how to host in person signing in dotloop

2 min read 09-01-2025

how to host in person signing in dotloop

Dotloop is a popular platform for real estate transactions, streamlining the process of managing documents and communications. While Dotloop excels at digital transactions, it also provides tools for managing in-person signings. This guide will walk you through the process of hosting a successful in-person signing using Dotloop.

Preparing for Your In-Person Signing

Before the signing, there's essential groundwork to ensure a smooth process:

1. Confirm the Signing Details

Verify the time and location: Double-check the scheduled time and place with all parties involved. Confirm everyone's availability and any potential scheduling conflicts.
Review the documents: Ensure all necessary documents are completed and ready for signing within Dotloop. Check for any missing information or signatures.
Gather necessary supplies: Prepare extra pens, a copy of the documents for each signer, a comfortable signing environment and anything else needed to ensure efficiency and comfort for all.

2. Utilize Dotloop's Features

Dotloop offers tools to aid in-person signings:

Transaction overview: Use this to easily access all relevant documents.
Mobile app: The Dotloop mobile app allows convenient access to documents even without a computer.
Document organization: Organize your documents logically within Dotloop for easy retrieval.

3. Choose Your Signing Method

You have several options for managing signatures in person:

E-signatures: If all parties have devices, you can conduct the signing electronically within Dotloop, reducing the need for printed copies.
Manual signatures: For clients who prefer traditional paper signing, print the documents and have them sign. Then, you upload the signed copies back into Dotloop. This option requires careful handling and scanning to maintain document integrity.

Conducting the In-Person Signing

On the day of the signing, follow these steps:

1. Verify Identities

Check IDs: Confirm the identities of all signers using valid photo identification.
Record details: Note the ID numbers and other relevant information as required by law and/or your brokerage's policies.

2. Guide Signers Through the Process

Explain the documents: Clearly explain each document to the signers, ensuring they understand what they're signing.
Answer questions: Patiently answer any questions the signers may have.
Witness signatures (if required): If required by law or your agency's procedures, witness the signatures.

3. Handle Documents After Signing

After the signing, take these steps:

Upload signed documents: If using manual signatures, carefully scan and upload the signed documents back into Dotloop.
Confirm completion: Ensure all signatures are recorded and the transaction is marked as complete.
Send confirmation: Send a confirmation email to all parties involved to confirm the successful completion of the signing.

Troubleshooting Common Issues

Despite careful planning, issues may arise. Be prepared to address these:

Missing Documents: If any documents are missing, pause the signing, immediately rectify the issue, and reschedule if necessary.
Signer Questions: Answer questions to the best of your ability. If you're unsure, consult your broker or legal counsel.
Technical Difficulties: If experiencing technical issues with Dotloop, contact Dotloop support for assistance. Have a backup plan, such as paper copies, ready in case of technology failures.

Utilizing Dotloop for a Seamless Experience

By following these steps, you can leverage Dotloop to manage efficient and organized in-person signings. Remember to prioritize clear communication, thorough preparation, and a backup plan for unforeseen issues. A well-executed in-person signing using Dotloop ensures compliance and maintains a positive experience for all parties involved.