As a notary signing agent, your role is crucial in ensuring smooth and successful real estate and loan transactions. But your job doesn’t begin and end with verifying identities and overseeing signatures. One of your most important responsibilities—often overlooked—is acting as the eyes and ears for the hiring party when something doesn’t look quite right in the documents.

From smudged printouts to incorrect information and missing jurisdictional requirements, recognizing and communicating document issues early can save time, prevent funding delays, and protect everyone involved in the transaction. Here’s why it matters and how to handle it professionally.

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1. You’re the First Line of Defense

Signing agents are often the first people to physically review the documents before they reach the borrower. That means you’re in a unique position to spot errors or irregularities that might otherwise go unnoticed until it’s too late. If there’s a printing issue—like a vertical line running through the middle of the page—or if pages are cut off or blurred, that affects not just readability but legality and compliance. Letting the hiring party know immediately gives them a chance to send clean replacements and avoid costly re-signs.

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2. Incorrect Dates Can Be a Dealbreaker

Dates are essential in legal documents. An incorrect closing date, a mismatched rescission date, or a future-dated signature line can halt a transaction in its tracks. As a signing agent, you may not be able to change the dates yourself—but you are responsible for identifying inconsistencies and reporting them before the borrower signs. Doing so shows your diligence and protects the signer from unknowingly agreeing to invalid or outdated terms.

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3. State-Specific Documents Must Be Present and Accurate

Each state has its own legal requirements when it comes to loan signings. Some may require additional affidavits, disclosures, or even specific formatting for acknowledgments and jurats. If you notice that a required state-specific document is missing—or if an included document references laws from another state—it’s your duty to raise a red flag. This is especially critical in real estate transactions where state law governs many of the finer details.

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4. Professionalism Builds Trust and Repeat Business

When you notify your hiring party of an issue, you demonstrate that you’re not just a rubber-stamper—you’re a skilled, detail-oriented professional who adds value to the process. This builds trust. Hiring parties are more likely to work with agents who help them avoid errors than those who keep silent and let problems unfold later.

Pro tip: Always communicate clearly and constructively. Offer to scan and email the issue or take a photo if allowed.  Maintain a solutions-oriented attitude, and never blame or speculate.

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5. It’s About More Than Just the Signing

Ultimately, your role as a signing agent contributes to the integrity of the overall transaction. By being vigilant and communicative, you help protect not only your own reputation but also the interests of the hiring party, the borrower, and the broader industry.

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Final Thoughts

Attention to detail and proactive communication are what separate good signing agents from great ones. So, whether it’s a faint line down the page, a questionable date, or a missing state form—speak up. Your diligence can make all the difference.