07/06/2026
A Message from VIP Notaries of America
VIP Notaries of America has proudly served the industry since 2021, and my journey as a Loan Signing Agent began in 2018. Like many notaries, I started with general notary work to build confidence, develop strong communication skills, and gain experience working with clients before transitioning into loan signings.
One of the biggest lessons I learned early on was this: never be afraid to ask questions. If something doesn't make sense, ask before the appointment. Those small questions often become the very issues you're later expected to know.
I also learned the importance of scheduling wisely. I never booked appointments back-to-back because I needed time to:
Complete scanbacks.
Confirm upcoming appointments.
Return phone calls.
Take a short break.
Drop completed packages at FedEx or UPS well before the overnight cutoff.
I never waited until the end of the day to ship documents. Why? Because unexpected delays happen. A difficult signing, traffic, borrower questions, or corrections can quickly cause you to miss the last pickup. If you've held onto several completed loan packages all day, you've now delayed multiple transactions instead of just one. Professional planning prevents that.
Understanding How Signing Services Operate
Many signing services, including VIP Notaries of America, use automated dispatch systems. When an order is received, our system immediately begins notifying notaries based on our preferred order of selection.
Sometimes you'll receive the same order multiple times. This usually means we're making corrections—not overlooking you. We may have discovered:
The signing type was entered incorrectly.
The fee should be adjusted.
The appointment date or time changed.
Additional instructions were added.
Please continue responding if you're available.
If you're submitting a counteroffer, explain why. For example, excessive travel, multiple signers, scanbacks, printing requirements, or other legitimate circumstances help us advocate for a higher fee with title when appropriate.
Why There Are So Many Instructions
Many notaries wonder why signing services provide detailed instructions.
The answer is simple.
Most instructions exist because someone previously made that exact mistake. Over time, instructions grow to help prevent repeated issues and ensure every transaction is completed correctly.
Please read every instruction before accepting and before arriving at the appointment.
Scanbacks Matter
Whenever scanbacks are required, complete them as soon as possible after the signing—ideally before leaving the appointment if circumstances allow.
Prompt scanbacks allow us to:
Catch missing signatures or initials immediately.
Coordinate corrections while the signer is still available.
Meet title company recording deadlines.
Prevent unnecessary return trips.
Waiting until late evening—or worse, the next day—creates unnecessary delays that affect everyone involved.
Our automated system also sends reminder emails requesting scanbacks and completion updates. Those reminders are automated. If you've already communicated a delay because you're traveling or experiencing technical issues, simply continue communicating with us.
Communication is everything.
A Recent Example
Recently, a notary accepted a late-day signing. Despite being asked to provide scanbacks by 7:00 a.m. the following morning, no documents were uploaded until noon—and only after multiple phone calls and text messages. There was no communication about technical difficulties or delays.
When we finally reviewed the package, multiple signatures, initials, and required entries were missing. Corrections had to be scheduled that afternoon.
After the corrections, we reminded the notary that the completed documents needed to be dropped off before the overnight carrier cutoff.
Unfortunately, the documents were dropped off after the overnight cutoff because the notary assumed the store's closing time was the shipping cutoff. Those are not the same thing.
As a result, the loan package was delayed by an entire business day.
This type of document handling is unacceptable.
Loan signings are not practice exercises. These are legally binding transactions involving borrowers, lenders, title companies, escrow officers, and funding deadlines. Every missed signature, missed communication, delayed scanback, or late shipment affects multiple people.
We understand that many notaries begin their careers by accepting assignments through signing services before building direct title relationships. There is absolutely nothing wrong with that. However, every assignment should be treated with the same level of professionalism regardless of your experience.
If you're still learning, accept a manageable number of appointments, give yourself time between signings, ask questions, communicate proactively, and learn the process thoroughly before increasing your volume.
As a signing service, we value professionalism, reliability, communication, and accountability. Consistently failing to meet these expectations may result in negative performance reviews or removal from our preferred notary network.
The best notaries are not the ones who complete the most signings—they're the ones who complete every signing accurately, professionally, and on time.
Communication is key. Preparation is essential. Professionalism is non-negotiable.
We hope this insight helps both new and experienced notaries continue raising the standard of our industry.
— VIP Notaries of America
