I’m used to seeing notary instructions that say fees are reduced if you don’t scan but I’ve never seen waived. And a 90 minute deadline.
Luckily, it’s just 39 pages and I can do that at FedEx in 15 minutes before I ship it.
Are there notaries who actually refuse to scan? I’ve never disregarded instructions. If I have a time crunch and can’t scan before I ship I’ll email and ask if they prefer the scan or the same day ship that timing may not allow for both. If I am told to ship without a scan I document that in the order.
But a company saying you waive your fee for failing to scan. That’s not good.
I really don’t think that’s the problem. I have seen the following more than once: First the ‘canudo’ doesn’t say ‘scan required’; IF you then see this requirement, vaguely worded like ‘if required scan is not provided, fee is waived’ buried somewhere in 3 pages of instructions, and your quote wasn’t based on that stip and you ask for clarification prior to doing anything more…well, you got lucky and may be able to increase your fee for the added work OR clarification as to ‘scan or not’… Most are not this devious, but a few are.
That said, I don’t know of a single company or platform that actually provides ALL the info any IC worth his salt would require to comfortably provide a quote on a job. In their eyes, we are just interchangeable minions.
It is important to acknowledge that, within the business sphere, some entities employ stringent practices. Essentially, when an assignment is undertaken, it functions as a contractual agreement. Consequently, non-compliance can result in actions such as fee waivers for the omission of scans. I’ve observed agreements that include provisions for monetary deductions due to errors. Therefore, a thorough review of these agreements is crucial. I will not work with organizations that use ambiguous terminology, which could be interpreted subjectively, allowing them to unilaterally determine payment. We all know “life happens,” and delays or mistakes can occur. That’s why I call companies immediately to discuss things. I’ve encountered companies stating that scan-backs must happen immediately or within a specific timeframe after the closing is completed. When I see those types of instructions, I call the companies back right away to explain my capabilities. This means I won’t be able to meet their “immediate or specified time frame” expectations. Usually, we can find a middle ground that works for both of us. If companies are unwilling to be flexible, I return the order, and they can find another LSA. I believe in the “win win” doctrine, both sides must be willing to feel some “pain”, so we both can come out winners. But under no circumstances do I accept money being deducted from my fees due to another person “subjective” decision making. Now with that being stated, I will accept fee deductions if it’s my fault and it’s clearly stipulated in the signing agent agreement.
We think alike on a lot of things. To me, the deal is the deal. On this one, I signed at 2:50 then drove to the FedEx ship center about 9 miles scanned and made cut off at 3:45pm (by 4 minutes). Some stuff should get a bonus LOL. But this is a closing officer that has sent me several signings at my requested fees without distributing the order. So that’s the bonus. Some of the title and loan officers remember the error proof notary and you get more from that person. They still use the platforms but those relationships are great. Working on more of them!!
Well said cfletcher. Very wise advice. the best of negotiations happen when every party walks away not feeling as though they were the total victor in the negotiation. Everyone must give a little and a win-win is achieved.
Just curious. She said she went to Fed x to scan, isn’t that a no no because of confidential information, either hand scan it or get a document scanner which a lot of companies rather u didn’t hand scan anymore Your thoughts
There are scanning aps for phones and portable scans to carry in your car. I only mobile scan if they are under 50 pages. I would never scan at FedEx. Mostly because it’s expensive.
@lindas12 , you are correct. We are not to use third party sources, when handling people’s loan documents. It’s important to know the Gramm-Leach-Bliley Act (GLBA). In that Act, there’s Sec. 6801, that covers keeping personal information private. Becoming a Notary or Loan Signing Agent might seem easy, it’s super important to really know the rules and what we’re responsible for. While the path of least resistance might seem alluring, leading to the temptation of disregarding regulations and taking shortcuts, it is crucial to remember that the potential repercussions of such actions can be incredibly damaging and far-reaching if we are ever held accountable for our decisions and omissions.
I have called to advise them of time constraints. Some I drive 1-2 hours away and need time to travel back and scan before shipping. I usually ask if they want me to wait for approval shipping. I have 2 in the past year say the deadline is solid or there will be reduced pay. I asked to be unassigned at that point 20 mins later they called and asked to have me take the signing back and they understood and would accommodate me going forward.
This is also why I often express to Notary Cafe members who are posing queries on the forum about processes, etc. that they will be BEST SERVED by performing an in-depth Review of the Notarial Handbook for their own State as well as to Research the statutes, laws, & regulations of the State where they will be providing their professional services!
That was a good way to handle that. I do quite a lot of travel to rural areas, and with FedEx limiting services. Most companies are becoming accustomed to the constraints of this region of the state.
Most can be made to understand, but sometimes an order will come in. That says if you cannot meet the scanning shipping deadline, you’re expected to not accept the order. I have actually taken one like that, and then called the company and said no one in this region can accommodate your timeframe because it’s not possible And that company decided they would rather a package ship then scan.
A lot of companies don’t want you to even use Adobe scanning App on your phone. That’s why it’s very important if possible to invest in a document scanner. I learned the hard way. I would manually scan 200 pages and I thought there has to be a better way and I bought a document scanner. Best thing ever
percent accurate!
