Total Closing Solutions Frequently Asked Questions

Q: How do you verify my identity online? 

Identity verification for Remote Online Notarization is conducted using a combination of credential analysis, multi-factor authentication (MFA), and — where applicable — knowledge-based authentication (KBA) or biometric verification. The method used depends on your location and applicable state law:

Step 1 — Credential Analysis: You will photograph your government-issued photo ID (front and back). Our system uses forensic-grade technology to verify the document’s authenticity — checking security features, holograms, and data integrity to confirm it has not been altered or forged. This step applies to all signers.

Step 2A — Knowledge-Based Authentication (KBA): For U.S.-based signers with sufficient U.S. credit history, KBA is commonly used. You will be presented with five dynamically generated security questions drawn from your personal credit history and public records. You typically have 2 minutes to complete this step.

Step 2B — Biometric Identity Verification: For signers outside the U.S. or individuals without sufficient U.S. credit history who cannot complete KBA, biometric verification methods — such as facial recognition and liveness detection — may be used in conjunction with credential analysis, where permitted by applicable state laws and supported by the RON platform.

IMPORTANT: Biometric verification is not legally compliant in every state. Its availability depends on the notary’s commissioning state, the technology platform being used, and the receiving institution’s acceptance policies. Total Closing Solutions will advise you on which method applies to your transaction at the time of scheduling.

Q: What happens if I cannot complete Knowledge-Based Authentication (KBA)? 

If a signer is unable to successfully complete knowledge-based authentication (KBA), alternative identity verification methods may be available depending on the signer’s location, the notary’s commissioning state, and the technology platform being used.

These alternatives may include biometric identity verification, such as facial recognition matched against a government-issued ID, combined with liveness detection — technology designed to confirm the signer is physically present during the session.

IMPORTANT: Not all jurisdictions or transaction types permit alternatives to KBA. If identity cannot be verified in accordance with applicable laws, the notarization cannot proceed. Please contact our team in advance if you anticipate challenges with KBA so we can identify the best available option for your situation.

Q: Is my personal data safe with Total Closing Solutions? 

Yes, absolutely. We implement multiple layers of security to safeguard your data:

• 256-bit SSL/TLS Encryption: All data transmissions are encrypted with bank-grade security.
• Secure Encrypted Storage: All electronic records, documents, and session recordings are stored in encrypted, secure data repositories.
• Multi-Factor Authentication (MFA): Access to our platform requires MFA for all authorized personnel.
• Access Controls: Client information is accessible only to authorized personnel on a need-to-know basis.
• Tamper-Evident Audit Trail: Every RON session is recorded and stored in a secure electronic notarial journal. The audit trail documents the identity verification process used — whether credential analysis, KBA, or biometric verification — creating a comprehensive and transparent record.
• Biometric Data Handling: If biometric data is collected during identity verification, it is processed securely and in accordance with applicable privacy laws. Such data may be collected, used, and stored by authorized third-party RON technology providers solely for identity verification and fraud prevention purposes. Total Closing Solutions does not independently store or control biometric data unless required by law or dictated by platform configuration.

We comply with applicable federal and state privacy laws, including the Gramm-Leach-Bliley Act (GLBA) and the California Consumer Privacy Act (CCPA) where applicable.

Q: What data does Total Closing Solutions collect and retain? 

In connection with our services, we collect and retain the following types of information as required for transaction completion and legal compliance:

• Full legal name, date of birth, and government-issued identification
• Contact details: mailing address, email address, and phone number
• Financial and property information as required for real estate transactions
• Electronic signatures and notarization session recordings (retained per state RON law requirements)
• Identity verification data, including KBA responses, credential analysis records, and biometric verification data (where applicable)
• RON session recordings and electronic notarial journal entries

Transaction records and notarized documents are retained for five (5) to ten (10) years or longer as required by applicable state recordkeeping laws.

NOTE: To exercise your privacy rights — including access, correction, or deletion of your data — contact us at info@lc.totalclosingsolutions.com or call +1 877-369-8350.

Q: What RON platforms does Total Closing Solutions use? 

Total Closing Solutions currently operates on two primary FNF-approved RON platforms:

• Proof (proof.com) — An industry-leading RON and identity verification platform for title agents and lenders. Proof offers advanced identity verification, biometric authentication, and a fully compliant digital audit trail.
• BlueNotary (bluenotary.us) — A comprehensive eClosing, eVault, eNote, and RON platform for title and lending professionals.

