The Notaries Role

Understanding the Closing Workflow

A real estate closing is the final stage of a property transaction, where ownership is transferred or financing is finalized. This process involves a sequence of steps, each requiring coordination between buyers, sellers, lenders, title companies, escrow officers, and notaries.

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The Closing Lifecycle (Step by Step)

1. Offer Accepted → Title Opened Once the purchase offer is accepted, the title company opens the file and begins the title search.

2. Loan Underwriting → Clear to Close The lender reviews risk, approves the loan, and issues “clear to close.”

3. Documents Prepared The lender generates the closing package and the escrow officer assembles the escrow documents (deeds, affidavits, compliance forms, etc.).

4. Signing Coordination (This is where the Notary enters) A signing appointment must be scheduled. Traditionally, escrow officers scramble to find and vet notaries, confirm times with signers, and manage logistics.

5. Signing Appointment The notary meets with the signers, verifies their identity, witnesses document execution, completes required notarial acts, and ensures all documents are properly signed.

6. Post-Sign Review The notary (or fulfillment team) checks documents for errors and provides scanbacks for lender/title review.

7. Shipping & Return Signed documents are securely returned to escrow or title, with chain-of-custody tracking.

8. Funding & Recording Once documents are approved, funds are disbursed, and the deed is recorded.

9. Closing Complete

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Where Notary Everyday Fits

Notary Everyday takes over from the moment documents are ready (Step 3) through document return (Step 7).

Instead of leaving escrow officers to individually manage coordination, our infrastructure handles the entire notary fulfillment lifecycle:

• Assign vetted notaries nationwide

• Schedule and confirm signing appointments

• Provide live support during signing

• Run document QA before return

• Handle secure custody, shipping, and tracking

• Deliver real-time status updates back to escrow

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In Summary

The notary lifecycle occurs between “Docs Ready” and “Funding & Recording.” It’s the critical “last mile” of the transaction—and it’s exactly where Notary Everyday delivers value by transforming a manual, fragmented process into a standardized, reliable infrastructure.