Posted by pat/WA on 1/16/10 12:02pm
Msg #318261

What to do

This is a first for us. We had a 7pm signing last night 30 miles away in the country. After the signing and after we returned to the office we found additional documents in our email that had to be signied and notarized. Contacted the borrower and they were not available to sign the additional document (Chicago Title owner/borrower affadavit and indemnnification agreement. )
Any suggestions?

Reply by Linda_H/FL on 1/16/10 12:06pm
Msg #318262

Notify hiring party of what happened and see what they

want you to do - if it were me I'd go get'er done today...It's part and parcel of the package and the Owner's Affidavit is required to issue a title insurance policy. Yes dates will be different, and that's why I'd suggest contacting hiring party for the okay...if it's just those two docs I don't think they'll object.

Keep the copy of your e-mail showing time these additional docs were received - if it was a late delivery on title's part you may be able to negotiate a return trip fee. If it was an oversight on your part it's gonna be on our dime.

MHO

Reply by Marian_in_CA on 1/16/10 3:11pm
Msg #318277

Re: Notify hiring party of what happened and see what they

I agree with all of the above.

BUT, some of it depends on your terms with the hiring party. I have a firm rule that docs must me to me a certain amount of time before the appointment or extra fees apply. I don't play the waiting game anymore. If it means I get a job or two, I'm fine with that. Since I've been enforcing this rule, packages amazing are to me 6, 8 even 24 hours ahead sometimes.

There's no excuse for late docs, IMO, and if something happens to produce them... then it's not going to be at my expense unless it is actually my fault.

That said, this is EXACTLY why I have a Blackberry where I get instant email wherever I happen to be. I don't like nasty surprises. Mobile notaries travel way too much not to have that accessibility. I have an entire mobile office that fits in one of these:

http://www.officedepot.com/a/products/987304/Office-Depot-Brand-Mobile-Folding-File/

I love that thing! I also carry my standard notary briefcase on top of that since I don't always need the crate.

Reply by Marian_in_CA on 1/16/10 3:43pm
Msg #318286

Good grief... that's nearly unreadable!

So sorry about that. This is what it should read:





BUT, some of it depends on your terms with the hiring party. I have a firm rule that docs must be to me a certain amount of time before the appointment or extra fees apply. I don't play the waiting game anymore. If it means I don't get a job or two, I'm fine with that. Since I've been enforcing this rule, packages, amazing enough, get to me 6, 8 even 24 hours ahead sometimes.

Reply by Lee/AR on 1/16/10 4:45pm
Msg #318290

Interesting...

I also have a cutoff time for docs. This, of course, will vary by location. I make sure they understand during the conversation and, whenever possible, re-state it in my reply to the order.
Have also had very few 'late docs' problems since instituting this policy. However, I recently learned that I had been 'black-marked' by a certain co. (thanks to a chatty Scheduler) for turning back a signing where the docs did not come within my stated time.
On that one, when they were about 15 minutes late, I turned it back. They called, pleading, and I said if I get the docs within the next 15 minutes, I will still do it. But, 1 minute later than that, you'll need to find someone else. They said I'd have the docs. Didn't get 'em and again advised them to definitely find someone else. Never did get the docs nor hear a peep out of them that evening--or ever. Months went by with no calls from them....then I found out why.

Reply by Linda_H/FL on 1/16/10 4:51pm
Msg #318291

I state a cutoff time too..

Then when I've confirmed with borrowers (both time and directions) I e-mail company letting them know it's confirmed and in that e-mail I state the specific outside time I need docs so there's no question what my drop-dead time is...if signing is at 6:00, travel one hour (standard) then I let them know I need docs by 3:30 my time at the latest...

Reply by Marian_in_CA on 1/16/10 5:27pm
Msg #318292

Re: I state a cutoff time too..

There are times, depending on the situation (my schedule, distance, package size, etc.) where I will allow late docs, but only with them knowing way ahead of time that they're late and I charge a fee for it -- and even if they are late, I NEVER accept late docs within an hour of the appointment.*

*That's my stated policy. I still carry a printer with me, though... just in case, and if I need to whip it out because of super late docs or changes, they will pay a premium for it. I make sure that this is noted in my correspondence, too, they will know this at the time I'm scheduled so there are no excuses. Like I said, I'm not going to play the games anymore and have to pay for the laziness and incompetence of Title company lackeys. They need to pay for it themselves.

Reply by ikando on 1/16/10 8:48pm
Msg #318304

Re: I state a cutoff time too..

Linda and Marian,

What kind of correspondence/response do you send? I've sent reply emails with similar statements that late docs will result in extra fee paid to me, but the signing company comes back saying "If you accept the job, it's at the fee you agreed. No more--regardless."

Reply by Linda_H/FL on 1/16/10 9:02pm
Msg #318305

I don't say that late docs will result in an additional

fee - I tell them the outside time by which I need the docs in order to make the appointment time - if I have flexibility and docs are delayed and it's okay with the borrowers to close later then that's okay, I run with it - if I have no flexibility or it gets too late, then I turn the assignment back.

Reply by Marian_in_CA on 1/16/10 9:11pm
Msg #318308

Re: I state a cutoff time too..

I tell them on the phone if it's a new company. Ones that have used me before already know how I work. I also always follow up with an email confirming the conversation.

They say, "This job pays $XXX."

I say, "Well, my fee for this will be $XXX and that is based on receiving the final documents by X:XX am/pm. After the cutoff time, if I am still able to complete the job I charge $XX extra for late documents."

There have been a few times where they say, "I'll need to get that approved..." and I never hear back. Most of the time, they call me back.

These companies have dropped in the bad habit of waiting until the very last minute to prepare the paperwork. That's not fair to the notary, nor the signers. They should be able to get it done in time, and I will not sacrifice other appointments because one person can't get their act together. I really dislike having to call signers and apologize to them for something I didn't do. It's not right.

Reply by Marian_in_CA on 1/16/10 9:15pm
Msg #318309

Re: I state a cutoff time too..

Also... the extra fee is ONLY if I have time or the ability to rearrange things. I've pretty firm about my time window with these people and I have little issue turning an assignment back.

That's why, though, I carry an office with me. If I'm out and about and I *can* print paperwork on the road, I will. But, I still hold the Title/SS whatever responsible for their inability to meet the original terms of the agreement. I've grown tired of coming to their rescue without being compensated for it.

Reply by TechGirl2001 on 1/18/10 12:29pm
Msg #318411

I think that late documents are just another part of the game. The Signing Company has no control over documents and is always at the mercy of the lender. It seems notaries are always blaming the signing service for this problem when in reality its the lender. I understand the frustration and know it can really through a kink in your schedule but that is the nature of the business and I always find a way to get the job done.