Colorado Springs Notary - Leon Austin

I got a call at around 10 PM on Tuesday evening from a man in Manitou Springs. He needed a document notarized -- a Power of Attorney for motor vehicle transactions. 

One of the first things he said was, 'It must be nice driving around all day.'  He was curious about what I do, and what it's like being a mobile notary.

It's hard to say that what I do is "nice".  When you're on call 24 hours a day, your days are very uncertain. Because of this, it's hard to plan things. For example, I was planning to go to bed.  And because I work with people, I meet all kinds. The driving part of it can have its ups and downs too. Accidents, rude drivers, poorly-positioned street signs (and sometimes no street signs), etc.

After I had notarized all of the documents and was heading back to Colorado Springs, I reflected on what I had just done. A person needed notary service, late at night, in Manitou Springs. And there is such a thing as 24-hour mobile notary service to accomodate those needs.

I didn't tell him all of this, of course. But thinking about the remark he made: 'It must be nice driving around all day.', I'd have to say, 'yes'.  It's pretty nice.

Hotels provide many amenities to make the stay of their guests a pleasant one. You can find and do just about anything you need without having to leave the hotel. Guests take it for granted that the hotel will have laundry facilities, recreation, a business center with high speed internet, dining, a gift shop, ... just about everything.

Everything ... except notary service.

I got a call today from a man here in Colorado Springs needing to have some real estate documents notarized. He located me on the internet. I had just completed a closing and was on my way back to my office, which is just 5 minutes away from the hotel where he is staying. He was very pleased that I was able to come to him on Saturday, and that I was able to respond on such short notice. It was my pleasure.

When I got back to my office, I visited the website of the hotel.  It has just about everything. You never have to step foot outside the hotel for anything.  But the one thing it doesn't offer is notary service.  I sent an email to the hotel and offered my services.

Hotels want to be able to provide their guests with every possible convenience to make their stay a pleasant one. One of those conveniences can include notary service -- 7 days a week.

The word 'Notary' is one of those words for which you can find English equivalents in many different languages. But you can't translate it, because 'Notary' does not have the same meaning in all countries.

To best understand this, if a Mexican, in need of notary service, came to me and asked, "Are you a notario?" I would have to tell him, 'No' because, although the Spanish equivalent of the word 'Notary' is 'notario', I would be misrepresenting myself if I told him that I am a 'notario'. (And I could get into a lot of trouble.) I would have to let him know that I am a 'Notary Public', and that that is something totally different than what he understands as 'notario'.

The German equivalent of the word 'notary' is 'Notar'. In Germany, that too is something altogether different than a notary -- as it is in many other countries.

So in case someone ever asks you:  '¿Usted es un notario?' You can tell them, 'No soy un notario. Soy un notary public.'

Good luck.

No soy un notario.

Ich bin nicht ein Notar.

Je ne suis pas un notaire.

I received an email from a company yesterday that is setting up a database of closers. It intends to use a 'star' rating system, based on number of years "experience". If you have one year "experience", you get just 1 star. If you have 5 years "experience", you get 5 stars. Needless to say, the more stars you have, the more attractive you appear to a prospective client.

But is it fair?

Using a star rating system might work for restaurants and hotels, but it's a bad way to rate a notary signing agent. Especially if those stars are based on the number of years "experience".

There are too many things that make up the qualities of a good notary signing agent.

What is "experience"?

If a person received their notary commission on January 1, 2008, can they honestly say that they have one year "experience" on January 1, 2009? Perhaps. But what if their notary stamp stayed in the drawer the whole time?

Do you understand where I'm coming from?  If you compare them to a person who has been commissioned only 1 month, but who has performed 100 various types of notarizations in that time, then who has the most experience -- 1 year, or 1 month?

Yes Alexander, you're right. The person with 1 month. And for that correct answer, you get a star!

If you want to rate people based on their "experience", you need to go beyond a number of years. There are too many things that constitute "experience".

P.S. Imagine someone with 30 years "experience".

How do you indicate that using a star rating system?

In a previous post, 'How a notary signing agent works', I described how we get the closing assignments, and the confirmation that follows. Part of that closing confirmation will show the fee that we are being paid for the closing.

