The Notary’s Guide to Speed and Accuracy: How to Work Faster Without Making Mistakes

Introduction

Being a notary signing agent requires balancing speed with accuracy. Clients want efficient signings, but they also need error-free documents. A single mistake can cause costly delays, force resignings, or even jeopardize deals.

So, how do you work faster without sacrificing quality? This article breaks down practical strategies to improve your speed while maintaining accuracy, ensuring you become the go-to notary for smooth, efficient closings.

1. Create a Pre-Signing Checklist

Many notary mistakes happen because key details are overlooked. A simple pre-signing checklist helps ensure everything is in order before the appointment starts.

📌 Before Every Signing, Ask Yourself:
✅ Do I have the correct documents?
✅ Have I confirmed the appointment details with the signer?
✅ Did I review the notary certificates to ensure they’re correct for my state?
✅ Do I have all required supplies (stamp, ID journal, blue/black ink pens)?
✅ If scanbacks are required, do I have a plan to upload them quickly?

💡 Pro Tip: Print an actual checklist and keep it with your notary supplies. Checking off each step takes seconds but prevents costly errors.

2. Master Document Familiarity

The more familiar you are with loan documents, the faster you’ll be at signings. When you instinctively know where each signature and initial goes, you spend less time flipping through pages and double-checking.

📄 Key Documents to Study:
✔️ Closing Disclosure (where to find loan terms and borrower’s costs).
✔️ Note (key agreement outlining the loan).
✔️ Deed of Trust/Mortgage (recorded document securing the loan).
✔️ 1003 Loan Application (often requires initials).
✔️ Right to Cancel (know how to calculate rescission dates).

💡 Pro Tip: Keep a sample loan package (with permission from a training course or a title company) and practice marking where signers need to sign and initial. The faster you can navigate these documents, the more efficient your signings will be.

3. Stay Organized with a Signing Flow

A structured signing process minimizes errors and wasted time. Instead of jumping between pages randomly, have a step-by-step flow for how you guide the signer through the documents.

🔹 Example Efficient Signing Flow:
1️⃣ Start with the Closing Disclosure – it’s what borrowers are most concerned about.
2️⃣ Move to the Note & Mortgage/Deed of Trust – these are the main legal documents.
3️⃣ Go through other key forms, like the 1003 Loan Application & Right to Cancel.
4️⃣ End with miscellaneous affidavits and acknowledgments.
5️⃣ Final check before leaving – ensure all pages are signed, dated, and notarized correctly.

💡 Pro Tip: Always stack your documents in the same order before every appointment so you don’t waste time shuffling papers during the signing.

4. Prevent Errors with a Post-Signing Review

Rushing through a signing often leads to missing signatures, dates, or initials—the most common reasons for document rejections. A two-minute final check at the table can save you hours of fixing mistakes later.

👀 Post-Signing Final Check:
✔️ Every required signature & initial is complete.
✔️ All notary certificates are filled out properly.
✔️ Dates are accurate and match throughout the package.
✔️ Documents are in the correct order (especially if lender instructions specify this).

💡 Pro Tip: Use a finger-tracking method—run your finger along each document and visually confirm all required areas are signed before leaving.

5. Optimize Your Scanback Process

Some clients require scanbacks immediately after the signing for funding approval. If you take too long to send scans, it delays their process and may cause them to stop using your services.

📌 Ways to Speed Up Scanbacks:
✅ Have a mobile scanner in your car (like the Epson ES-300W or Brother ADS-1700W).
✅ If scanning at home, do it immediately upon return—don’t wait until later.
✅ Use scan apps (like Adobe Scan or CamScanner) if you're in a pinch.
✅ Organize pages in order before scanning—this prevents rescanning due to mix-ups.

💡 Pro Tip: Aim to send scans within one hour after the appointment. This makes you more reliable and increases repeat business.

6. Use Time-Saving Tools & Techniques

💡 Tools That Can Help You Work Faster Without Errors:
✔️ Dual-tray printer (prints letter/legal documents correctly, saving time).
✔️ Portable scanner (speeds up scanbacks and avoids return trips).
✔️ Appointment calendar app (like Google Calendar or NotaryAssist to track assignments).
✔️ Pre-filled notary certificates (fill out everything except the signature beforehand).

🚀 Pro Tip: If possible, print two copies of key pages (like the signature page of the note & mortgage) in case of mistakes—this prevents having to reprint an entire package for one bad page.

Final Thoughts: Speed + Accuracy = More Business

The best notaries are fast, reliable, and error-free—and those are the ones clients keep hiring. By following a structured signing flow, double-checking documents, and optimizing your scanning and organization, you’ll complete signings faster while maintaining 100% accuracy.

💡 Action Step: Apply just ONE of these strategies at your next signing and watch how much smoother the process becomes!