Canceled Orders With No Notice — Notaries Deserve Calendar-Block Fees Now

1

Over the past few years, many of us have experienced a growing problem in our industry: orders being calendared, our time being fully blocked, and then the file is canceled without any notice, compensation, or even basic communication.

When a signing service or title company places an appointment on our schedule, we are expected to commit that time entirely to that client. In doing so, we:

•	Turn down other signing assignments

•	Turn down work from our secondary professions

•	Rearrange our personal and family obligations

•	Prevent ourselves from earning income during that reserved time

Yet when the order is canceled — especially without timely notification — Notary Signing Agents absorb 100% of the loss.

Companies like ServiceLink (and others across the industry) frequently cancel without sending documents and without the courtesy of informing the signing agent that the file will not be moving forward. We only find out after checking in multiple times, or worse, when the scheduled appointment time arrives.

This is not just inconvenient — it is financially damaging to Notaries nationwide.

⸻

Why I’m Bringing This Up

I strongly believe it is time for our profession to come together and push for standardized calendar-block fees for orders that do not proceed. Every other appointment-based profession charges for missed or canceled appointments — medical offices, attorneys, consultants, contractors, even barbers and hairstylists.

Notary Signing Agents should not be the only service providers in the transaction who work without protection for our reserved time.

⸻

My Proposal to the Community

1\. **We begin advocating collectively for a calendar-block fee (even a modest $10–$25) when orders are canceled without timely communication.**

2\. **We collaborate with the National Notary Association (NNA)** to push for industry-wide recognition of this fee structure.

3\. **We bring awareness to signing services and title companies** that our time is valuable, and blocking our schedules has a real cost.

4\. **We share experiences here on Notary Café** to gather support and data from agents across the country.

This is not about targeting any one company. This is about elevating the standards of our entire industry. If we don’t advocate for our own time, no one else will.

⸻

Call to Action

I’d love to hear from fellow Notary Signing Agents:

•	Have you experienced frequent cancellations without notice?

•	Do you believe calendar-block fees should be standard?

•	Would you support collective advocacy through the NNA and industry forums?

Let’s start the conversation. Our profession deserves better — and unified voices are far more powerful than individual complaints.

3 Likes
2

Ntrylsa84

You forgot one thing, If a loan doesn’t close no one gets paid.

1 Like
3

For myself it doesn’t happen to where I call it frequent.

4

Just a small suggestion to @Ntrylsa84 - stop using the words “standardized fee” - that could come close to price fixing, which is a no-no,

I will say I agree with your ideas and concepts. Not sure about elsewhere, but here in my area of FL, all of my medical providers have a specific document that is signed at the appointment advising the patient of their practice’s fee if an appointment isn’t cancelled within 24-48 hours. Even repairmen and repair companies have cancellation fees. So I totally agree with the concept.

Just my $.02 FWIW

2 Likes
5

I find the concept of calendar-block fees to be quite intriguing, as it presents a compelling and valuable strategy for protecting the time and professional resources that we, as Notary Signing Agents, dedicate to our clients and our businesses. The implementation of such a system would undoubtedly provide a much-needed layer of financial protection against the adverse consequences of last-minute order cancellations. These cancellations can create significant disruptions to our schedules, leading to a noticeable and negative impact on our overall income streams and financial stability. While the concept of charging for cancellations is certainly appealing and warrants serious consideration, it also prompts me to reflect on the principle of reciprocity within our industry. It leads me to question whether, as Notary Signing Agents, we should also explore the implementation of a system that allows for compensation to signing services or title companies in instances where we, ourselves, need to cancel an appointment. This approach would acknowledge the inherent risks and potential operational disruptions that are an unavoidable part of conducting business within this dynamic industry for all participants. Personally, my approach to mitigating the effects of cancellations has been to cultivate the ability to pivot effectively. This means maintaining a readily available roster of other productive activities that I can seamlessly shift to when faced with an unexpected cancellation, ensuring that my time and energy are always utilized efficiently and productively. I am happy to contribute this perspective to this current discussion.

3 Likes
6

Thank you for your thoughtful and professional perspective — I genuinely appreciate your support and the way you approached this conversation.

That said, I want to address the idea of “reciprocity” when it comes to cancellations, because the situations are not equal, and here’s why:

  1. Notaries do not cancel without communication — signing services and title companies frequently do.

When we need to cancel (which is rare), we typically give
4 to 10 hours of advance notice,
and we communicate clearly, directly, and professionally.
We do not disappear, fail to notify anyone, or leave companies in the dark.

Yet signing services routinely:
• fail to notify Notaries that documents will not be sent
• fail to tell us when a file has been canceled
• fail to respond to calls or texts
• fail to communicate changes in real time
• allow the client to cancel without informing the Notary

These behaviors are not occasional — they are happening constantly across the industry.

