The holidays are the busiest time for Title companies and the most chaotic for shipping carriers. For a Notary Signing Agent, a missed pickup isn’t just an inconvenience. It can lead to a missed funding date. A rate lock expiration may occur. It can also result in a very unhappy client.
Here is why you need to double-check those FedEx and UPS boxes today. Learn how to manage expectations like a pro.
1. The “Hidden” Holiday Schedule
Don’t trust the sticker on the box. During the week of Christmas and New Year’s, carriers often implement modified service hours.
- Early Sweeps: A box that usually gets picked up at 6:00 PM may be swept earlier on Christmas Eve. For example, it might be swept at 3:00 PM.
- Staffed Location Closures: Your local UPS Store or FedEx Office may close early. If you show up at 5:00 PM at a locked door, that file is already delayed by 24 hours.
- No Movement Days: Remember, Christmas Day and New Year’s Day are total shutdowns. Packages dropped on the holiday won’t move until the following business day.
2. Communication: The “Immediate Out” Rule
Never assume a package can wait until the morning. In the final weeks of the year, lenders are racing. They need to get files funded before their books close for the month.
- Call Title/Signing Service: If you have a late afternoon signing, ask: “Does this need to be scanned today for morning delivery?” Also ask if tomorrow morning is acceptable.
- Inform the Signer: Transparency builds trust. If you know you’ve missed the final holiday cutoff, inform the signer. Although the notarization is complete, tracking will go live the following morning.
3. The “Under Promise, Over Deliver” Method
In the notary world, your reputation is built on reliability. The best way to protect it during the holidays is to manage expectations downward while pushing your performance upward.
- The Method: If a Title company asks when the docs will be dropped, don’t say “immediately” if there’s any doubt. Instead, say: “I am heading to the drop-off now. However, due to holiday modified hours, the latest it will be scanned is tomorrow morning. I will send you the receipt as soon as it’s in the carrier’s hands.”
When you actually make the 4:00 PM cutoff, and they see that “Initial Scan” notification early, you have over-delivered. You’ve turned a potential point of stress into a “wow” moment for your client.
Closing Statement
Your role as a Signing Agent is crucial at the end of the day. You are the final, reliable link in the real estate closing chain. Take five minutes to verify pickup times. Communicate clearly with all parties. Doing so protects the borrower’s funding and your own professional reputation. Success in this business isn’t just about where you sign; it’s about how you deliver.
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