Before the Appointment: The Day Before
Confirm the appointment details with the borrower 24 hours in advance — verify the correct address, appointment time, borrower’s full legal name exactly as it appears in the documents, and the method by which documents will be delivered to you. Print all documents at home and carefully verify that the total page count matches the expected package size. Organise your document package so you know exactly where every key document — the Note, Deed of Trust, Right of Rescission, TRID disclosure, and any addenda — is located before you leave your home.
At the Appointment
Arrive five minutes early and dress professionally — you are representing the title company or lender to their client. Verify the borrower’s identity using current, valid government-issued photo identification before beginning the signing process. Check that the name on the ID exactly matches the name on all documents being signed. Record ID information in your notary journal before the first signature. Walk borrowers through the package at a pace that is comfortable for them.
Critical Documents Requiring Extra Attention
The Promissory Note — verify that the interest rate, loan amount, and payment terms match exactly what the borrower expects from their loan disclosure. The Deed of Trust or Mortgage — verify the property legal description is accurate. The Right of Rescission (for refinances) — verify that the three-business-day rescission period dates are calculated correctly. TRID disclosure forms — verify that all figures are consistent with other loan documents in the package.
After the Appointment
Ship completed documents the same day via your agreed shipping method, always with tracking. Notify the signing company or title company immediately with the tracking number. Invoice same-day for all direct clients. Update your notary journal with complete records of the appointment. Follow up if you do not receive confirmation of document receipt within 48 business hours.