The notary plays a central role in all real estate transactions. Several questions come up regularly: who makes the appointment, how do meetings work, can I sign remotely, when will I receive my money, and should I choose a notary close to home? Here’s a clear, practical guide to answering these questions, and preparing you calmly for the signing of the notarial deed.
Article outline
- Who makes the appointment with the notary?
- What is the appointment process and timing?
- Can I sign remotely?
- What questions should I ask my notary directly?
- When is the money released after signature?
- Do I need a notary near me?
- Practical advice and checklist for the notary appointment
Who makes the appointment with the notary?
Appointments are generally made by the notary himself. The real estate agency or agent cannot take the place of the notary in setting the official date. In practice, the notary will contact you directly to check your availability and propose a specific date and time.
It’s common for the notary to try to arrange the meeting around the scheduled transaction date. In most cases, the initially agreed date is respected, but expect to receive a call or e-mail from the notary about one to two weeks beforehand to confirm.
“It’s really the notary who contacts you, asks about availability and then books the appointment.”
Timing and organization: what to expect
Here is a typical calendar to prepare for:
- The signing date is agreed during the sales process.
- Approximately 1 to 2 weeks beforehand, the notary will contact you to confirm availability and set the exact time.
- On the day of signing, you come to the notary’s office (or sign remotely if possible).
- Once the notarial deed has been signed, the sale is registered in the land register. Registration generally takes 2 working days.
- Once the registration is complete, the notary can release the funds and give you the cheque or make the transfer.
Can I sign remotely?
Remote signing is sometimes possible, but this depends entirely on the notary and the conditions surrounding the transaction. Some notaries offer remote services, especially for special situations, but there are a number of limits and rules to be observed.
Before relying on a remote signature, check with your notary whether :
- documents and identity papers can be validated remotely;
- electronic signatures or videoconferencing are accepted for this type of document;
- the legal conditions specific to the transaction are compatible with a signature without physical presence.
If distance is essential to you, mention it early in the process so that the notary can plan accordingly.
What questions should I ask my notary directly?
The notaire is the specialist in deeds of sale. Here are the questions you should be asking him/her rather than your agent:
- When will I receive the money? The notary will be able to give you a precise estimate based on the land register entry.
- How exactly does the appointment work? The notary explains which parties sign, in what order, and whether witnesses are required.
- What documents do I need to bring? Identification, mortgage documents, proof of tax payment, etc.
- Are there any remaining fees to pay at the time of signing? Some fees can be paid at the time of the appointment.
- Are there any special clauses in the deed? Any legal or interpretative questions should be clarified with the notary.
During the sales process, it is normal and useful for you to be provided with the notary’s contact details, so that you can communicate directly on these specific issues.
When will I receive my money after signing?
The general rule is: once the notarial deed has been signed, the sale must be entered in the land register. In practice, registration takes around 2 working days. This timeframe is the one observed in most transactions, but it can be influenced by administrative factors.
Once the registration has been completed, the notary can release the funds. In practical terms, this means that you can generally expect to receive the money about 2 working days after signing the notarial deed.
Keep in mind that the notary is responsible for distributing the funds in accordance with the deed and legal obligations, including verifying the land register entry and resolving any outstanding issues.
Should I choose a notary near me?
Choosing a local notary is often more convenient, but it doesn’t have to be. Here’s why many real estate players prefer local notaries:
- Geographical proximity: convenient to get to the appointment, especially if you need to bring original documents.
- Knowledge of the local market: a notary who often works in your area is familiar with local practices and peculiarities.
- Established relationships: working with notaries who already know the real estate agent or agency can smooth the process and avoid mistakes.
In my practice, we try to organize transactions within a reasonable radius of the property. For example, for areas around Montreal, it’s common to direct the transaction to the South Shore, or to notaries already familiar with our way of working. The aim is to make the process as straightforward as possible for all parties.
Special cases
If you are in a remote area or if physical presence is difficult, discuss these constraints clearly as soon as possible. A notary will then be able to suggest suitable solutions, such as deferred signing, special representation or, if eligible, remote options.
Practical advice before your appointment with the notary
To avoid unpleasant surprises and save time, here’s a handy checklist to follow before showing up for your appointment:
- Confirm the date and time with the notary one to two weeks beforehand, as is customary.
- Bring valid identification, typically a photo health insurance card or driver’s license.
- Check the requested documents: proof of ownership, mortgage documents, municipal and school tax statements, certificate of location if required.
- To avoid any surprises, ask your notary for a list of fees to be paid at the time of signing.
- Make sure you have the agreed method of payment: certified cheque, bank transfer, or other means accepted by the notary.
- If you intend to sign remotely, validate the exact procedure and the necessary means of identification.
Quick checklist
- Notary on hand
- Confirmed date and time
- Valid photo ID
- Property and mortgage documents
- Expected method of payment
- Specific questions to ask the notary
Frequently asked questions
Who makes the appointment? The notary does this himself. The agent cannot officially make the appointment for him.
Can the notary sign remotely? Sometimes yes, but only if the notary authorizes it and if the legal and practical conditions are met.
When is the money released? Usually about 2 working days after signing, once the deed has been entered in the land register.
Do I need a notary near me? It’s not compulsory, but proximity facilitates the logistics and speed of the file. Working with well-known, local notaries often simplifies the transaction.
Final tips to help you set off with confidence
Signing at the notary’s is a formal but manageable stage. By making sure you have the right documents, confirming the date, and asking your questions directly to the notary, you reduce delays and unforeseen events.
Remember that the notary is the contact person for all legal and administrative questions related to the deed. Don’t hesitate to contact him or her to clarify any points relating to registration, disbursement dates and documents to be provided.
If you follow the checklist and stay in direct contact with the notary, the signing will generally go smoothly and the money will be handed over to you within the usual timeframe.
Conclusion
A property transaction ends with a signature at the notary’s office, and a clear understanding of the notary’s role and the steps involved will help you to approach this meeting with peace of mind. The notary takes care of formalizing the transaction, registering it with the land registry and releasing the funds. By ensuring your proximity, availability and good communication with the notary, you can optimize the closing of your sale.
If you have any specific questions about your deed or deadlines, please contact your notary directly. He or she will be able to provide you with the most accurate information tailored to your needs.
Additional resources
Here are a few practical tips and useful contacts to keep in mind before signing:
- Contact details for the notary and his office (telephone, e-mail, address)
- Contact details for your financial institution
- Real estate agent and certificate of location references
If you’d like to prepare for the meeting in even more detail, ask your notary for a written list of the documents you’ll need to provide and the remaining fees you’ll need to pay. Keep a copy of all exchanges (e-mails, letters) relating to the signing date and the release of funds.
Finally, if you plan to sign remotely, validate the identification procedures and tools accepted (videoconferencing, electronic signature) beforehand, to avoid any hiccups on the day.
