Notary Signing Service FAQ

Service provider questions

What is the role of a notary signing service provider on the Stavvy platform?

Stavvy has contracted with third-party notary signing services to provide access to qualified electronic notaries public. They are equipped to handle electronic document tagging for real estate transactions, conduct real estate signing meetings with your customers, and deliver electronic notary services.

How are notaries validated by service providers?

The third party service ensures that each notary has a valid notary public commission and digital certificate, complies with applicable law, meets legal compliance, and adheres to the standards set by the Stavvy platform. Every notary engaged by the service provider undergoes a background check and identity verification.

Are notaries approved to use the Stavvy platform?

Service provider notaries are experienced in using the Stavvy platform and have completed Stavvy's training and onboarding requirements.

Does Stavvy require that service providers maintain insurance for its services?

Yes, service providers are required to hold comprehensive insurance, including general liability, errors and omissions, and cybersecurity policies using highly-rated insurance carriers that extend to all notaries serving your customers. 

Functional questions 

How can I activate the notary signing service?

Contact your Stavvy Customer Success Manager for guidance on enabling the service. Note that enabling the service may require an amendment to your current agreement with Stavvy.

How does the Notary Signing Service work? 

Please take a look at the steps outlined in the Notary Signing Service Guide.

When and where are notary signing services available?

Service providers offer notary signing services for all Stavvy-supported states during the business hours of 8:00 a.m. to 9:00 p.m. Eastern Time, Monday-Friday. 

How far in advance should meetings be assigned to a service provider?

Signing meetings should be scheduled a minimum of 24 hours in advance of meeting creation. At the time of meeting creation, any file number, signing type, signer and witness names and contact information, signing date and time, and signing location (for IPEN) must be provided. 

How do service providers acknowledge a new meeting request? 

Service providers will notify meeting creators within 30 minutes that the request is being processed and assign a notary within 2 hours. The notary will confirm the meeting with the signer(s) within 4 hours of the assignment. Additionally, for IPEN, the notary will reconfirm with the signer(s) and meeting creator prior to the start of the meeting. 

Who is responsible for electronic document tagging? 

Service providers can electronically tag all documents prior to the meeting. The tagging process includes a thorough inspection of every document uploaded for the transaction and involves adding annotations for all necessary fields, which include details like the names of signers and witnesses, signatures, titles, dates, locations for the digital notary seal, and initials.

How much advance time is needed to submit documents for tagging and preparation by the service provider before the meeting?

Stavvy recommends uploading all documents during meeting creation or a minimum of 24 hours in advance of the signing meeting.

What is required of the notaries during the meetings?

Notaries initiate the session by logging into the Stavvy platform at the scheduled time (and, if applicable, the IPEN location). They are responsible for launching credential analysis and knowledge-based authentication of signers and witnesses present, if applicable. Documents are signed electronically under the notary's supervision, and the notary is tasked with accurately notarizing these documents. They ensure that each document includes all required notary seals and signatures, and are obliged to keep their electronic journal within the Stavvy platform accurate, complete, and compliant with applicable laws.

What occurs after a meeting concludes?

Once a meeting concludes, the notary informs the meeting creator of its completion. The meeting creator, along with any administrators, will then have access to all related materials. This includes the finalized, certified documents, the notary journal, audit logs, and, for RON, video recordings.

What's the protocol if a meeting can't be finished?

If a meeting can't conclude, the notary will inform the meeting creator. You may still receive an invoice for the attempted service if the meeting's failure isn't due to the notary, such as signers missing confirmed appointments, refusing to sign, lacking proper ID, or if there are errors in the documents prepared by others.

Support questions

Who do I contact for technical support using the Stavvy platform?

Please review the How to Contact Stavvy Support article for technical assistance using the Stavvy platform. 

Who do I contact for notary signing service support?

During business hours, service providers offer a support hotline with agents on hand to handle any non-technical service issues. Identify your contracted service provider below:

• CloseClear powered by a360inc: (888) 282-9747

William Croce
Director of Quality Control 
9 am – 5 pm (Eastern)
william.croce@a360inc.com
Direct Line: 949-202-5592

Monique Williams
Quality Control Specialist and Notary
9:30 am – 6 pm (Eastern)
monique.williams@a360inc.com
Direct Line: 949-538-5673

• ServiceLink: (866) 832-7260

2024 Holiday Closure Calendar:

New Year's Day - Monday, January 1st

Martin Luther King Jr. Day - Monday, January 15th

Memorial Day - Monday, May 27th

Independence Day - Thursday, July 4th

Labor Day - Monday, September 2nd

Thanksgiving Day - Thursday, November 28th

Day after Thanksgiving - Friday, November 29th

Christmas Day - Wednesday, December 25th

How quickly will service providers address support issues?

The target response time for resolution of any non-critical issues or concerns is two (2) business hours of receipt. The target response time for resolution of any critical issues or concerns that fall within two (2) hours of a meeting or during a meeting is within ten (10) minutes of receipt.