The deed
The seller signs a deed that transfers ownership to the buyer. This is the document that gets notarized and later recorded. The type of deed, such as warranty or bargain and sale, is chosen by the contract and the title company, not by the notary.
Have a closing coming up? The closing package (signing, scanbacks and courier).
Every owner listed on the title generally signs. If a spouse is not on title, the title company may still require their signature for certain interests, so check ahead.
The settlement statement
The seller's settlement statement lists the sale price, deductions such as the payoff of your existing mortgage, real estate commissions, and prorated taxes, and then your net proceeds. Compare it line by line to the contract.
A payoff figure has an expiration date. If closing slips, the payoff may need updating.
Affidavits and certifications
Sellers often sign an affidavit of title stating there are no unknown liens or disputes, a form on residency or tax reporting, and sometimes disclosures about lead paint on older homes or about the condition of the property. These statements are under your signature, so answer truthfully.
If you do not understand a statement, ask the title company or your attorney before signing.
Utilities, keys and possession
Closing is also when you arrange final utility readings, hand over keys and garage openers, and confirm possession terms. Bring any remote controls, codes and warranties that the contract says stay with the house.
If you are signing early and not attending the final funding, ask exactly when keys must be released.
Getting paid
Net proceeds usually arrive by wire or check after the sale funds. Give wire details only through channels you have verified by phone, since fraud targets sellers too. If you are signing elsewhere, a signing agent can notarize the seller documents and ship them back to the title office.
Mistakes sellers make and signing without being in the room
Common problems include signing with a name that differs from the vesting on the old deed, such as leaving off a middle name or using a married name the records do not show. If your name changed through marriage or divorce, tell the title company so they can prepare the deed correctly.
Another is forgetting that an estate, trust or company may be the owner. In that case the right person must sign with the right capacity, and the title company may need extra paperwork. Do not assume you can sign for a family member without proper authority. Finally, do not hand over keys before funding is confirmed unless the contract says so.
Sellers who live elsewhere can often sign ahead of closing with a local notary. The title company sends the deed and seller documents, the notary identifies the seller, and the signed set is returned by overnight shipping. Allow several days for the round trip.
Tell the title company where you will be, and keep the tracking number. They typically hold the signed deed until funds are confirmed.
Common questions
Do sellers need to bring ID?
Yes, an unexpired government-issued photo ID is the standard way a notary identifies the person signing the deed.
Can a seller sign before closing day?
Often yes, if the title company approves and the documents are final. They may hold the signed deed until funds are in.
Can I sign if I am out of the country?
It may be possible with a notary abroad or an embassy process. Ask the title company early, as it can require extra steps.
More notary guides
- Prorations and Prepaids: The Math on Your Closing Statement
- I-9 Acceptable Documents List: A, B and C With Examples
- Which Documents Can Be Apostilled? Types and Examples
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.