Both platforms are listed on the Fidelity National Financial (FNF) Digital Closing Hub as compliant RON platforms, meeting FNF’s agency underwriting guidelines for safety, security, and accuracy. We also maintain the flexibility to use other compliant platforms depending on the requirements of our notaries and the specific transaction.

NOTE: You can view the full list of FNF-approved RON platforms at: https://nationalagency.fnf.com/dch/compliant-ron-platforms

Q: What is FNF/Fidelity and why does platform compliance matter? 

Fidelity National Financial (FNF), also referred to as Fidelity, is one of the largest title insurance underwriters in the United States and a standard-setter for processes and procedures across the title industry. Many major title companies operate under the FNF family of companies.

Because FNF sets the industry standard for RON compliance, using FNF-approved platforms is critical for ensuring that your notarized documents are accepted by title companies, lenders, and underwriters. Other major title insurance underwriters whose standards we are aligned with include Old Republic and Stewart Title.

By operating on FNF-compliant platforms, Total Closing Solutions ensures that your transactions meet the rigorous standards required by underwriters, lending institutions, and recording offices.

Q: What devices can I use for my notarization session? 

You do not need any special software — just a standard internet-connected device with a camera and microphone. Compatible devices include:

• Desktop Computers & Laptops: Must have a working webcam, microphone, and speakers. An external webcam is acceptable if your device does not have a built-in one.
• Tablets: iPad and Android tablets are supported. Ensure your tablet has a functional front-facing camera and microphone.
• Smartphones: Both iOS (iPhone) and Android smartphones are supported. Ensure your camera has sufficient resolution to capture a clear image of your government-issued ID.

TIP: For the most stable experience, desktop or laptop computers are recommended over mobile devices whenever possible, especially for complex real estate closings with large document packages.

Q: What are the internet connection requirements? 

A strong, stable internet connection is essential to maintain a continuous audio-video feed throughout your notarization session.

• Minimum speed: 5 Mbps upload and 5 Mbps download
• Recommended speed: 10 Mbps or higher for the smoothest experience
• Connection type: A wired Ethernet connection or strong Wi-Fi is preferred over cellular/mobile data

TIP: Before your session, test your internet speed for free at www.speedtest.net. If your connection is slow, try closing other browser tabs, pausing video streams, and disconnecting other devices from your Wi-Fi to free up bandwidth.

Q: Which web browsers are supported?

For the best experience, use an up-to-date version of one of the following supported browsers:

• Google Chrome (Recommended) — Best performance and widest compatibility.
• Mozilla Firefox — Fully supported.
• Microsoft Edge — Fully supported on Windows.
• Safari — Supported for Mac and iPhone/iPad users.

NOTE: Always ensure your browser is updated to its latest version before your session. Outdated browser versions may cause camera or microphone access issues.

Q: Are there specific camera and lighting requirements? 

Your camera must provide a clear, live, focused video feed throughout the session.

• Lighting: Sit in a well-lit room with light facing you. Avoid sitting directly in front of a bright window, as strong backlight will make your face appear dark.
• Focus: When photographing your ID, hold it steady and ensure the camera can focus on fine details including text and security features. Poor-quality ID images are the most common cause of session delays.
• Background: A clean, uncluttered background is recommended. Ensure no other individuals are visible in your video frame unless they are also parties to the signing.

Q: What should I do if I experience technical issues during my session? 

Technical hiccups can occasionally happen — here is what to do:

1. If you lose your internet connection: Reconnect to the internet and use the original session link sent to your email to rejoin the session.
2. If your camera or microphone stops working: Try refreshing your browser page. If that does not resolve the issue, check your browser’s privacy settings to ensure camera and microphone access is permitted.
3. If issues persist: Try clearing your browser’s cache and cookies, or switch to a different supported browser or device.
4. If none of the above works: Contact our team immediately at info@lc.totalclosingsolutions.com or call +1 877-369-8350. We will work with you to reschedule at no penalty due to technical difficulties on our platform’s end.

Q: What happens step by step during a RON session? 

