Start with the file, then choose the signing method
A remote appointment may be useful when a signer cannot conveniently meet in person and the file can be completed using an accepted remote process. It can also be a poor fit when documents require a different execution method, approvals are unresolved, or a signer cannot complete the technology and identity steps.
Ask about the property location, each signer’s expected physical location, document types, transaction type, and deadline before promising a remote appointment. Flag powers of attorney, trust or entity signatures, witnesses, language or accessibility needs, and other special circumstances for the responsible closing professional. A platform invitation is not approval of those circumstances.
“Has the complete execution and delivery plan been approved for this file, or are we still checking whether RON will work?”
RON and a fully electronic closing are different decisions
Remote online notarization (RON) concerns the notarial act performed with the signer and notary in different locations through live audio and video. In an electronic RON workflow, the required signatures and seal are applied electronically.
A fully electronic closing concerns the complete document package and its signing and delivery process. A remote notarial session does not establish that every document—including the promissory note—can be electronic. Identify any wet-ink originals, separate appointments, and delivery steps before scheduling.
For the distinction between electronic documents, eNotes, and remote notarization, see Freddie Mac’s Electronic Loan Documents FAQ. Its requirements apply to its own program; they are not blanket approval for every loan.
Document the acceptance checks
Use a file-specific checklist. Record the answer, the person who confirmed it, the date, and any conditions. Treat an unanswered item as an open dependency.
Lender and investor
Confirm the permitted execution method for this loan and package. Identify exceptions, required originals, eNote eligibility if applicable, and any restrictions on the platform or signing service.
Title underwriter
Confirm underwriting acceptance for the property, instrument, notary jurisdiction, and proposed process. Resolve exceptions and special instructions before sending the invitation.
Recording office
Verify acceptance of the remotely notarized instrument and the intended submission format with the responsible recording office or authorized recording provider. General eRecording availability is not a file-level acceptance decision.
Jurisdiction and documents
Confirm the notary’s authority, required location, signer-location restrictions, certificate language, witnesses, and any transaction-specific execution requirements with the appropriate responsible professional.
An example of why these checks matter: Fannie Mae’s Selling Guide, A2-4.1-03, sets conditions for RON, including recording-office acceptance and title coverage, and excludes Texas Section 50(a)(6) loans from its RON provision. Apply the current rules governing the actual loan; do not generalize this example to all transactions.
Prepare each signer before the appointment
- Invitation: verify the signer’s name, email, phone, appointment time, and time zone through the approved workflow.
- Technology: confirm the supported device and browser, camera, microphone, speakers, and reliable internet. A phone may help capture an ID even when the signing occurs on a computer; confirm the platform’s instructions.
- Identity readiness: ask the signer to have the original current photo ID and to review accepted credential types. Route name differences or verification concerns to the closing team early.
- Documents: provide any available advance review and identify who will answer questions about terms, figures, title, and funding.
- Participation: confirm arrangements for all required signers, witnesses, and any approved assistance. Each signer must complete their own required identity steps.
Do not collect identity-question answers or ID images through an informal email exchange to “pre-clear” the signer. Use only the secure process approved for the transaction.
Make the handoffs explicit
The following is a coordination checklist, not a substitute for the parties’ agreements or closing instructions. Confirm the actual owner on each file.
Closing team
Own the file’s execution plan, approved package, acceptance decisions, signer communications, and escalation contacts. Identify who confirms completion, recording, and funding.
Lender
Resolve loan terms, loan figures, lender instructions, and lender approval of the proposed signing method.
Notary and signing coordinator
Confirm assignment and instructions, conduct the authorized notarial process, and report exceptions. The notary’s role does not replace the lender or closing team’s decisions about the transaction.
Platform and signer
Confirm who provides technical support and secure delivery. Give the signer a clear preparation plan, a trusted contact, and permission to pause when something is unclear.
Before the session, agree on who can authorize revised documents, who can answer a live question, and what happens if the appointment cannot continue.
When to pause, stop, or escalate
- Acceptance is uncertain: pause scheduling or execution while the closing team obtains the required decision. Do not treat a prior similar transaction as approval.
- Identity cannot be established: stop the notarial process and notify the closing team. Any next step must satisfy the applicable rules and approved platform process.
- A name, figure, or document is wrong: pause that document and contact its responsible owner. Do not improvise corrections or tell a signer to accept unfamiliar terms.
- Audio, video, or the connection fails: pause. Let the notary and platform determine whether the session can properly resume and which steps must be repeated.
- A signer is unwilling or cannot participate: stop and escalate. Completing a scheduled slot is never the reason to push past an unresolved concern.
Communicate the problem, affected step, responsible decision-maker, and next update time. Avoid unnecessary personal details in status messages.
Close the loop after the video ends
Confirm that the executed package reached the intended recipient, identify any remaining originals or corrections, and verify who is responsible for each next step. Reconcile the status in the order system with the closing team’s understanding.
A completed appointment is not the same as a completed transaction. The closing team determines the remaining closing, funding, and recording steps and tells the signer how to obtain copies.
Are the acceptance decisions documented? Are signers prepared? Is the final package identified? Can someone answer a live question? Is the fallback plan clear? Does everyone know what remains after signing?