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If you’ve completed a few loan signings, you’ve probably heard the term “scan backs” come up more than once. And if you’re newer to the industry, you might be wondering why everyone makes such a big deal about them.
Scan backs may just seem like busy work but they’re a key part of the signing process that helps protect you, your client, and the integrity of the transaction. When done right they show professionalism, build trust, and keep the signing process moving smoothly.
Let’s unpack what scan backs are, why they matter, and how to handle them with confidence.
What Are Scan Backs?
Scan backs (also called “fax backs”) are digital copies of the signed loan documents that you send back to the signing company or title office after an appointment. They’re usually required before you ship the originals back via courier.
Think of scan backs as a quality control step. It's a way for your client to double-check that everything was signed and notarized correctly before the documents are mailed.
In many cases, the title company needs those scanned pages quickly so they can move forward with closing, funding, or other time-sensitive steps.
Why Scan Backs Matter
They prevent funding delays: A missed signature or incomplete notarial certificate can delay a borrower’s loan and that can cost everyone time and money. Scan backs allow the company to catch errors before the original documents are sent off.
They build your reputation: When you deliver clean, well-scanned documents quickly, you stand out as reliable and detail-oriented. Title companies and signing services remember notaries who make their jobs easier.
They protect you from liability: Having a digital record of the completed documents adds a layer of protection for you in case there’s ever a question about what was signed or notarized.
How to Do Scan Backs the Right Way
If you want to impress your clients, focus on both accuracy and efficiency when handling scan backs.
Use a good-quality scanner: Portable scanners are great for mobile notaries who want to send scan backs right after appointments. Avoid using mobile phone photos unless absolutely necessary.
Follow instructions carefully: Some companies want only specific pages scanned, while others want the entire package. Double-check the confirmation email before sending anything.
Send promptly: Aim to return scan backs within an hour or two after the signing. The faster they receive them, the faster they can review and approve shipping.
Keep files secure: Never email unencrypted documents or store client data on personal devices without proper security. Data privacy rules apply to notaries in both Canada and the U.S.
When Might This Happen?
Imagine a borrower in Toronto signing a refinance package at 8 p.m. The lender is in California and needs to review the documents before wire transfers go out in the morning. If you wait until the next day to send the originals, that closing might get pushed back and everyone involved feels the ripple effects.
But if you complete your scan backs right after the signing, the lender gets what they need overnight, and the deal stays on schedule. That simple step could be the difference between a happy client and a frustrated one.
A Small Effort That Pays Off
Scan backs take a few extra minutes but they can lead to bigger opportunities. When title companies know they can depend on you for fast, accurate work, you move higher up their list for future signings.
In short, it’s not just about sending documents it’s about sending a message that you care about the process and take your role seriously.
Ready to Sharpen Your Loan Signing Skills?
Mastering scan backs is just one part of becoming a confident, high-earning notary signing agent. If you want to learn the entire process from scheduling signings to handling errors like a pro join us inside The Notary Blueprint® Community.
You’ll get expert-led training, mentorship, and real-world strategies to build a business you’re proud of.
