So I had a lender reach out to me about a tracking number for a signing I did last year. The loan closed with no issues, but they wanted the tracking number for their records. I’ll be honest, when we get a job, I have no clue who pays for the label, I just know where it goes (as printed on the label). In this case, apparently the lender did not pay for the label (maybe the TCo, or SS Co), but in either case, the lender didn’t have that info. When I get paid for a signing, I delete everything, but I always keep the tracking label and receipt (I NEVER use drop boxes), as the label/receipt does not contain any PII. That package went from KY to OH. When I gave them the tracking number, 6 months after the ship date, the lender informed me that it came up as a delivery going from PA to FL. So I sent them the PDF of the original label itself showing the “ship to” address. After researching together, we learned that " * Some tracking numbers in the FedEx system are recycled, and the Tracking Page may display information from another shipment, in addition to, or instead of yours. To address this concern, FedEx has revised the FedEx Express Tracking Page to request an approximate ship date." I recommend keeping a folder: Client>Borrower/Signer last name and signing date>and just the shipping label/receipt. Although I am not obligated or forbidden to keep a shipping label, I have always kept them for numerous reasons, but wasn’t expecting this. Another reason to add to the list I guess.
I alway keep a copy of the label and staple it to the signing Confirmation and file it away when done. Thank you for reminding me to continue to do this…
Interesting observations and KUDOS to you for going above and beyond. However, once I have dropped the package and it is marked closed; and definitely once it is past the rescission date, I remove all traces of it except for my invoicing information. I can’t imagine why a TC or SS would come back to the notary to ask for confirmation of the label number, as they generate the label which is delivered to us along with the signing package. They usually have an account with the shipping service and those labels are serially generated in their system. I find this request odd. I feel there is a point at which it is no longer my responsibility to concern myself with the handling of a loan package once it is out of my control. And in this climate and given the haggle over rates, this is not something I would be doing for a loan signing I did for less than my base rate for certain! But, KUDOS to you.
Wow, that is a rare request. I only keep mine for 30 days in case I have to provide proof that I dropped on time.
Fedex assigns a single tracking number when someone sets up a corporate account. They use the same tracking number for each engagement. I discovered this when I ‘accidently’ found the same tracking number for each package.
I scan the shipping receipt into the file I setup for each signing and keep it for future use.
I discovered the same when I had a couple signings from the same company. When I took them to shipping FedEx would not ship them separately because they could not scan two different packages going to the same location under the same tracking # at the same time. My options were to package them together or draw a second label with a different tracking #. I informed the TC which had no problem with shipping them together though they were returning to different EOs.
I wonder how that works when two notaries drop different packages using the same tracking number.
I have a similar approach. The custody of the label/package is out of my control as soon as it tracks. Therefore, no further action is required. Once it is scanned, fedex/ups will only speak to the party that paid for the label rendering my records obsolete and unnecessary. I am eclipsing 4,000 completed appointments and I have never had to research a label after two days post signing. Yes they go absent. UPS lost two on me for a couple days in December 2021… no tracking custody… but they arrived 5 days later. Other then that, during the Houston floods years ago… a package vanished. ~Adam
It is unlikely that two different notaries would be dropping at the same location at the exact same time. I would imagine time stamp and location ID would be enough individual info to not cause a system glitch in other situations. However, two packages with the same label may be picked up in drop box sweeps. I would assume they have a protocol for that.
So I keep my shipping receipts for 2 reasons (which is also why I NEVER use drop boxes): 1) It shows chain of custody for tracking purposes (if it tracks). This is only as good as the person holding the scanner (yes I had a package that got delivered late and wasn’t scanned at every stop it made along the way). This happened due to a delay on the carriers part, which brings me to number 2) If the client doesn’t get the package on time, you get a phone call. I can show that I dropped it on the date that was instructed to me by sending them an image or forwarding them my email/text confirmation of the receipt. My recommendation, look at receipts like insurance (you may never need it until you do), it’s why they are issued in the first place.
@vvs.notary.services Thats excellent protocol. I would probably employ the same if I had a Fedex counter to give custody to. Even though I reside in Worcester, Mass (2nd largest city of the 5 New England states), we don’t have a Fedex counter to deliver to. It’s not worth the additional non-compensated travel. I am aware that Walgreen’s will scan packages. However, the pick up is infrequent. Most of us in the field use drop boxes because they are the most convenient.