  1. Notaries still show up — even when clients ignore us completely.

There have been countless times where:
• the client will not answer the phone,
• will not reply to texts,
• and will not confirm the appointment

…and yet we STILL show up as scheduled, because that’s the professional standard we are held to.

Then the client tells us:

“Oh, I already canceled with the Title Company.”

Only problem?
No one told the Notary.

That is lost time, lost income, and lost opportunity — and we are the ones absorbing it.

  1. The way Notaries cancel vs. the way companies cancel is not comparable.

When a Notary cancels:
• it’s almost always due to an emergency or legitimate conflict
• it’s communicated immediately
• it gives the company enough time to reassign the order
• it does NOT leave the company financially harmed

When a signing service cancels:
• it’s often last minute
• often without communication
• often after we’ve blocked our schedule
• sometimes after printing
• sometimes after driving
• sometimes after prepping a full package

The financial impact is not symmetrical.

  1. Asking for calendar-block fees is not about punishment — it’s about fairness.

We’re not trying to “charge back” companies for doing business.

We are asking for compensation because:
• our schedules are our income
• blocked time cannot be replaced
• cancellations directly hurt our revenue
• cancellations without communication are unprofessional and harmful
• Notaries are the only professionals in the transaction not protected financially

There is a difference between:

Unavoidable scheduling reality
and
systematic disrespect and lack of communication from major companies.

We are trying to fix the latter.

  1. The industry has conditioned Notaries to absorb 100% of the risk. That has to change.

Title companies and signing services currently enjoy:
• no cancellation fees
• no accountability
• no financial impact when they fail to communicate

Notaries, on the other hand:
• eat all losses
• lose all alternative opportunities
• lose income
• absorb wasted hours
• and still get blamed when anything goes wrong

The imbalance is clear — and calendar-block fees correct that imbalance in a reasonable, professional way.

⸻

Closing Thought

You made an excellent point about being able to pivot when a cancellation occurs. I agree — Notaries are incredibly adaptable. But adaptability is not the same as being financially exploited.

This is exactly why calendar-block fees need to become standard across the industry — because professionalism goes both ways, and the current system only holds the Notary accountable.

I truly appreciate your contribution, and I hope more Notaries join this discussion so we can push for fair, balanced, and respectful standards in our profession.

1 Like
7

You said:

“If a loan doesn’t close, no one gets paid.”

That simply isn’t accurate.

  1. Title companies and signing services DO get paid — and they have reserves.

Major title companies like Fidelity, First American, Old Republic, ServiceLink, etc., are not small mom-and-pop shops operating on zero margin.
They have operating budgets, cancellation reserves, and massive liquidity.

They absolutely can afford a $15–$25 cancellation fee for the Notary whose time they consumed.

  1. The Notary is the ONLY person who loses money when an order collapses.

Everyone else in the chain:
• still collects salaries
• still collects processing fees
• still invoices escrow services
• still bills clients for title work, searches, and underwriting
• still charges lender service fees

The Notary is the only professional whose income is fully dependent on the appointment actually happening.

  1. Title companies should NOT be scheduling signings unless the file is truly ready.

That is basic operational discipline:
• Docs not ready? Don’t schedule.
• Borrower not confirmed? Don’t schedule.
• File not cleared? Don’t schedule.

But instead, they push the appointment onto our calendars prematurely, block our time, and then cancel without notice.
That’s the behavior we’re addressing.

  1. A calendar-block fee is not punishment — it’s compensation for time THEY reserved.

If a company takes up a professional’s time and prevents them from earning income elsewhere, compensation is fair and reasonable.

Doctors charge it.
Attorneys charge it.
Contractors charge it.
Therapists charge it.
Service industries charge it.

Notaries should not be the only professionals expected to work with no protection.

  1. And finally — the “no one gets paid” line ignores reality.

Everyone in the pipeline is buffered an reality.

The only person absorbing the loss is the Notary who prepared, printed, scheduled, drove, or blocked their time.

So this isn’t about “no one gets paid.”
It’s about the only person who gets hurt being the Notary — and that needs to change.

8

Thank you for your thoughtful and professional perspective — I genuinely appreciate your support and the way you approached this conversation.

That said, I want to address the idea of “reciprocity” when it comes to cancellations, because the situations are not equal, and here’s why:

  1. Notaries do not cancel without communication — signing services and title companies frequently do.

When we need to cancel (which is rare), we typically give
4 to 10 hours of advance notice,
and we communicate clearly, directly, and professionally.
We do not disappear, fail to notify anyone, or leave companies in the dark.

Yet signing services routinely:
• fail to notify Notaries that documents will not be sent
• fail to tell us when a file has been canceled
• fail to respond to calls or texts
• fail to communicate changes in real time
• allow the client to cancel without informing the Notary

These behaviors are not occasional — they are happening constantly across the industry.

