As a notary public, loan signing agent, or mobile professional, your reputation depends on more than just your stamp. You’re also responsible for making sure time-sensitive loan packages, notarized documents, and legal papers make it safely to their destination.

Ideally, you’d drop every package at a FedEx Office, UPS Store, or staffed carrier location. But what happens when there isn’t one nearby? Maybe you’re finishing a late signing or working in a rural area. Sometimes, a FedEx or UPS drop box is the only option.

Drop boxes are convenient, but they’re not risk-free. Packages can be delayed, misplaced, or even stolen. If you absolutely must use one, here’s how to minimize risk and maintain professional standards.

1. Time Your Drop-Off Carefully

• Best practice: Drop as close to the posted pick-up time as possible.
• Avoid: Dropping the night before — this leaves your package vulnerable and delays shipment.
• Pro tip for notaries: If you arrive a few minutes early, wait and hand the package directly to the driver.

2. Always Document the Drop-Off

• Look for a drop box that prints a receipt or scan confirmation.
• If unavailable, take a photo of the package with the drop box in the background. Your phone’s timestamp provides some assurance that the package was dropped.
• Keep this record until the package is delivered — if a client questions you, you’ll have evidence.

3. Prepare the Package Correctly

Before using a FedEx drop box or UPS drop box, double-check:

• The shipping label is secure, clear, and free of old barcodes.
• The package is sealed tightly with packing tape.
• No corners or edges are exposed that might snag or tear.

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4. Use Only Official Carrier Boxes

This may seem obvious, but:

• Only use official FedEx, UPS, USPS, or DHL drop boxes.
• Never place documents in an unofficial or questionable receptacle.
• If a box looks damaged, full, or tampered with, don’t risk it. Find another option.

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5. Communicate With Your Customer

Transparency builds trust. Always:

• Provide the tracking number immediately.
• Tell your customer exactly when and where you dropped the package.
• Explain that drop boxes are less secure than counter service, but sometimes necessary.

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6. Know When Not to Use a Drop Box If At All Possible

If you’re shipping:

• High-value documents (like real estate closings or estate paperwork).
• Time-sensitive packages (like loan documents with a funding deadline).

➡️ Make the extra effort to drive to a staffed counter. Once it’s in the box, the liability shifts to the carrier — not you.

Final Thoughts: Protecting Your Professional Reputation

Using a FedEx or UPS drop box is sometimes unavoidable for notaries and signing agents. By following best practices — timing your drop, documenting the handoff, securing the package, and communicating with your customer — you reduce the risks while still meeting your deadlines.

Your role doesn’t end with the notarization. It ends when your client’s documents are safely in transit. A little extra caution at the drop box ensures you remain the reliable professional they trust.