Why Background Checks Are Required
Background checks in the signing agent industry exist because signing agents have access to sensitive borrower information — Social Security numbers, financial account details, home addresses, and the physical location of borrowers at a specific date and time. Title companies and signing services are legally and professionally responsible for the agents they authorize to conduct closings. A background check is their primary mechanism for verifying that agents don't have criminal histories that would make them unsuitable for this trust position.
For signing agents, the background check is not optional regardless of what state law requires. Every major signing platform requires a current background check as a condition of profile approval. Title companies doing direct vendor qualification require it. Consider it a cost of entry to the professional market — not a bureaucratic hurdle.
The NNA Background Check — Industry Standard
The National Notary Association's background check is the most widely accepted in the signing agent industry. When signing services and title companies specify "background check required," they almost always mean specifically an NNA background check or one that meets NNA's standards. The NNA partners with a screening provider to conduct a comprehensive national criminal background check that covers:
- National criminal database records (multi-state, federal, county-level)
- Sex offender registry (national)
- SSN/identity verification
- Terrorist watchlist screening
- Office of Foreign Assets Control (OFAC) screening
Annual renewal is required. Results typically return within 3–7 business days. The NNA background check integrates directly with Snapdocs, SigningOrder, and other major platforms — upload it once and it verifies across those systems automatically.
Cost and Timing
The NNA background check costs approximately $65–$75 and is available through the NNA website as a standalone purchase or bundled with NNA membership and certification. Order it at least 10 days before your Snapdocs or other platform application to ensure results return in time for your profile review. For annual renewal, order 2 weeks before your current background check expires to avoid any gap in your platform credential status.
What Disqualifies an Applicant
No background check result automatically disqualifies a signing agent from all work — but certain results create obstacles. The NNA does not publish a specific disqualifying offense list, but common disqualifying or limiting results include:
- Felony convictions — particularly fraud, theft, identity theft, or financial crimes. These are the most significant flags for an industry built on trust with financial documents.
- Sex offender registry listing — universally disqualifying because signings occur in borrowers' private residences.
- Recent convictions — even misdemeanors within the past 5–7 years may limit platform acceptance
- Pending charges — some platforms hold approval pending resolution
State-level notary commissions have their own disqualification standards, which may differ from platform requirements. In some states, certain convictions permanently bar commission issuance; in others, rehabilitation and the passage of time are considered. Check your state's Secretary of State website for the specific commission eligibility standards before investing in certification and insurance.
Non-NNA Background Check Providers
Some signing services accept background checks from providers other than NNA — Sterling Talent Solutions, Checkr, and First Advantage are established providers. However, not all signing platforms accept non-NNA background checks. Before ordering from an alternative provider, verify with each platform you plan to join whether that provider is accepted. The safest starting approach: NNA background check first. If specific clients require an alternative provider's check later, add it then.
Annual Renewal — Don't Let It Lapse
Background checks expire annually. A gap between expiration and renewal means your credential is technically invalid on platforms during the lapse period. Some platforms temporarily suspend profiles when background checks expire. Set a calendar reminder 30 days before expiration. Order the renewal background check when the reminder fires — don't wait until the expiration date itself. The processing time means ordering on expiration day risks a gap.
Align your background check renewal with other annual renewals (NNA certification, E&O insurance) to do one annual credential maintenance pass rather than managing each on a different schedule.
Frequently Asked Questions
Yes. NNA background checks expire annually and must be renewed each year. Platforms including Snapdocs will flag your profile when your background check expires. Set a renewal reminder 30 days before expiration and order the renewal check early enough that results return before the old one lapses.
Some states conduct background checks as part of the notary commission application process. These state background checks generally do not satisfy signing platform requirements — platforms specifically require a current private-sector background check covering national criminal databases, not just the state-level check used for commission issuance. The NNA background check meets the standard required by virtually all major platforms.
Not every record automatically disqualifies you. Older misdemeanors, non-violent offenses, and arrests without conviction are evaluated differently than recent felonies or financial crimes. If you have a record and are concerned about background check results, review your state's notary eligibility standards first — some states have absolute bars for certain offense types. If you pass the commission standard, platform-specific acceptance decisions vary by company.