Printing signature documents
Use plain white letter paper unless the sender specifies another size. Print at full scale rather than fit to page, since shrinking can cut margins and make text too small. Print single-sided if instructions say so, because some lenders reject double-sided pages.
Have a closing coming up? The closing package (signing, scanbacks and courier).
Check that every page printed, including blank-looking pages with signature lines or footers.
Page order and counts
Compare the printed set with the table of contents. Count pages, and note the document names. A missing page is easiest to catch before the signing. Number lists with sticky flags only where permitted, and never staple a document that will be scanned on a feeder.
Keep unsigned copies separate from signed originals.
Scanning to PDF
Scan at a resolution that keeps small print sharp, typically with a feeder for speed or a flatbed for creased pages. Check that corners and edges appear and that pages are straight. Save as one PDF in the correct order, and name it clearly.
Review the scan on screen before sending, zooming in on signatures and stamps.
Special cases
Large-format plans, bound books, tight bindings and fragile historic documents need different equipment. Color may matter for seals and stamps. If a document will be apostilled or legalized, make a scan before it leaves your hands, but remember a scan is not a replacement for the original.
Photos taken with a phone may be rejected by recipients that need a flat, legible copy.
Privacy
Documents with Social Security numbers, bank accounts and medical details need care. Avoid public computers, shared printers left unattended, and email attachments to unverified addresses. Delete files you no longer need and shred discarded pages. When you hire a print and scan service, ask how files are handled and deleted. MCC Solutions offers print and scan help for people who lack equipment, and keeps this privacy point in mind.
Troubleshooting common problems and when you need originals, not copies
If pages print with text cut off, switch the scale option to actual size. If a page prints faint, replace the toner or try another printer rather than sending a weak copy. If the feeder scans two pages at once, reload the stack in smaller batches. Look at each scanned page before leaving.
Keep spare paper, a stapler remover and clips handy.
Some offices accept scans for review but still require wet-ink originals. Others accept a notarized scan only if the notary performed a specific kind of act. Ask the recipient what they require before you print and sign, since a signature on the wrong version cannot be reused.
For recurring needs, such as sending many pages to a title company each week, set up a standard routine: one scan setting, one file naming style, one secure upload method. A consistent routine reduces errors and lets the recipient process your files faster. If you only need the service now and then, a local print and scan provider can save you buying equipment.
Mistakes that get documents rejected
Printing double-sided when single-sided is required, shrinking pages to fit, and scanning in a lower quality than requested are common. Missing pages or pages out of order also cause rejections. If a page count is shown, print that many pages and check it before the appointment.
Follow the package instructions exactly: lenders and title offices are strict because their reviewers compare page counts and signatures.
Checklist before you book
Print at 100 percent scale. Check the page count against the cover sheet. Use the paper and sides requested. When scanning, use the format and resolution requested and check that every signature and stamp is readable before sending.
Common questions
Can I print loan documents at home?
Often yes, if the sender lets you and the printer produces clean, complete pages. Follow their paper and sizing instructions.
What resolution should I scan at?
Pick a setting that keeps small print and signatures sharp. Check the sender's instructions, since some set a requirement.
Is a photo of a document the same as a scan?
Not usually. Photos are often skewed or shadowed, and many recipients reject them.
More notary guides
- How to Get an Apostille in NJ: Birth Certificates, POAs & Steps
- Embassy Legalization Step by Step for U.S. Documents
- How to Read Your Closing Disclosure Page by Page
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.