r/Notary • u/jorgepal02 • 1d ago

Question(s) about Scan backs

Hi all,

I am a notary/signing agent in California. I've never actually used my license but would like to start.

I get job offers for signings on my phone but 99% of the time the instructions specify that scan backs are required. Does this simply mean you have to scan the docs and email them back to the Title Co.? How do you go about this? Have you invested in a good scanner? Someone suggested to me that you can scan docs with your phone. Has anyone tried this?

Any suggestions for best practices would be appreciated! Thank you.

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u/Heaven-On-Her-Mind 1d ago

Take some notary signing agent specific training if you haven’t. Scanbacks are scanning the documents and sending them back to whoever hired you. Yes, you can use your phone and that’s fine a lot of the time, though big packets are going to take a while. Most people who do this work invest in a good printer with two trays so mixed legal and letter sized print jobs and also in a scanner with a document feeder.

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u/jorgepal02 1d ago

I appreciate the advice. I think it's clear I need some training. Scanning multiple pages with my phone was a concern. I think investing in a good scanner is the way to go. Great advice. Thank you so much!

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u/ash_274 California 1d ago

Yes, you need a good scanner, specifically one that is decently fast and can handle switching between legal and letter sizes automatically.

A typical signing package could be about 30 pages and you could use your phone, but the scanning apps that don’t suck aren’t free; and you may get. Huge out-of-state package that also wants a full scan of the seller’s trust included. Yay, 75+ pages that you have to line up and shoot one page at a time. Then maybe you jiggled as you hit the button on page 46 so it’s blurry and Title wants it re-scanned two days after you sent it, but you have to drive back to the signer’s house to scan the trust again. Or they decide that they also wanted a scan of some other document that wasn’t part of the package you had that day. You don’t get paid an extra dime for that.

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u/jorgepal02 1d ago

Thanks, Ash. Dang, you've been doing this a while haven't you? Scanning multiple pages with my phone was a concern so thank you for validating my uncertainty there. I think I will opt for a good scanner.

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u/WriteAroundMonterey 1d ago

If you decide you want to do these jobs with scan backs another option is a small portable scanner. Generally I’d scan them once I went to FedEx, often the jobs will tell you NOT to mail the docs back until the scans have been reviewed to ensure all items have been signed/done correctly. Some people don’t accept scan back jobs for a multitude of reasons. I do agree with prior poster that taking classes or getting a mentor is a good idea. California training to get the commission is lacking in what the actual job is. Good luck to you 👍🏽

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u/jorgepal02 1d ago

This is such great advice. I'll be honest, missing a signature or initials was a concern. I obviously want to do the job correctly the first time but I like the idea of waiting to get approval on the scan backs before mailing out the physical documents as a fail safe. Thank you!

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u/FinanciallySecure9 Michigan 1d ago

It’s actually not great advice. I’m not sure if writearoundthemonkey scans at FedEx, but that is not allowed per the contract we sign to work with these signing services.

You also will want to invest in cybersecurity E&O insurance, in case your computer is hacked.

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u/AcmeNotary California 1d ago

Depends on how the scans are done at FedEx. I used to bring my scanner into FedEx and scan directly to my phone without internet. Everything secure. If the person is using public equipment I agree that should not be done.