Why a Background Check Is Required
Notary signing agents enter people's homes, handle original loan documents worth hundreds of thousands of dollars, and access sensitive personal financial information. Signing services and title companies require background checks to manage this risk — and increasingly, the major lenders they serve require them to require it.
Unlike the notary commission itself (which in most states involves no criminal history review), background check requirements for loan signing work are industry-imposed rather than state-mandated. There is no single universal standard — requirements vary by signing service, by title company, and occasionally by the lender behind the loan.
What Type of Background Check Is Required
The most widely accepted background check for notary signing agents is the NNA (National Notary Association) background screening. Most signing services — including Snapdocs, SigningOrder, and Notary Rotary — accept the NNA background check. Some title companies require their own vendor background screening process.
The NNA background check covers:
- National criminal database search
- Sex offender registry check
- SSN verification and address history
- County criminal records search for counties of residence
How Long Is a Background Check Valid?
Most signing services require a background check dated within the last 12 months. Some require it to be no more than 6 months old. The NNA background check must be renewed annually if you want to maintain NNA's verified status, which most platforms recognize. Build background check renewal into your annual business calendar — let it lapse and you may find yourself unable to accept assignments from services that require a current check.
What Disqualifies a Signing Agent?
Signing services and title companies set their own standards, but common disqualifying factors include:
- Felony convictions, particularly for fraud, theft, or financial crimes
- Sex offender registry listing
- Certain recent misdemeanor convictions depending on type
- Identity verification failures during the background check process
A past conviction does not automatically disqualify you from obtaining a notary commission in most states — but it may disqualify you from working with specific signing services. Some services will manually review borderline cases; others apply automatic disqualification rules.
The Background Check and Your Notary Commission
State notary commission applications and background check requirements are separate. California, for example, requires live-scan fingerprinting as part of the notary commission application — that is a state requirement, not an industry requirement, and is separate from the NNA or signing service background check. In most other states, the commission application does not include a criminal background check, making the industry-imposed screening the primary safeguard.
Frequently Asked Questions
In most cases no — the NNA background check is recognized across most major signing platforms. However, some title companies that do their own vendor credentialing have their own screening process that must be completed separately. When onboarding with any new platform, confirm which background check they accept before paying for a new one.
As of 2025, the NNA background screening fee is approximately $65–$75 for the annual check. Costs may vary if bundled with NNA membership or certification packages. Verify current pricing at nna.org before ordering.
Background check errors do occur — incorrect records, cases that were expunged but still appearing, or records belonging to someone with a similar name. If you believe an item on your background check is inaccurate, you have a legal right under the Fair Credit Reporting Act (FCRA) to dispute it with the screening company. The screening company must investigate and respond within 30 days. Do not attempt to hide a background check result from a signing service — address it through the proper dispute channel.