Last week we sent out our regular invoice. Nothing unusual—until a client’s accounting team flagged one file. The signer had paid the notary directly.

Our setup is simple: when a signing company assigns you a job, the client pays the company and the company pays you. That keeps everyone on the same page and the records clean.

I checked in with the notary. Here’s the exchange:

Me: “Hi. I was told the signer paid you directly.”
Notary: “Well, not really. He asked to pay me, and I told him that you, the signing company, pays me. Next thing I know, he sent me a Zelle.”
Me: “How did he get your Zelle?”
Notary: “I gave it to him.”
Me: “Even though you explained how payment worked and knowing it was wrong? And you never mentioned this to us?”
Notary: “I thought he was being generous and giving me a tip.”

Here’s the heart of it: when a job comes through a coordinator, you don’t take payment on the side. Not because we love rules for rules’ sake, but because trust and transparency are what keep this work moving.

Why this matters

• Your agreement: If a company sends you the work, they also handle the pay. That’s the deal.
• Clean books: One path for money means fewer headaches—no double charges, no back-and-forth.
• Reputation: People remember who makes their life easier. Doing things the right way gets you called back.
• Fairness: The same rules for everyone keeps the playing field level.

What to do in the moment

If a signer offers to pay you directly—or asks for your payment info—keep it simple:

1. Don’t share personal payment handles.
2. Say no, politely.
3. Call and email the coordinator right away.
4. If money shows up anyway, return it or forward it as instructed and write down what happened.

Easy lines you can use

• “Thanks so much. For everyone’s protection, all payments go through the signing company.”
• “I’m not allowed to accept direct payment on this file. I’ll loop in the company so it’s handled correctly.”
• “A payment just hit my account tied to this order. I’m forwarding/returning it now and sending you confirmation.”

Quick note you can send the coordinator

Subject: Direct Payment Attempt — [Borrower Name], [Order #]
Hi [Coordinator], the signer offered/sent payment to me directly on this file. I declined and will return/forward anything that posted. Screenshots attached. Please let me know if you need anything else.
Thanks,
[Your Name]

None of us is perfect. If something slips, fix it fast and tell the people who need to know. That’s integrity in action.

Your stamp proves identity. Your integrity proves reliability.