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April 21, 2013

Mistakes notaries make w/ Title Companies

Notaries all want Title Company business, but not all of them get it. Why?

Experience is half of the problem, and skills are the other half. But, what about the THIRD half?

Communication skills
Do you use bad grammar? Do you make spelling mistakes in your notes section?

I also make spelling mistakes. Fewer than I used to make ten years ago since I write more.

But, Title Companies will reject a notary based on these factors.

What if there is no useful information in your notes section?
Do you ramble when people talk to you, and go on and on?
Do you go off on a tangent during a conversation and not stick to the topic at hand?
Do you give dumb sounding answers to simple loan signing questions?
Is there background noise when a title company calls you?
Do you answer the phone by saying “Hullo?”
Do your children asnwer the phone?

Does your answering machine have unprofessional sounding music?
Does your answering machine state your name?
Is your message system full?
Do you have reviews on your profile?
Are you certified by 123notary?
Do you have a tone of voice that is uninviting?
Do you ask people to repeat what they said?

Notary: Hello?
Tammy: Hi, this is Tammy from Tammy’s Title
Notary: Who is this?
Tammy: TAMMY from Tammy’s Title
Notary: Tammy’s Title?
Tammy: Yes, Tammy’s Title! May I speak to Linda please
Notary: This is her.

Jeremy’s comment: Are you deaf? Tammy stated her personal and company name very clearly when she called you, what’s the problem. Are you not paying attention? Or, do you just not know how to respond, so you ask a stupid question? Tammy thinks you are very stupid by now. Did you know that roughly 15% of notaries ask me to repeat information that I stated very clearly? I am not sure what their problem is. If I ask a quiz question, then 80% of the notaries make me repeat the entire thing twice — but, that is more tricky, so it is allowed in that context.

BTW, it is bad etiquette to say hello when answering the phone. State who you are otherwise the other person will have to guess or ask you. Also, don’t say, “This is her” as that is bad grammar. “This is she” is correct even though it sounds strange.

To sum up the point of this article.
If you want Title companies to think well of you and hire you — don’t act stupid. Have your act in order, and be able to answer questions quickly. Be professional — otherwise they will hire someone else who is professional. Title companies pay up to $150 a pop and notaries line up for these types of jobs. Title companies have choices — you don’t!

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11 Comments »

  1. Good ideas; however, should know how to spell before writing comments. That is why spell check should always be used before hitting “send.”

    Comment by Linda McBee — April 24, 2013 @ 12:45 pm

  2. But they don’t always say their names clearly, they run their name and the title company name together so quickly and do not enunciate, they use speaker phones so volume is little more than a whisper. And, when they leave a number it is given so quickly there is no way to get it all. I’ve learned to speak slowly, enunciate clearly and repeat the number I’m leaving at least twice.

    Comment by Dorris S. Cox — April 25, 2013 @ 3:23 pm

  3. Many times the title company is not easy to understand as the either have an accent or do not speak clearly. There is two sides to every story.

    Comment by Theresa Boyce — December 10, 2014 @ 4:12 am

  4. I have to agree with Theresa B., often either due to background noise (boilerroom type situation), or a heavy accent, I cannot understand to whom I am speaking either. It seems like I rarely ever end up taking those assignments, usually they are just fishing for someone desperate for work and are offering a pittance as far as the fee is concerned. Most that I end up accepting already know me before they ever call me, so we are already acquainted, and need no big, formal introduction. Just my experience, yours may be different. I do however agree with the proper way to answer. I always answer with “hello, this is Dave Love”. That way even it’s just someone who got my info online who is looking to get a document Notarized, it will tip them that they have reached the right person. Like they say, good manners cost nothing, but bad manners can cost you everything.

    Comment by Dave Love — February 18, 2015 @ 8:40 pm

  5. It sounds a little bit like you are nitpicking rather than giving good advice.I can understand the importance of clear communication and etiquette. The need to ask someone to repeat themselves may be caused by several other factors, some that I personally have experienced would be:

    1. A slight hearing loss.
    2. Background noise.
    3. Cellphone reception issues.
    4. A soft-spoken or fast talking person.
    5. A person speaking with an accent.

    I would also like to address the need to answer the phone with Hello. In my line of work I do not have the luxury of being a full time notary only. So in order to pay the bills I have to also be a realtor. This does give me a couple of options, for instance I can use a Google phone number and use it as a dedicated number for my business however, if I choose to have the number come up in my cell phone so I know it’s a business call for notary it would allow me to use my notary service name when answering those calls but it would not allow me to know the number of the person calling me. this would be a challenge in my normal working environment since I’m not usually able to take notes as often as I can communicate with text. So in my case I’m operating my business to the best of my ability while I also operate a separate business to the best of my ability. Since doing real estate pays for more than notary calls I have to be prepared to answer my phone as a Realtor first.

    You are correct in that title companies do have a plethora of choices of whom they want to delegate notary work toward. However many title companies that I am familiar with in my area employee their own notaries on staff, and most would rather use a notary brokering service to connect with a notary rather than directly connect with one or two specific notaries. This situation makes it far less lucrative in my region to try to do notary work exclusively to make a living.

    Ultimately you are making a good point in that soft skills are important. You should be able to reach someone, communicate with them effectively and set up an appointment relatively quickly in order to satisfy your need for notary service. The most professional notaries will rise to the top as most professionals do in every industry.

    Thanks for the article. It would be nice to see something a little more uplifting and positive in the future.

    Comment by Paul Casilla — May 6, 2015 @ 12:47 am

  6. Here’s my peeve – -I answer the phone – “Hi, This is Suzanne!” and they ask, ‘MAy I speak to Suzanne?” or “Is Suzanne available?” Aren’t THEY paying attention? I said it as clearly as I can….

    Comment by Suzanne — May 6, 2015 @ 1:19 am

  7. Yes, and they ones that leave messages that say their names, company, phone number and extension in a matter of 3 seconds. They may know all this information, but it’s the first time I am hearing it -slow down… we in the SOUTH speak SLOOOOOOOooooooooww! LOL

    Comment by Suzanne — May 6, 2015 @ 1:21 am

  8. EXCELLENT! I often think about these things when reading other notaries’ posts on-line. And “This is her” makes me wince. So nice to know someone else notices how rampant that is.

    Comment by Terry — May 6, 2015 @ 11:31 pm

  9. Most of companies calling are 20 somethings looking to get the notary first to get their commission…..They never say clearly or slowly the NE of their Company….Most just want to hear a yes or a no to accepting the Signing……It’s that kind of environment now thanks to resources like Snapdocs…..It’s a rave to find the cheapest and first notary to accept….It’s more error on their end, young untrained telemarketers with no etiquette themselves from my experience……It’s cuts both ways my friend, regardless to how professional you are …..But many good points on your article

    Comment by Jack Benimble — March 6, 2017 @ 11:47 pm

  10. I agree that more uplifting articles are needed. The tone of the article was condescending and unempathetic to the notaries you serve. Support and encouragement are needed. Thank you

    Comment by Susan — March 7, 2017 @ 3:17 am

  11. Actually, studies have shown that it takes several seconds of speech before a listener will understand a new voice. So, if all they say is \This is Tammy at Tammy’s Title\, it may require a repeat to be understood. This is why, when I leave a message, I make the first sentence less important. \Hi, I’m calling for John Doe, my name is Jodith and I’m the notary contracted to do your real estate signing.\ By the time I get to my name and phone number, they’ve heard my voice long enough to be able to understand what I’m saying.

    Comment by Jodith — July 31, 2017 @ 3:14 am

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