Here is what you can expect during a typical Total Closing Solutions notarization session:

1. Scheduling & Document Preparation: Schedule your appointment via our website, phone, or email. Required documents are sent in advance of the session for review.
2. Identity Verification: You complete the two-step identity verification process — Credential Analysis (photographing your ID) and either KBA or biometric verification depending on your eligibility and applicable state law.
3. Video Connection: You connect to the secure video session platform using your session link. The notary verifies your identity on screen.
4. Document Review: The notary guides you through the document package. You will have the opportunity to review all documents on screen before signing.
5. Electronic Signing: You sign your documents electronically using your device.
6. Notarial Seal Applied: The notary applies their official digital seal and electronic notarial certificate.
7. Session Recording & Archive: The completed session is recorded and stored in a secure electronic notarial journal as required by law. The audit trail documents the specific identity verification method(s) used.
8. Document Delivery: You receive a secure email link to download your final tamper-evident PDF document(s) immediately after the session.

Q: What happens if my document requires a witness? 

Many states permit Virtual Witnesses for RON sessions. If your document legally requires a witness (such as a Will or certain Power of Attorney documents), the witness can join the video session remotely from their own location. The notary will identify the witness on screen, the witness will sign the document electronically, and the notary will certify their participation in the notarial certificate.

NOTE: Please inform us during scheduling if your document requires witnesses so we can confirm the applicable state’s virtual witness requirements and structure your session accordingly.

Q: How do I receive my completed notarized document? 

Immediately after your session concludes and the notary applies their official digital seal, you will receive an email containing a secure link to download your final, tamper-evident PDF document. This document is cryptographically sealed, meaning any subsequent alterations will be detectable — providing a higher level of security than a traditional paper notarization.

If your transaction requires the document to be sent to a third party (such as a lender, title company, or county recorder), our team will coordinate that delivery on your behalf as part of the closing process.

Q: Will county recorders, banks, and lenders accept a digitally notarized document? 

In most cases, yes. Over 44 states have enacted permanent RON legislation, and leading mortgage industry bodies — including Fannie Mae, Freddie Mac, and the Mortgage Bankers Association — widely accept RON-notarized documents for real estate transactions.

The availability and acceptance of biometric identity verification as an alternative to KBA also varies by state, transaction type, and receiving institution. Total Closing Solutions recommends confirming acceptance with all relevant parties prior to scheduling.

NOTE: Our team has extensive experience working with lenders and title companies and can often assist in confirming acceptance requirements on your behalf.

Q: What services does Total Closing Solutions offer? 

Total Closing Solutions provides a comprehensive range of real estate and legal document services:

• Virtual Notary / Remote Online Notarization (RON): Secure, fully legal notarization conducted via live video — available to clients anywhere in the world for U.S. documents.
• Real Estate Closing Services: Full coordination and facilitation of residential and commercial real estate closings, including document preparation review, execution facilitation, and disbursement coordination.
• Title & Escrow Services: Professional handling of title-related documents and escrow coordination.
• Attorney Services: Access to attorney-level review and guidance for qualifying transactions and legal documents.
• Legal Document Signing Services: Facilitation of signing for wills, trusts, powers of attorney, affidavits, business agreements, and other legal instruments.
• Contractor Services: Notarization and document processing services for contractors and construction-related legal documents.

Q: How do I schedule an appointment? 

Scheduling with Total Closing Solutions is simple and flexible. You can book through any of the following methods:

• Online: Visit www.totalclosingsolutions.com and use our online scheduling tool.
• Email: Send your request to info@lc.totalclosingsolutions.com with your name, document type, and preferred date/time.
• Phone: Call us directly at +1 877-369-8350 to speak with us.

NOTE: Appointments are confirmed once all required documentation and identification have been received. For real estate closings, please provide your document package as early as possible prior to your scheduled closing date.

Q: What is your cancellation and rescheduling policy? 

We understand that schedules can change. Total Closing Solutions reserves the right to reschedule appointments due to unforeseen circumstances, technology issues, or scheduling conflicts. We will provide as much advance notice as possible in such cases. If you need to cancel or reschedule, please contact us as soon as possible at garrett@totalclosingsolutions.com or +1 (727) 318-2898.

Q: How much do your services cost? 

Our service fees are determined at the time of scheduling and are based on the type of service, complexity of the transaction, and applicable state requirements. Fees are confirmed and agreed upon before your appointment is booked.