It's always a good idea for a notary signing agent to check the fee listed to make sure that it's what was agreed on. Some companies use an accounting system based on the fee listed on the order confirmation. Whatever that amount is, that will be the amount of the check.

But mistakes do happen:

Fortunately I caught it and was able to get a new confirmation sent to me with the correct fee.

Good luck.

The idea for the post actually came from an article I read: How Bill Gates works. So I'd like to give some insight into how a notary signing agent works.

It all starts with a call on our cell phone. That's what gets the wheels in motion. The caller will say something like: 'This is ABC Title Company. We have a closing in your area this evening at 6 PM and wanted to know if you are available. ...'

Where I receive the call can vary. Sometimes I'm at my desk, or I'll be in my car.  But it's mostly on my cell phone. Companies rarely call on my desk phone. Sometimes a company will send an email to many different signing agents. I don't respond to these emails because I don't believe in working like that. (i.e. Sold to the lowest bidder!)

During the call I will go over the details of the closing. I'll find out what type of loan it is, what is required, etc. We'll agree on a fee. Then the company sends me a confirmation to my email.

The confirmation 

Once I have received the confirmation, the first thing I do is read the instructions. I'll then look up the borrower's address on Mapquest.  I'll confirm the directions I have with the borrower. Many times the borrower will provide information that wasn't on the confirmation, such as a condo unit number, or a suite number. I'll briefly introduce myself as the notary signing agent who will be bringing the loan documents to them, and I'll go over all of the information that I usually provide during a confirmation call.

I have a system of wall pockets for sorting all of the closings that I do.

Closings that are scheduled for the current day are in the bottom pocket. The ones for the next day are in the next pocket above. And if there are any pending closings (i.e. needs to be rescheduled), they will go in the top pocket.

I have the Mapquest directions clipped to the outside of the folder. I write the borrower's phone number on it, and a time when I must leave. If Mapquest says it takes 20 minutes, I allow 30 minutes and I'll write 'Leave NLT ...' I'm usually at the closing a few minutes before the scheduled time. I'd rather be sitting in my car waiting than still driving with one minute to go.

The loan documents

Once I've confirmed the closing with the borrower, the next step is to receive the loan documents.

This can be done in several ways. Sometimes the documents are overnighted to the borrower. Sometimes they are sent to the notary signing agent. But most of the time they are sent as an email attachment.

Printing the documents

In the corner of my office is where I store all of the paper. I usually stock at least 2 cases of letter size paper and 3 cases of legal size paper. There are also my tools and supplies that I use for refilling toner cartridges. The small table is where I lay the documents when they come off the printer. It has room for 2 sets -- the originals that will be signed, and the borrowers copies that will go in a brown envelope.

The printer that I use is a Hewlett Packard, HP 1320t. It has 2 trays so that the documents can be printed on either legal or letter size paper, and I installed additional memory so that it has 144 megabytes. It does a good job.

Preparing the documents

Once the documents have been printed, I take them to a table in another corner of my office. This is also where I have my laptop computer. Sometimes, when I'm very busy, I'll have loan documents printing from 2 computers at the same time.

This work area also has a peg board and a bin for holding a variety of binder clips, and paper clips. There is a rack for setting documents on. There are some other supplies, such as rubber bands, sticky labels, etc.  This is also where I prepare the documents for shipping once the closing is completed.

The closing

I allow more than enough time to get to the closing so that I won't be late. There are times when I have to do a closing in an office building and I need to take an elevator. The extra 10 minutes also allows me more than enough time to find a parking spot.

We get to the borrowers in all kinds of conditions. It's one of the primary reasons for using notary signing agents: to make it convenient for the borrower.

Delivering the documents

Usually I will take the documents to this office complex that has a drop box for the 3 major carriers.

But if I have a closing on a Friday evening or early Saturday, I will deliver the documents to either the UPS Store or FedEx Kinkos. Sometimes I'll drive to the FedEx World Center if I can get there by 7:30PM or the UPS Service Center that accepts packages until 7PM.

These are the two main softwares that I use for accounting and recordkeeping: Quickbooks and a Microsoft Excel spreadsheet.

My equipment:

From left to right: a brother IntelliFax 2820, Hewlett Packard HP LaserJet 1022, Hewlett Packard HP Officejet 5610, and the Hewlett Packard HP 1320t. The 1022 is portable enough to use in my mobile office.

