A buyer’s or seller’s legal name should be verified before the contract is prepared. Realtors should review the client’s valid government-issued identification rather than relying on a nickname, preferred name, shortened name or the name the client commonly uses.

Using the correct legal name from the beginning helps ensure that the Realtor, lender, escrow officer, title company and notary are all working with consistent information. When a contract is prepared under the wrong name, the issue may not be discovered until the closing documents are created or the signer meets with the notary.

At that point, documents may need to be corrected or redrawn, which can delay the signing, funding and closing. A few minutes spent reviewing identification at the beginning can prevent significant frustration later.

Marital status may affect how a buyer or seller is described in the transaction documents and whether additional documents or signatures are needed. For example, someone may have purchased a property while single but is now married, or the person may be separated, divorced or recently remarried.

Depending on the property, vesting and transaction, escrow or title may determine that a spouse needs to sign an interspousal transfer document or another form. These issues should be identified and communicated early rather than discovered at the signing table.

A notary cannot determine whether a spouse has an ownership interest, choose the correct form or provide legal advice.

Realtors should discuss travel plans with clients as closing approaches. Whenever possible, buyers and sellers should remain available in case documents need to be signed, corrected or notarized quickly.

Traveling near closing can create problems when original signatures are required, documents are revised or the signer must appear before a notary. Coordinating an out-of-area signing, locating an available notary or arranging document delivery may take additional time.

Clients should understand that the estimated closing date may change and that their availability can make the difference between a smooth closing and a last-minute delay.

A trusted notary can become an important part of a Realtor’s professional network. When the notary contacts a buyer or seller, the Realtor can introduce the notary beforehand so the client knows the call or message is legitimate and not a scam.

A preferred notary also gives the Realtor a reliable person to contact when a signing needs to be scheduled quickly or when a client needs additional guidance about the signing process.

During an appointment, signers often ask questions the notary is not authorized to answer, particularly questions about loan terms, escrow instructions, property ownership or the transaction itself. Having the Realtor, lender or escrow officer available can prevent confusion and keep the signing moving.

Good communication between Realtors, escrow, title and notaries helps protect the client’s experience and prevents small issues from becoming closing-day problems.