  1. Notaries still show up — even when clients ignore us completely.

There have been countless times where:
• the client will not answer the phone,
• will not reply to texts,
• and will not confirm the appointment

…and yet we STILL show up as scheduled, because that’s the professional standard we are held to.

Then the client tells us:

“Oh, I already canceled with the Title Company.”

Only problem?
No one told the Notary.

That is lost time, lost income, and lost opportunity — and we are the ones absorbing it.

  1. The way Notaries cancel vs. the way companies cancel is not comparable.

When a Notary cancels:
• it’s almost always due to an emergency or legitimate conflict
• it’s communicated immediately
• it gives the company enough time to reassign the order
• it does NOT leave the company financially harmed

When a signing service cancels:
• it’s often last minute
• often without communication
• often after we’ve blocked our schedule
• sometimes after printing
• sometimes after driving
• sometimes after prepping a full package

The financial impact is not symmetrical.

  1. Asking for calendar-block fees is not about punishment — it’s about fairness.

We’re not trying to “charge back” companies for doing business.

We are asking for compensation because:
• our schedules are our income
• blocked time cannot be replaced
• cancellations directly hurt our revenue
• cancellations without communication are unprofessional and harmful
• Notaries are the only professionals in the transaction not protected financially

There is a difference between:

Unavoidable scheduling reality
and
systematic disrespect and lack of communication from major companies.

We are trying to fix the latter.

  1. The industry has conditioned Notaries to absorb 100% of the risk. That has to change.

Title companies and signing services currently enjoy:
• no cancellation fees
• no accountability
• no financial impact when they fail to communicate

Notaries, on the other hand:
• eat all losses
• lose all alternative opportunities
• lose income
• absorb wasted hours
• and still get blamed when anything goes wrong

The imbalance is clear — and calendar-block fees correct that imbalance in a reasonable, professional way.

⸻

Closing Thought

You made an excellent point about being able to pivot when a cancellation occurs. I agree — Notaries are incredibly adaptable. But adaptability is not the same as being financially exploited.

This is exactly why calendar-block fees need to become standard across the industry — because professionalism goes both ways, and the current system only holds the Notary accountable.

I truly appreciate your contribution, and I hope more Notaries join this discussion so we can push for fair, balanced, and respectful standards in our profession.

9

I completely understand and appreciate your viewpoint regarding the situation with cancellations and the need for compensation. It’s important to recognize that we, as Notaries, are not alone in facing these kinds of challenges. Loan originators, mortgage brokers, and real estate brokers/agents also encounter similar difficulties when orders or transactions fall through, impacting their income and business operations. We, as individuals, have made conscious decisions to enter this industry, and we weren’t coerced into these roles. As 1099 independent contractors, we possess the agency and autonomy to strategically shape our business compensation models. Specifically, we can proactively incorporate cancellation fees as a standard practice to mitigate potential financial losses. In fact, I have already implemented this strategy within my own general notary services, and it has proven to be a beneficial measure. Considering the principles of a capitalist marketplace, there are no inherent barriers preventing Licensed Signing Agents (LSAs) from requesting and implementing cancellation fees to protect their time and resources. With this in mind, my primary inquiry revolves around the collective actions and strategies of LSAs as a whole. Specifically, I am curious to know: Will the majority, if not all, LSAs collectively and consistently demand cancellation fees as a standard practice within the industry? If this widespread adoption does occur, what specific dollar amount or percentage would likely emerge as the established standard or benchmark for these cancellation fees? Furthermore, to maintain competitiveness and attract clients, how many LSAs would be willing to refuse to waive or reduce such a cancellation fee, even under potentially difficult circumstances?

10

You wrote: The Notary is the only professional whose income is fully dependent on the appointment actually happening.

Notaries operating as employees suffer this loss, not Notaries operating as businesses. I’ve been stiffed once, but never has my fee depended on anything except the work I complete per my agreement. In the past, I’ve had signings that didn’t fund - and I was paid my full fee. I say, yes, implement a calendar block fee but only for those entities you wish to work with that need it. I wouldn’t suggest you require it of every company you work if they’re not typing up your schedule and canceling at the last minute.

11

I read your response carefully, and I have to be honest — your argument ends up contradicting itself, and it overlooks the very foundation of how business scheduling actually works.

You said that only “employee notaries” suffer a loss when an appointment collapses.
But that’s simply not true. Independent Notary Signing Agents run businesses, not hobbies. When a business reserves a time slot for a client, that slot is no longer available for any other paying work. If the company cancels last minute, the loss is real, measurable, and entirely absorbed by the Notary — because that income opportunity is gone forever.

That’s not an “employee” problem.
That’s a basic economics problem.

