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In this article, we’ll walk through the top mistakes that can impact your rating and what to do instead. With a few adjustments, you can protect your score, avoid unnecessary dings, and create a smoother experience for everyone involved.
Your notary rating matters, not just for your reputation, but for your ability to get consistent work through Jot™. A strong rating shows escrow officers and the Jot team that you're reliable, professional, and prepared. But even experienced notaries can occasionally receive lower ratings due to small, preventable mistakes.
Fortunately, most rating-related issues come down to a few common missteps that are easy to correct once you're aware of them. Whether you're aiming to improve your current score or maintain a 5-star streak, simple habits and attention to detail can make all the difference.
Your stamp is more than a formality; it’s one of the most closely reviewed parts of any notarized document. If your stamp or acknowledgment is unclear, misplaced, or illegible, it could cause a document to be rejected by the county or delay funding altogether.
To avoid rating-impacting issues, double-check the placement of your stamp and signature. Make sure they’re:
This is especially important when working with documents that will be recorded. Counties are strict about margin space, and even a slightly misplaced stamp can be enough to trigger a rejection.
Tip: Always take a moment to review your stamp placement before scanning or submitting documents. And if your stamp is starting to wear out, replace it before quality becomes a problem. It’s a small investment that protects your rating.
Late or missing scanbacks are one of the most common reasons notary ratings take a hit, especially when they’re required for funding. To avoid this, always upload your scans within four hours of the appointment, or sooner if rush delivery is requested in the order details.
Equally important: when scanbacks are required, make sure they are uploaded directly through the Jot platform, not emailed or sent elsewhere, even if an escrow officer requests it. The Jot rating system calculates performance based on what was completed in the platform.
This ensures a consistent, trackable record across all orders, which is especially important for rating accuracy. Even if verbal directions differ, the system relies on the original platform instructions to assess performance. If the order requires scanbacks but they aren’t uploaded to the Jot platform, it could affect your score, even if you followed alternate instructions.
Timely scanbacks aren’t just a nice-to-have; they often trigger critical next steps in the transaction process. Escrow officers may be waiting on your scans to release funds, confirm delivery, or prep the file for recording. When scans are delayed or incomplete, it slows everything down for the entire closing team.
A few scanback best practices:
Tip: Keep a portable scanner or scanner app ready to go. Scans that are blurry, crooked, or late can delay processing and negatively impact your rating, even if the rest of the appointment went smoothly.
First impressions matter. Arriving late, showing up unprepared, or dressing too casually can all impact how signers (and escrow teams) perceive the experience and how you're rated afterward. The first few moments of the appointment often leave a lasting impression.
Being prompt, polished, and well-prepared signals to the signer that they’re in good hands and sets a positive tone for the entire process.
Make it a priority to:
Showing up prepared also boosts your own confidence. Having reviewed the documents, knowing what to expect, and feeling organized puts you in control of the appointment, which not only helps the signer feel at ease but also helps you navigate unexpected questions or hiccups with professionalism.
Remember, many signers are navigating one of the most significant financial decisions of their lives. Your preparation and demeanor can go a long way toward building trust and keeping the process stress-free.
If a signer has questions you can’t answer, don’t worry. It's okay and expected for you to defer to the escrow officer for clarification. Notaries are there to facilitate the signing, not to explain loan terms or fees. A good rule of thumb is that you can briefly describe what a document is, but not advise on its contents.
Tip: Check out 10 tips to become a successful Jot notary for guidance on building strong habits that signers and escrow teams appreciate.
Making unauthorized changes to signing documents, even small ones, can lead to serious issues. Crossed-out dates, adjusted signature lines, or handwritten edits can cause a lender to reject the package or delay funding. In some cases, the county may even decline to record the deed.
If you notice an issue with the documents or if something seems off, don’t try to fix it on the fly. Instead:
Even well-meaning edits can create compliance problems and impact your rating if they result in delays or rework.
Tip: Keep a clean copy of the order instructions with you during every signing, and don’t hesitate to pause the appointment to reach out for clarification. It’s always better to wait a few extra minutes than to risk a rejected package.
Once you've completed a signing and uploaded your scanbacks (if required), the next priority is dropping off the original documents as soon as possible. Unless the order specifically instructs you to wait, there’s no need to hold for approval after scanning.
Whenever possible:
For example, suppose documents are held too long and miss a county recording window or funding deadline. In that case, the entire transaction can be delayed, creating frustration for all parties involved and potentially lowering your rating, even if the signing itself went well.
Timely delivery helps ensure that funding stays on track and documents arrive within expected windows; two major factors escrow teams look at when rating performance.
Tip: Plan your drop-off route before each appointment. Knowing your nearest FedEx or UPS location and their cutoff times makes it easier to stay on schedule and avoid delays.
Out-of-state signings can be tricky, especially when the property is in one state, but the signers are located in another. These situations often come with different document requirements, jurisdictional rules, or signature guidelines that notaries may not be familiar with.
If you’re handling a signing like this (e.g., a Florida property with signers in Pennsylvania), take extra care to:
State-specific requirements might include different acknowledgment wording, witness needs, or even unique document formatting. Familiarizing yourself with these differences ahead of time reduces the chance of errors during the appointment.
Many rating-impacting mistakes on out-of-state files come from confusion around unfamiliar processes, not negligence. Taking time to double-check details up front helps prevent costly errors and sets you apart as a notary who’s attentive and thorough.
Tip: If something seems unusual or unclear, trust your instincts and ask. A quick message or call to the escrow officer can save everyone time and help you maintain a strong rating.
Ratings aren’t just numbers; they reflect the consistency, care, and professionalism you bring to every signing. Even small details, such as scan timing, stamp placement, or document delivery, can significantly influence how escrow officers and support teams perceive your work.
By staying aware of these common pitfalls and building habits that prevent them, you’ll protect your rating, earn repeat business, and create smoother experiences for everyone involved.
Every signing is a chance to reinforce your reliability and professionalism, and these habits help ensure you’re always delivering your best work. The more consistently you follow these best practices, the more trust you'll build with Jot, escrow teams, and signers, which can lead to more assignments over time.
Want to dive deeper into how your rating is calculated? Learn more about how ratings work at Jot.
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