Notary Signing Agent — First Appointment Checklist
Complete each section in order. Download the full guide at thesigningdesk.pages.dev/procedures/first-appointment-checklist.html
☑ Before Accepting the Assignment
- Commission is active and not expired
- E&O insurance is current
- Background check on file
- Fee confirmed in writing before accepting
- Package type understood (refi / purchase / HELOC / reverse)
- Number of signers confirmed
☑ Day Before — Document Review
- All required document sections present
- Borrower names consistent across documents
- Property address correct on all documents
- Closing disclosure present
- Right of rescission form present (refi / HELOC)
- Incomplete or suspicious pages flagged for title company
☑ Supplies — What to Bring
- Notary commission certificate (or copy)
- Notary seal/stamp — ink tested on blank paper
- Notary journal (bound book)
- 4+ blue or black ink pens
- Printed loan documents
- Pre-paid return shipping label
- FedEx/UPS drop location confirmed
- Appointment confirmation with contact numbers
- Sticky tabs to mark signature/initial points
☑ Appointment Opening
- Arrive at scheduled time (not early)
- Introduce yourself as the notary signing agent
- Request photo ID immediately before sitting
- Verify ID: current, government-issued, photo + signature
- Record ID in journal before notarizing anything
- Set time expectations with the borrower
- Explain your role (facilitate, not advise)
☑ During the Signing
- Every signature line and initial point addressed
- Signer fills in dates — not pre-filled by you
- Notarial certificates fully completed — no blank fields
- Seal impressions clean and legible on every notarized page
- Right of rescission explained and copies given to signer
- Questions redirected to loan officer (not answered as advice)
- No pages skipped without title company authorization
☑ Before You Leave
- Flip through full package — check all signatures and initials
- Verify seal appears on every notarized page
- Separate borrower copies from return package
- Give borrower their copies
- Pack return package securely
☑ After the Appointment
- Drop return package at FedEx/UPS by deadline
- Photograph sealed package + label before dropping
- Send tracking number to signing service/title company immediately
- Note tracking number in personal records
- Complete journal entries for all notarial acts
- Invoice signing service if required
- File appointment confirmation for records
⚡ If Something Goes Wrong
- No valid ID → Call title company before notarizing anything
- Signer refuses to sign → Call title company; do not pressure
- Suspected document error → Call title company; pause signing
- Missing seal discovered → Call title company; never add seal after signer leaves
- Any edge case → Consult title company first, always
© The Signing Desk — thesigningdesk.pages.dev | Informational only. Not legal advice. Verify all requirements with your state's Secretary of State.
Using This Checklist
Print this checklist and bring it to your first appointment in your document bag. After a few signings, the steps become automatic — but having the physical checklist visible during the appointment is a professional anchor that catches the oversights that happen when you are nervous.
The red "If Something Goes Wrong" block is the most important section for new agents. The answer to every signing-table emergency is the same: call the title company before taking any action. They have handled every situation before. You have not. Use their experience.
For the complete procedural guide behind each checklist item, see the First Appointment Checklist guide. It covers the reasoning behind each step and what to do when a step goes sideways.
Other Free Resources
- Loan Signing Duration Calculator — estimate appointment time by package type
- What to do when a signer doesn't have valid ID
- What to do when a signer refuses to sign one page
- State notary journal requirements