In real estate transactions, title companies rely heavily on notaries to ensure documents are executed accurately, legally, and on time. A single mistake during a signing can delay funding, derail a closing, or require costly re-signs.
So what exactly do title companies look for in a notary signing? The answer goes far beyond just stamping documents.
Accurate Identity Verification
Title companies expect notaries to strictly follow state ID laws by:
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Verifying valid, government-issued identification
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Ensuring names match the documents exactly
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Refusing signings with insufficient or questionable ID
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Recording ID details correctly in the notary journal
Identity verification is the first line of defense against real estate fraud.
Proper Execution of Notarial Certificates
Even small certificate errors can cause rejection. Title companies look for:
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Correct acknowledgment or jurat wording
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Proper venue (state and county)
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Accurate notarization date
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Notary signature and seal clearly applied
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Active commission at the time of notarization
No blanks, no corrections, no assumptions.
Complete and Correct Signatures
Title companies expect notaries to ensure:
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All required signers are present
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Documents are signed in the correct locations
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Initials are added where required
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No pre-signed or post-dated documents
Missed signatures are one of the most common reasons for re-signs.
Compliance With State and County Rules
Professional notaries must understand:
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Witness requirements
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State-specific real estate notarization rules
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County recording standards
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Remote Online Notarization (RON) regulations
Title companies value notaries who know the rules without being reminded.
Professional Conduct and Neutrality
Title companies expect notaries to:
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Remain impartial and professional
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Avoid giving legal advice
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Follow written instructions exactly
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Communicate clearly and respectfully
A notary represents the transaction — professionalism matters.
Clear Communication and Timely Completion
Title companies look for notaries who:
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Confirm appointments promptly
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Notify parties of issues immediately
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Return documents quickly
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Upload or ship documents as instructed
Delays can jeopardize funding timelines.
Secure Handling of Documents
Real estate documents contain sensitive information. Title companies expect notaries to:
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Protect client privacy
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Secure physical and electronic documents
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Follow data security standards
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Prevent unauthorized access
Security breaches can create legal liability.
Detailed Notary Journal Entries
Where required by law, title companies expect:
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Complete and accurate journal entries
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Clear records of signer identity
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Notes on refusals or unusual circumstances
Accurate journals protect both the notary and the transaction.
Experience With Real Estate Signings
Title companies strongly prefer notaries who:
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Understand loan packages
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Know common closing documents
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Can spot errors before signing
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Handle signings calmly and efficiently
Experience reduces risk.
Final Thoughts
So, what do title companies look for in a notary signing?
Accuracy, reliability, professionalism, and strict compliance with the law.
A skilled notary is not just a witness — they are a critical safeguard in every real estate transaction.