Please note that service fees are exclusive of any applicable taxes, county recording fees, or third-party charges (such as title insurance or lender fees), which remain the responsibility of the client.

TIP: Contact us at garrett@totalclosingsolutions.com or +1 (727) 318-2898 for a personalized fee quote based on your specific transaction needs.

Q: What title insurance underwriting standards does Total Closing Solutions comply with? 

Total Closing Solutions operates on RON platforms that are compliant with the agency underwriting guidelines of Fidelity National Financial (FNF/Fidelity), one of the largest and most influential title insurance underwriters in the United States. FNF sets the industry standard for RON processes and procedures across the title industry.

Our primary platforms — Proof and BlueNotary — are both listed on the FNF Digital Closing Hub as platforms that meet FNF’s requirements for safety, security, and accuracy in electronic closings and RON. We are also aligned with the standards of other major underwriters including Old Republic and Stewart Title.

Compliance with these standards is critical to ensuring your notarized documents are accepted by title companies, lenders, county recorders, and underwriters. You can verify our platforms’ FNF-approved status at: https://nationalagency.fnf.com/dch/compliant-ron-platforms

Q: Does Total Closing Solutions provide legal advice? 

No. Total Closing Solutions provides signing facilitation, notarization, and document processing services only. Our notaries and staff are not licensed attorneys and cannot provide legal, financial, tax, or investment advice of any kind.

Identity verification is performed through approved RON technology platforms. The notary public is responsible for determining whether the identity evidence presented satisfies legal requirements under the laws of their commissioning state. Total Closing Solutions facilitates the notarization process and does not determine legal sufficiency, recordability, or insurability of documents.

NOTE: If you have questions about the legal sufficiency, meaning, or enforceability of any document, please consult with a licensed real estate attorney or qualified legal professional before your signing appointment.

Q: Can a notarization be refused? 

Yes. Our notaries are legally and professionally obligated to refuse a notarization in the following circumstances:

• The signer appears confused, disoriented, intoxicated, or otherwise lacks mental capacity.
• There are signs the signer is acting under duress or undue influence.
• The signer cannot be successfully identified through the required identity verification process.
• The document presented appears to be fraudulent, incomplete, or altered.
• Identity cannot be verified in accordance with applicable laws and no permissible alternative is available.

NOTE: A refusal to notarize is a legal and ethical obligation of all commissioned notary publics — it is not a reflection on the client personally.

Q: What mortgage and real estate regulations does Total Closing Solutions comply with? 

• RESPA (Real Estate Settlement Procedures Act) — Governing settlement service disclosures.
• TILA (Truth in Lending Act) — Where applicable to loan document closings.
• Gramm-Leach-Bliley Act (GLBA) — Governing protection of nonpublic financial information.
• State Remote Online Notarization (RON) Statutes — We comply with the specific RON laws of each state in which our notaries are commissioned.
• Fannie Mae and Freddie Mac RON Guidelines — Ensuring mortgage documents meet secondary mortgage market acceptance standards.
• FNF Agency Underwriting Guidelines — Our platforms meet Fidelity National Financial’s requirements for compliant RON transactions.
• CCPA (California Consumer Privacy Act) — Where applicable to California residents.

Q: What law governs your services and how are disputes handled? 

Our services are governed by the laws of the state in which the services are performed. In the event of a dispute, our Terms and Conditions require both parties to first attempt resolution through good-faith negotiation. If that is unsuccessful, disputes are subject to binding arbitration in accordance with the rules of the American Arbitration Association (AAA).

For full details regarding governing law, limitation of liability, indemnification, and dispute resolution, please review our complete Terms and Conditions available at www.totalclosingsolutions.com.

Q: How can I contact Total Closing Solutions? 

• Email: info@lc.totalclosingsolutions.com
• Phone: +1 877-369-8350
• Website: totalclosingsolutions.com

We aim to respond to all inquiries within one business day.

Q: What if I have a complaint or concern about my service? 

Client satisfaction is important to us. If you have a concern about any aspect of your service, please contact us directly at info@lc.totalclosingsolutions.com or +1 877-369-8350. We will work with you to address and resolve your concern promptly and professionally.

In the unlikely event that a concern cannot be resolved directly, our Terms and Conditions provide for a formal dispute resolution process through the American Arbitration Association (AAA).