The computers that I use are a IBM ThinkCenter and an IBM ThinkPad. And I use a Palm T|X. There are a lot of other things, but these are my main tools.

Every signing agent has their way of conducting a closing, and ways of getting the job done. This is just one person's way.

As I mentioned, I was inspired by the Bill Gates article, although I doubt if the real estate business will ever be able to go paperless.

For more information about notary signing agents, and how we do what we do, see:

What is a notary signing agent? (Part I)

How to get started as a notary signing agent

How to get started as a notary signing agent - Part 2

Refilling toner cartridges

Getting a copy of the borrower's ID with a digital camera

A notary signing agent's mobile office

If notary signing agents looked to our U.S. Presidents for the traits required for being a good notary signing agent, there are 3 in particular who come to mind: George Washington, Harry S. Truman, and Abraham Lincoln.

George Washington is well remembered for how he and his army struggled through the cold and snow at Valley Forge, Pennsylvania. It took a lot of perseverance and endurance -- the same kinds of traits that it takes to be a notary signing agent. We don't have it as bad as Washington and his men, but we still have to go out in all kinds of weather and endure a lot of hardships sometimes to get the loan closed.

Harry S. Truman had a sign on his desk that read: 'The buck stops here.' 

It's the motto of notary signing agents as well. We are accustomed to being the ones who take the blame for everything that happens with a closing. No matter whose fault it was, the buck stops with the notary signing agent.

Abraham Lincoln was nicknamed "Honest Abe". It's one of the most important traits for being a notary signing agent: honesty.

It's the reason why we are entrusted with sensitive information, and why companies can count on us to do what is expected of us.

I seriously doubt if any of the aforementioned Presidents would have wanted to be notary signing agents. But they would have been good ones if they were.

Happy President's Day

First of all, it is never right for a notary to backdate. It is illegal. And it is unethical.

Unethical? Says who?

If and when backdating occurs, it is probably because the notary doing it doesn't consider it unethical. In fact, they may even believe that what they are doing is the right thing to do. After all, they are doing the borrower, and everyone involved in the loan process, a service.  They see themselves as helping to keep the process going forward.

How can that be a bad thing?

Knowing the difference between right and wrong, good and evil, ... these are things that not everyone sees eye to eye on. And not much emphasis is put on it in the commissioning process of becoming a notary. At least in this state.

You can become commissioned as a Colorado notary public without taking a class on Notary Ethics. In fact, you can become commissioned as a notary without taking any classes at all. Even if you read the Colorado Revised Statutes from cover to cover, you will still not find certain terms. For example, if you do a search on the word 'backdate', this is what you will come up with:

Nor is there a mention of the word 'ethical':

This is not a criticism of the commissioning process. There are many notaries who do take the initiative to learn what their responsibilities are, and who are able to discern what is proper and what is improper conduct. But that is what it will take: initiative.

What I would like to see are notary laws written in such a way that they are less general and more specific. Spell it out. Footnote it. Cite examples. Etc. A lot of what is in the statutes is left to interpretation.  And as we see, there are terms that are not even mentioned.

One book that I highly recommend for self-study is Notary Law, Procedures & Ethics - A Comprehensive Reference on Notarial Laws and Procedures in America, written by Peter J. Van Alstyne, JD of the Notary Law Institute.  I would also recommend becoming a member of the Notary Law Institute -- an organization that picks up where most notary education leaves off. It's an excellent source of continuing education.

Notary ethics. It's something that we can all be on the same page about.

Also recommended:

Notary Law Primer (published by the NNA; check for availability for your state)

Notary Public Handbook - Principles, Practices, & Cases (National Edition), by Alfred E. Piombino

The Notary Public Code of Professional Responsibility (NNA) 

The Unauthorized Practice of Law in Colorado (Colorado Supreme Court website): lots of informative articles. Check for similar information for your state.

Notary Law Institute

The job of a notary signing agent is not a simple matter of taking a stack of papers to a borrower and pointing out to them where they should sign. If it were, anyone could do it. It's one of the main reasons why it is advised that, if anyone needs to have loan documents signed and notarized, they should contact a notary signing agent, rather than taking them to their local copy center where there might be a notary public on staff.

No. Notary signing agents need to be knowledgeble about very many things, because what we do deals with so many different disciplines.

