The Appointment Preparation Guide Every Notary Signing Agent Should Follow

As a Notary Signing Agent (NSA) or mobile notary, your professionalism is often judged before you even arrive at the signing table. After more than 6 years of work in this industry, we know this the best at The Closing Signing Services.  A smooth closing doesn’t just depend on your notarial knowledge; it starts long before the appointment with how prepared you are. One of the most common mistakes new notaries make is accepting signing appointments without ensuring they have the right equipment and processes in place.

In this guide, we’ll cover the essential equipment every notary signing agent needs, how to properly set up your printer and scanner, and why preparation is the key to building a reliable, professional reputation in the notary industry.

Why Preparation Matters Before Accepting Appointments

When you receive a signing request, time is usually limited. Title companies and signing services expect you to handle the assignment quickly, accurately, and without excuses. If you accept an appointment but can’t print, scan, or deliver documents properly, you risk:

🔹 Delaying the entire real estate transaction.

🔹 Losing credibility with title companies, escrow officers, and signing services.

🔹 Missing out on future opportunities because you appear unprepared.

Being proactive ensures that when an assignment comes in, you can say “Yes” with confidence, knowing you’re ready to deliver a flawless signing.

Gather the Necessary Equipment

Before you accept a single appointment, make sure your notary toolkit is complete. Here’s a breakdown of the must-have equipment for Notary Signing Agents:

1. Computer

A reliable computer (desktop or laptop) is your hub for receiving orders, printing documents, and communicating with clients. Ensure your computer has:

🔹 Updated software and security protection.

🔹 Stable internet connection.

🔹 Ability to handle large PDF loan packages without lagging.

2. Dual Tray Laser Printer

This is non-negotiable for professional signing agents. Loan packages include both letter and legal-sized pages. A dual tray laser printer automatically switches between sizes, saving you from manual adjustments and costly mistakes.

Pro Tip: Avoid inkjet printers; they are slower, more expensive, and less reliable for large packages.

3. Scanner and Mobile Scanner

Many signing services require same-day scanbacks before you ship the documents. A desktop scanner should be fast and reliable, while a mobile scanner is a great backup if you’re on the go.

4. Legal and Letter Copy Paper

Keep a steady stock of both sizes. Running out of paper the night before a closing could cost you the assignment. Buy in bulk to save money and avoid last-minute stress.

5. Pens (Blue and Black)

Always carry multiple blue and black pens. Some lenders require blue ink to distinguish originals from copies, while others specify black. Having both ensures compliance with client requirements.

6. Office Supplies

While you don’t need fax machines anymore, you’ll still need basic supplies:

🔹 Paper clips and binder clips.

🔹 Sticky notes (to flag signature lines).

🔹 Folders or envelopes to organize documents.

Set Up Your Printer in Advance

The dual tray laser printer is your lifeline as a signing agent, but only if it’s set up correctly. Before you accept an appointment, take time to:

Practice Printing Legal and Letter Sizes

Loan packages are often mixed-size documents. If your printer doesn’t switch trays correctly, you could end up with cut-off forms or misaligned pages, mistakes that frustrate title companies and make you look unprofessional.

Steps to test your printer setup:

🔹 Download a sample loan package with both sizes.

🔹 Print test pages to confirm accuracy.

🔹 Double-check that no pages are shrunk, cut off, or misaligned.

Calibrate for Speed and Quality

Some printers default to “slow/high-quality” mode. Adjust your settings so that documents print quickly while still maintaining legibility. This will save you precious minutes when you’re under tight deadlines.

Prepare Your Scanner Beforehand

Just like printing, scanning must be seamless. Many assignments require scanbacks within hours of the signing. If your scanner is unreliable, you’ll spend unnecessary time troubleshooting instead of meeting deadlines.

Practice Scanning a Full Loan Package

🔹 Run a test with a 100+ page PDF.

🔹 Ensure all pages are captured, no missing, upside-down, or blank images.

🔹 Save the file in a reasonable size (many platforms have a 20–30 MB upload limit).

Organize File Management

Create a system for saving scans:

🔹 Use clear naming conventions (e.g., “Smith Seller Package”).

🔹 Store them in a folder for easy upload.

🔹 Back them up in case of system crashes.

Common Mistakes New Notary Signing Agents Make

Even with the right equipment, some notaries fall into traps that harm their reputation. Avoid these common mistakes to start fresh and solid:

🔹 Accepting assignments without proper preparation.

🔹 Using an inkjet printer is slower and often rejected by signing services, title companies, lenders, etc.

🔹 Not checking tray settings, resulting in documents printing in the wrong size.

🔹 Skipping test scans, leading to incomplete or blurry scanbacks.

🔹 Running out of paper or toner in the middle of a package.

Also read: Avoiding Common Mistakes in Document Signing

How Preparation Builds Your Reputation

In this industry, title companies and signing services remember who delivers on time without issues. Every smooth transaction increases your chances of becoming a preferred notary.

Being prepared means:

🔹 Less stress for you.

🔹 Greater trust from clients.

🔹 More repeat business and higher-paying assignments.

FAQ

What printer should a notary signing agent use?

A dual tray laser printer is the industry standard because loan packages include both letter and legal-sized pages.

Do I need a scanner as a notary signing agent?

Yes. Most companies require scanbacks immediately after signings. A reliable desktop scanner is essential, and a mobile scanner is a great backup.

Can I use an inkjet printer for notary loan signings?

It’s not recommended. Inkjet printers are slower, more expensive to operate, and often fail to meet industry standards for document clarity and speed.

Why do title companies require scanbacks?

Scanbacks allow title companies to review signed documents for errors before originals are shipped. This prevents costly delays in real estate transactions.

What supplies should I always carry to an appointment?

Multiple pens (blue and black), paper clips, sticky notes, and extra legal/letter paper are must-haves for professional signing agents.

Final Thoughts: Preparation Equals Professionalism

Before you accept any signing appointment, invest in your equipment, practice your processes, and prepare for success.

🔹 Gather the right tools: computer, dual tray printer, scanner, paper, pens, and supplies.

🔹 Set up your printer to handle legal and letter sizes flawlessly.

🔹 Test your scanner with full packages to avoid surprises.

By being proactive, you’ll not only avoid costly mistakes but also build a reputation as a reliable, professional notary signing agent that title companies can trust.

This comprehensive training walks you through everything, from how to get started as a Loan Signing Agent to how to perform flawless closings, market yourself, and build long-term client relationships. 

Closing Signing Services provides not only the tools and knowledge you need to succeed, but also the support of an experienced team that connects you with real signing opportunities. By learning directly from industry professionals, you’ll gain confidence, avoid common mistakes, and position yourself as a reliable partner for title companies and signing services nationwide.

📌 Learn more and join here: Notary Business Guidance Program.