Posted by Tracey Foughty-Deavers on 2/15/07 12:17pm
Msg #175803

E-docs

I am getting more and more edocs closings and it is starting to drive me crazy. Until a few months ago, most of the companies I worked with sent docs to me via FedEx or UPS a day before the closing. This enabled me to do as many as 10 closings a day since I could leave the house in the morning and have everything I need for the day in hand.

Lately, I am getting more and more edocs closings. The calls are coming to me an hour before the closing is scheduled. Or the docs don't arrive on time, and I have to reschedule a number of people to make things work. I'm also finding that I can comfortably handle very few closings each day that way because I have to wait around for email.

How do others handle this situation? How many closings do people find they can handle on a daily basis if they are all edocs? Are people restricting their service area so they can stay close to home?

Also, what do other people do about last minute closings? I try to be flexible. This is my business. But, I think I should be entitled to at least a little bit of a life as well.

Reply by LawrenceOK on 2/15/07 12:27pm
Msg #175809

First, welcome to the wonderful world of e-docs. You need to set a cutoff time to receive those docs (usually 2 hours before appointment) and stick to it. I could stay out until the cows come home if all my signings were overnight. As far as last minute closings, if I feel like doing them I will and if not, oh well.

Reply by Tracey Foughty-Deavers on 2/15/07 12:34pm
Msg #175813

How many closings can you do in a day if you have to go back to your house before each closing? It sounds like that's what happens if you are only getting the docs 2 hours before a closing.

Reply by TK/CO on 2/15/07 12:44pm
Msg #175821

I know some notaries are hooking their printers up in their cars with a hotspot or cellular connection to their laptops.

Reply by Genkichan on 2/15/07 12:45pm
Msg #175823

Try this -- arrange two closings back to back (1.5 hours apart, give or take), and set your drop dead time for receiving docs for both closings to be about 1-2 hours prior to the first appointment. Repeat process. Charge more money, too.

Docs not arrive on time for the first? That client gets pushed to end of your day. Docs not arrive on time for the second prior to leaving for the first? Push appointment to later in the day as your schedule permits and try coordinating that printing of those docs along with your 3rd or 4th closing. Explain to your clients that if docs are not inwhen you need them, their appointment will have to be moved. Most will understand. It's not easy, but you'll get the hang of it and find ways to cut back on the "return home to print" problem. Good luck!

Reply by lenelle/FL on 2/15/07 12:48pm
Msg #175825

The majority of my closings are with edocs and it can sometimes be very frustrating, but of course, is the nature of this beast. The aspect of hectic last minute scheduling in this business is a given if you accept e-doc closings. If you notice that this is more of trend for you now, something helpful for you may be to go totally mobile. This is something that I have been researching for awhile and I know that there are several members here who have given some great information on the advantages and the set up for this. Just a thought.

Reply by LawrenceOK on 2/15/07 12:51pm
Msg #175826

If I wanted to play the Let's Wait On E-Docs game, not many. But I don't play that game, I schedule myself for what I have going for that day. If I can do the signing, I tell them I need the docs at a certain time or they will need to call someone else.

Reply by Susan Fischer on 2/15/07 12:53pm
Msg #175828

Some notaries are going 'mobile' with portable offices in

their vehicles for this reason.

There are previous posts that detail going 'totally mobile' that might shed light on the pros and cons.

Cheers!
Susie

Reply by sue_pa on 2/15/07 12:44pm
Msg #175822

I've always been curious. Why have so many people picked a random time such as 2-hours. When you read these boards it appears to be the 'universal' doc time. what if the appt. is 5 minutes from your house? What if it's an hour drive? Why choose a random time rather than tailor it to each individual appt?

Reply by Genkichan on 2/15/07 12:52pm
Msg #175827

I don't think it's so random. 2 hours leaves enough time to print packages for up to 3 or more closings, get organized, etc. Sure you can do it in far less, and we all often do. But a 2 hour window requested in advance when scheduling the appointment is quite reasonable.

Reply by MelissaCT on 2/15/07 2:44pm
Msg #175858

Most of my appointments are within 30 minutes drive from my office. Usually takes about 30 minutes to print docs & copies (on average, let's say), so there's 1 hour between printing & driving to make appt on time. Add wiggle room for excess traffic, review of documents to print correct # of RTC, TIL, and read specific instructions & 2 hours *should be* plenty of time. It also takes into account printing docs for more than one borrower, if you are lucky enough to have docs in plenty of time on one & that magic 2-hour window on the other.

If your drive time averages 1 hour, you'll want docs 3 hrs in advance. It's all relative. That 2-hour window also gives time if you have technical issues dowloading or printing docs. It's just a cushion.

When confirming with borrower on edoc appointments, I always let them know that I'm expecting edocs & that I will call when I receive & print them.

Reply by Regal/NC on 2/15/07 12:43pm
Msg #175819

Laptop & Remote Locations


My answer is to maintain a updated listing of WIFI or other remote access locations ( library, UPS Store, FedEx Kinkos, etc.). Or you can utilize the Moblie Office approach with wireless access.