Then, ironically, you finished by saying:

“Yes, implement a calendar block fee — but only for companies that tie up your schedule and cancel last minute.”

Which is literally the exact scenario we’re talking about. So your comment ends up disproving your own point.

If you acknowledge that calendar-block fees are valid when a company burns your time, then you’re acknowledging the very reason this movement exists.

The issue isn’t whether a loan funds.
The issue is: who absorbs the financial hit when a company blocks a Notary’s calendar and then cancels without communicating?

Right now, that burden is placed solely on the Notary — independent contractor or not — and that’s exactly what needs to change.

12

I take responsibility for not being clear and concise. I should have said Notaries with an employee mindset suffer a loss - they don’t run businesses, they are IMHO hobbyists. If you run a signing agent business, you put procedures in place to cover large packages, extended mileage, additional signers, etc. from the start, not after the fact. You’re not caught by surprise, calling the hiring entity and “asking” for additional monies. You don’t ask what a loan signing pays. A business charges. In other words, you don’t ask, you TELL. “When a business reserves a time slot…..” I’ve been doing this for 18 years - not my first rodeo. Most signing agents don’t operate with a business mindset - I have and I do. Hope this clear things up.

1 Like
13

This is a very engaging and thought-provoking subject. I have noticed that there are competing companies going after the same assignment and if one fails to secure the assignment it might pop up under another company. This makes me wonder if there is a job board out there and these companies pounce on them. Sometimes the job is posted before all the pieces are in place, it is securing an assignment and hoping everything gels before the actual appointment time. If this is the case, most companies will secure the job first and worry about the readiness later.

There are instances where there is a TBD on the order so a notary cannot just show up to the location and hope the signer is there. On those orders I do not print until I see some sign of life. Still it does impact my schedule and cause anxiety during busy times.

There are instances where a signer does not confirm, but the time and date are set. I also keep it on my calendar but do not print until the last possible moment, which for me is usually the day before.

If the assignment is cancelled by the scheduling company and I haven’t traveled, I get a print fee. If I have traveled and it was cancelled enroute, I get a print and show fee. Some companies will pay the full fee and then offer the assignment later when all the pieces are in place at the same fee.

If a signer cancels when I arrive at the door it is only a print and show. If while at the table, it is a full fee. I have been fortunate that most of my assignments have not been cancelled without compensation but it pays to look for the cancellation notice. The fee will be stated. A zero fee must be acted on immediately with a reminder of the circumstances, print only, print and show, full fee. The key is not to wait.

I have found that when I cancel, even with a legitimate excuse, different companies behave differently. High volume companies pushing standard docs can usually find a replacement without hiccup. Cancelling specialty assignments featuring distance, language preference or complicated circumstances will not put you in good standing. I often ask if the appointment can be rescheduled instead of cancelled. Most signers will have a range of options for the same day.

Some sort of minimum compensation for time, printing and travel should be worked into the agreement between the notaries and the company. Most standard scheduling companies iron this out from the first engagement. Othere, newer less established companies may not offer compensation for cancelled appointments. It takes time to wend through the contract but it’s worth it. If there is nothing mentioned it is fair to bring it up during that courtship phase.

Accepting an assignment without being familiar with their cancellation policy is either an oversight or a calculated risk.

I would be supportive of getting the word out that notaries need to be compensated across the board for printing, or print and show or no-fault cancellation. Blocking compensation would fall in to place if no printing or traveling is involved because those should be compensated. It might be easier accomplished with a percentage of the fee without fixing a particular amount. This being said, some companies will pay full fee if they cancel last minute regardless of whether you printed or traveled. Bumping down compensation to a mere percentage would save them money and they would likely go for that. The question is, what is more likely to happen, cancellations from fringe companies, or from established concerns?

14

Unfortunately, the only “standards” in our industry, as notaries, are the ones that the title companies and signing services impose on us. Until signing agents are allowed to bargain collectively, nothing will ever change.

15

I completely agree with everything you’ve outlined here. This issue affects so many of us, and it’s long overdue for the industry to acknowledge the real cost of blocking out our time for appointments that never move forward.

Another major piece of this problem is print fees. Not only are many of us canceled on at the last minute, but we’re also left absorbing the cost of printing the entire package — paper, toner, wear and tear on our equipment — with zero compensation. For some companies, documents are sent hours in advance, and if the file is pulled before the appointment, we end up taking a double loss: our time and our printing expenses.

No other profession is expected to operate this way.

A calendar-block fee, along with a standard print fee for canceled orders where documents have already been sent, would go a long way toward protecting notaries and creating a more balanced, professional system for everyone involved.

Thank you for bringing attention to this. I fully support the push for standardized fees and collective advocacy. Our time and resources matter, and the industry needs to start recognizing that.

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