a moment to evaluate the signer's awareness. If there are any indications of confusion, address additional questions directly to the signer. This is particularly crucial for vulnerable groups like accident victims, seniors, or individuals in healthcare facilities. Verify their orientation by asking:
Who are you?
Where are you?
What document are you signing?
Who else is present, and what is their relationship to you?
Do you wish to proceed with the signing?
Record your observations in your journal, noting witness names and any pertinent details about the signing process.
The Final Step: Requesting Feedback
Post-appointment, remember to seek feedback. This can be done through a receipt, text, email, or face-to-face. Positive reviews are essential for attracting new clients, so tailor your request based on their discovery of your services—whether through Yelp, Google, or another platform.
Conclusion
By posing the right questions before each notary task, you can avoid potential issues and ensure a seamless signing process. Preparation is key to your success as a notary, so incorporate these questions into your routine. Happy signing!
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