Reply by SueW/Tn on 2/15/07 12:45pm
Msg #175824

Hi Tracey:

If you've been doing only O/N docs up to this point and getting up to 10 per day...you've hit the mother lode! This is my first week in nearly 2 years that I've had over 80% of my closings O/N docs! E-docs is usually the norm and yep, it can drive one bonkers! I tell my client that if the docs are not here 2 hours prior to the appointment then they must go to the end of the line as "I already have docs for my other appointments". Just remember it's out of your hands if they're late, nothing you can do about it and adjust accordingly. Don't penalize your other appointments, set boundries and never sway from them.

Reply by Amalia Contreras on 2/15/07 1:10pm
Msg #175835

I had a signing last night, E-docs, printed 1st set and forgot to swith to legal, printed 2nd set on legal, Is it ok to give the BWR the docs printed on letter? Sorry for dum question.

Reply by Dave_CA on 2/15/07 1:16pm
Msg #175837

Should not be a problem unless there is a mistake made during the signing.
In this case you will not have the borrowers copy to substitute.

Reply by Amalia Contreras on 2/15/07 1:21pm
Msg #175838

Thank You Very Much,

Reply by MelissaCT on 2/15/07 2:49pm
Msg #175860

as long as the docs weren't cut off due to wrong size n/m

Reply by Amalia Contreras on 2/15/07 3:58pm
Msg #175873

Re: as long as the docs weren't cut off due to wrong size

everything look ok , but I will check again. Thank You

Reply by Richard Ingram on 2/15/07 1:29pm
Msg #175839

I recently had a very bad experience with Servicelink and edocs. Received an order early in the am and was told docs would be ready soon with signing to occur at 1:00PM some 50 miles away. Waited patiently until 11:00 putting everything on hold before calling and being informed docs were not ready. Called borrower and told them I had 2 other signings in the afternoon but would try to rearrange my schedule to meet their needs for the 1:00 time. Docs did not arrive until shortly after 1:00. Being upset with burning a half day waiting and having to inniate contact with ServiceLink several times I contacted Borrower and was able to reset signing for 6:30. Having left an email with ServiceLink that I felt a fee adjustment was needed and having printed out 2 sets of docs I left to attend one of my signings. I received a cell call from ServiceLink stating they would not adjust fee and after all the time/trouble/expense they would not let me complete the signing and were assigning close to someone else. We had an unpleasant exchange with Servicelink stating they would not be sending me any more business. Funny, I received a request several days later and informed them of this unpleasant matter.
I wish all of my signings were overnighted as most of my problem days are caused by edocs and the total lack of concern for my time by many companies. I do think a base fee for edocs should be $100.00 if they fail to deliver the docs by a definite time. This would help in planning and would cut down on the contacts and emails required to schedule signings. I know this is not going to happen but any way we could make SS and lenders more responsive to our time and professional effort to assist them and borrowers is needed. Any suggestions would be appreciated

Reply by Ndwa on 2/15/07 1:54pm
Msg #175843

I love edocs. I don't have cut off time b/c majority of my signings are within a 20 miles radius. I can do as much as 8-9 in a day. I can make the same amount or more money doing 4 edocs over someone with 10 O/N docs.

Having the right equipments is crucial as well as time management. Give me a call if you need any help taming the edocs beast.

Reply by Joan Bergstrom on 2/15/07 11:54pm
Msg #175930

Our Industry is Edocs

Tracey probably works for a vendor that sends all the docs to her doorstep and now that she is accepting other loan signing assignments she is experiencing what most of us deal with daily. 95% of all Loan signing assignments are Edocs.

I think the worst thing a loan signer can do is put a 2 hour time frame to get these edocs sent!

I should have applied this 2 hour cut off when I started in 2002 and Edocs were in their infancy and you could literally tear your head off!!

Edocs are so much easier than they were 5 years ago.

I think it is such a negative to say to a company that "I have a 2 hour cut off period if the edocs aren't sent."

Don't put out negative feedback to companies if you want to be hired again!

I am always amazed when I see profiles that are posted for comment on www.notaryroatary.com and the profile on is full of negative advertisement comments and almost everyone thinks its a great profile.

"I will charge for all no shows"
"I will not accept edocs later than 2 hours before signing
"I will not fax back any loan documents without additional fee."
etc/etc/

Take out everything that is negative in your profile and give the Company a reason to hire you!!

Reply by Ndwa on 2/16/07 4:24am
Msg #175938

Great observation & advice, Joan... n/m

Reply by Melissa Peeke on 2/16/07 12:54pm
Msg #176029

General response to negative info

If I'm expected to be ON TIME for a scheduled appointment, I do need edocs prior to printing & driving time (I know common sense isn't something that can be learned). Can't count how many times I've either gotten called 15 minutes prior to appointment time for signing w/edocs or edocs arrive AT scheduled appointment time or LATER.

Perhaps this is common sense for us, but so many on the hiring end just don't get it. So, I spell it out. Maybe you're right, maybe I'm wrong, but I communicate up-front so there is no question later.