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Loan signings aren’t just about signatures. They’re about making sure documents are returned safely and on time. After a signing, the paperwork must be sent back to the title company or signing service. That’s why prepaid shipping labels are usually provided.
These labels simplify the process, speed things up, and help ensure documents meet important deadlines.
What Are Prepaid Shipping Labels?
A prepaid shipping label is a ready-to-use label created by the title company or signing service. It includes everything needed for shipping: the address, the chosen carrier, the delivery speed, and the cost.
These labels are important because they prevent notaries from having to pay for shipping out of pocket, reduce errors with addresses, and ensure all documents are sent using the correct shipping method. Most often, that’s FedEx or UPS with overnight or two-day delivery.
How They Make Things Easier
Instead of leaving it up to the notary to figure out how and where to ship the documents, signing services provide clear instructions. Labels are either included with the loan packet or sent digitally to print.
They’ll often specify which carrier to use, when the package needs to be dropped off, and where the nearest shipping locations are. This saves time and avoids confusion.
The Role of the Loan Signing Agent
A loan signing agent isn’t just there to witness signatures. They’re trusted with time-sensitive, high-value documents. After the signing, it’s their responsibility to double-check for any missed signatures, initials, or stamps.
Once everything is confirmed, the agent packages the documents and ships them immediately using the prepaid label. If anything goes wrong at this step, it can cause delays in closing, funding issues, or unhappy clients. That’s why using the label correctly and following instructions exactly is so important.
FedEx or UPS? Know the Difference
Most prepaid labels will tell you exactly which carrier to use. It’s important to follow that instruction.
FedEx is often chosen for its fast overnight services and easy-to-find drop boxes. UPS is preferred in some areas for its reliable tracking and flexible pickup options.
Even if both services are available, never switch carriers. Using the wrong one can void the label and delay delivery.
Essential Shipping Supplies for Notaries
To remain professional and prepared, every loan signing agent should maintain a supply kit dedicated to shipping. At minimum, this kit should include:
Legal-size document envelopes (preferably Tyvek or tear-resistant)
Clear packing tape
A portable printer (in case the label needs to be printed on-site)
Pre-printed return envelopes (if requested by the signing service)
Plastic shipping pouches for label placement
Being ready to ship quickly shows clients and title companies that you’re dependable and professional.
Mistakes to Avoid
Shipping errors can create major setbacks. Some of the most common mistakes include using the wrong label, missing the drop-off time, sending an incomplete packet, or forgetting to get a receipt for the drop-off.
Always double-check the instructions, confirm that everything is included, and hold onto your receipt as proof.
The Bottom Line
Prepaid shipping labels might seem like a small part of the process, but they play a big role in making things run smoothly. When a loan signing agent handles shipping the right way, it builds trust and shows reliability.
The Notary Business Blueprint® teaches notaries how to master every step of the process, including what to do after the signing is done. Whether you’re just starting out or looking to improve your systems, having a plan in place makes all the difference.
