Challenges Facing Signing Services – And How to Overcome Them

In the fast-paced world of real estate closings and loan signings, signing services play a critical role in ensuring that sensitive documents are executed accurately and on time. However, running a successful signing service is far from easy. From coordinating schedules to managing notary quality and navigating compliance issues, signing services face numerous challenges that can directly impact their efficiency and profitability.

At eDocs Notary Pros, we understand these challenges firsthand — and we’ve built our business around solving them. Our team is committed to professionalism, accuracy, and attention to detail. We take pride in providing error-free signings by following a 5-step review process designed to eliminate mistakes and ensure documents are handled with precision and care. We are also E&O insured and follow the highest industry standards outlined by the top 5 settlement and title companies in the nation.

In this blog, we’ll explore the top pain points signing services face and how professional attention to detail can make a difference.

1. Inconsistent Notary Availability

One of the biggest hurdles for signing services is finding qualified notaries when and where they’re needed. Certain areas, particularly rural or underserved regions, often have a shortage of experienced notaries. On the other hand, notaries in busy metropolitan areas may be overbooked, leading to scheduling conflicts. F

Challenges Include:

• Last-minute cancellations or no-shows from notaries.

• Difficulty securing notaries for evening, weekend, and holiday signings.

• High competition for reliable notaries during peak periods.

eDocs Notary Pros has certified Remote Online Notary (RON) and Remote Ink Notary (RIN) service, we can handle signings remotely, eliminating the geographical limitations that often cause scheduling problems. This flexibility ensures that signings can be completed even when in-person availability is limited.

2. Scheduling Conflicts and Miscommunication

Another challenge signing services face is coordinating between borrowers, title companies, lenders, and notaries is no easy task. Missed appointments, double bookings, and last-minute rescheduling are common headaches for signing services.

Challenges Include:

• Poor communication between parties.

• Notaries failing to confirm appointments.

• Misunderstanding of time zones and scheduling platforms.

  
  

Using a centralized scheduling system that provides real-time status updates and clear communication with all parties can significantly reduce scheduling conflicts can help

Contract signing

overcome this challenge. Trained notaries who confirm appointments promptly and communicate changes immediately can help avoid costly misunderstandings.

3. Quality and Accuracy Issues

Accuracy is essential in document signing. A single missed signature, wrong date, or unnotarized section can result in delayed closings and even legal disputes. Many signing services struggle to find notaries with the necessary experience and attention to detail.

Challenges Include:

• Notaries overlooking signature or date fields.

• Lack of training among notaries on complex loan packages.

• Repeated errors leading to loan rejections.

eDocs Notary Pros' 5-Step Review Process

To address accuracy issues, we have implemented a 5-step review process helps overcome this challenge and designed to prevent errors and ensure every document is executed correctly:

1. First Pre-Signing Review:

• Review signing instructions immediately upon receiving the order.

• Verify that all documents are included and that instructions are complete and clear.

2. Second Pre-Signing Review:

• Double-check names, dates, and key information.

• Ensure that all signature and notary fields are correctly identified.

3. Third Pre-Signing Review:

• Confirm that any special requirements (e.g., witness signatures, IDs, or stamps) are clearly noted.

• Cross-check the documents against lender or title company guidelines.

4. Review at the Beginning of the Signing:

• Reconfirm all details with the signer(s) before starting the signing.

• Address any questions or discrepancies before proceeding.

5. Final Review After Signing:

• Carefully inspect the completed package for any missing signatures or initials.

• Verify that all notarizations have been executed correctly.

• Ensure that documents are packaged correctly for immediate return.

This multi-step process ensures that no details are overlooked — giving clients confidence that the job will be done right the first time.

4. Legal and Compliance Risks

Notary laws and regulations vary from state to state and are constantly evolving. Non-compliance can result in rejected loan packages, financial penalties, and legal exposure.

Challenges Include:

• Failure to follow state-specific notary laws.

• Improper handling of sensitive borrower information.

• Unauthorized or invalid notarizations.

Following the highest standards set by the top national settlement and title companies in the nation helps maintain compliance with state and federal regulations. Proper training on confidentiality and secure handling of sensitive information minimizes the risk of legal violations. Being E&O insured adds an extra layer of protection for clients and borrowers.

5. Technology Limitations

While digital notarization platforms have increased convenience, not all systems are created equal. Poor user experience, unreliable connectivity, and lack of integration with other platforms can lead to frustration and lost business.

Challenges Include:

• RON platforms with poor connectivity.

• Difficulties accessing signing platforms on mobile devices.

• Lack of integration between scheduling, document handling, and payment systems.

Using a secure, reliable, and user-friendly platform for RON and RIN signings allows notaries to handle online notarizations smoothly and efficiently. When technical issues arise, having a reliable support system ensures that delays and disruptions are minimized.

6. Poor Communication and Status Tracking

Effective communication between signing services, notaries, and clients is critical to ensuring that signings go smoothly. Delays in communication can cause missed deadlines, frustration, and loss of business.

Challenges Include:

• Notaries not confirming appointments.

• Lack of real-time status updates.

• Failure to notify clients of issues during the signing process.

Providing real-time status updates and ensuring that all parties are kept informed throughout the signing process helps reduce errors and missed deadlines. Professional notaries who communicate effectively and handle issues with discretion help improve client confidence and satisfaction.

7. Notary Turnover and Inconsistency

The notary industry sees a high level of turnover, with many notaries working part-time or as a side job. Inconsistent quality and professionalism among notaries can damage a signing service’s reputation.

Challenges Include:

• Lack of availability of experienced notaries.

• Varying levels of professionalism.

• Notaries unfamiliar with specific loan packages.

Working with experienced and vetted notaries helps maintain consistent quality and professionalism. A strong training program and ongoing oversight help reduce turnover and ensure that notaries maintain high standards.

8. High Operational Costs

Running a signing service involves several expenses — from notary fees to insurance and platform subscriptions. High costs can squeeze profit margins, especially when signings are canceled or require additional trips.

Challenges Include:

• High notary fees for emergency or after-hours signings.

• Platform subscription and maintenance fees.

• Administrative costs for scheduling and document handling.

Streamlining operations and reducing inefficiencies helps keep costs under control. Careful review of instructions and thorough communication with all parties can prevent costly errors and rework.

9. Competition and Market Saturation

The rise of online notary platforms and independent notaries has increased competition in the signing service industry.

Challenges Include:

• Competing with independent notaries and online platforms.

• Pressure to lower fees to stay competitive.

• Difficulty establishing direct relationships with lenders.

Delivering consistent, professional service sets successful signing services apart from the competition. Maintaining direct relationships with clients and ensuring error-free, professional signings builds trust and loyalty.

10. Limited Scalability

Scaling a signing service often requires expanding into new geographic areas, which presents logistical and operational challenges.

Challenges Include:

• Lack of available notaries in new markets.

• Difficulty maintaining consistent service quality.

• Increased administrative burden with expansion.

Providing remote signing options through RON and RIN allows signing services to reach clients in new locations without the logistical challenges of in-person signings. A consistent training and quality assurance program helps maintain service quality during periods of growth.

Conclusion

At eDocs Notary Pros, we take pride in our professionalism, attention to detail, and commitment to error-free signings. By addressing these common pain points head-on, we’ve built a reputation for reliability and accuracy — and we’re ready to help your business succeed.