It's actually a dizzying array of subjects that a professional signing agent needs to study. Most of these subjects can be learned through self-study. Some can be taken at local colleges, or at title companies that offer courses. One needn't try to tackle all of these subjects at the same time.

The training required of a notary signing agent is not the type of training that can be completed in a half a day, or even one day. Don't let anyone fool you.

Below is a sample curriculum for notary signing agents:

The above table doesn't include all of the subjects that a notary signing agent will want to study. And under each category, there are more categories that could be added. It's merely a starting point.

Continuing Education

Much of the training in the above listed subjects can be done through continuing education. Some additional courses that one might consider are:

• Real Estate Investing
• Paralegal Studies (emphasis on real estate)
• Title Insurance
• Real Estate Title Abstracting
• Foreclosures
• Computing and Technology
• Foreign Language
• Psychology
• Loan Officer training
• Loan Processor training

Every signing agent will approach their training and continuing education in a different manner. There are no prescribed courses, and there is no prescribed manner. This is merely intended to give an example of how one might approach their notary signing education, using an interdisciplinary approach.

And also to point out that, there is no end to learning.

Good luck.

See also:

Continuing Education for Notary Signing Agents

Continuing Education for notary signing agents: Closings

Notary Law Primer

Notary Law, Procedures, & Ethics

Notary Education: Notary Public Procedures, Law & Common Sense

The Essentials of Real Estate Law for Paralegals

Reverse Mortgage training for notary signing agents

Preparation for a Reverse Mortgage closing

Continuing Education for Notary Signing Agents: Real Estate Manuals

Title Insurance for Real Estate Professionals (and notary signing agents)

Real Estate Finance Today

The Mortgage Encyclopedia

NSAs and Commercial Real Estate

Commercial Real Estate for Notary Signing Agents

Should NSAs become Real Estate Title Abstractors?

Should notary signing agents learn foreign languages?

Continuing education is something that we should always pursue as professionals. A notary signing agent can never have too much knowledge, or too many skills. We may never use some of the knowledge or skills we gain, but they are still good to have. 

Reverse Mortgage Counselor training is a type of training that falls into that category. Notary Signing Agents do not need to be trained as Reverse Mortgage counselors. It is not our role to give counseling or advice to the borrower. The borrowers have already been well-counseled.  Our responsibility in a Reverse Mortgage closing is to get the loan documents signed and notarized.

I once wrote that, all of the knowledge that a notary signing agent needs to do Reverse Mortgage closings can be gained by reading Chapter 3 in The Complete Handbook of Loan Documents. I still believe that.

Nevertheless, I believe it's a good idea to undergo the Reverse Mortgage Counselor training. The knowledge that you will gain from it is priceless. It goes far deeper than any other kind of Reverse Mortgage training that you can receive. After all, if you know enough about Reverse Mortgages to counsel someone else, you have acquired a lot of knowledge.

It goes into more than just the one-on-one counseling aspect. You will learn about various options and alternatives to Reverse Mortgages, government programs, and more. And you will learn how to use the Reverse Mortgage software (Home Equity Conversion Mortgages calculator).

The training that I took is online, and is based on the same 2-day live seminars for HECM Counselors. There are a total of 19 chapters, as well as audio from Ken Scholen and Bronwyn Belling -- 2 well-renowned experts in the field of Reverse Mortgages. I recorded the audio onto my digital voice recorder and saved the files to my computer in mp3 format so that I could listen to them while I'm reading the training manual when I'm not online.

It includes a 142-page training manual that you can download, along with other printed materials, such as the AARP booklet: Homemade Money. The HECM software can be downloaded and saved on your computer.

I spent more than 2 days on the material (actually more than a week) because the training is so in depth. And I'm sure that I will go back to it repeatedly to refresh my knowledge.

As I said, HECM Counselor training is not necessary for Notary Signing Agents. But it's a good idea. With this training you will have a much greater understanding of Reverse Mortgages, and of the documents in a Reverse Mortgage loan package. And you will have the background knowledge to enhance your career in many ways, or set off on a new career path.

I have included links to various Reverse Mortgage training resources, a link for the HECM software, book recommendations, and more on my website. Go to the page: 

Reverse Mortgage training resources for Notary Signing Agents 

Good luck.