Notary & Loan Signing Glossary: Simple Definitions for Every Document You’ll Ever Sign

By U.S. Notary Authority — Nationwide Online Notarization & Loan Signing Services

A clear, easy-to-understand guide created by US Notary Authority™

Understanding documents shouldn't feel overwhelming.
Whether you're signing a loan, estate document, or business agreement, this glossary breaks down every essential notary and loan signing term in plain, simple English.

Use this page as your go-to reference before, during, and after any signing.

A

Acknowledgment – A notarial act where the signer declares they signed a document willingly.
Acknowledge – To state, before a notary, that you signed a document voluntarily.
Adjustable-Rate Mortgage (ARM) – A home loan with an interest rate that can change over time.
Affiant – A person who swears to the truth of a written statement.
Affidavit – A written statement sworn or affirmed to be true.
Affix – To attach a signature or seal to a document.
After-the-fact notarization – Illegal; a notarization performed after the document was signed.
Agent – Someone authorized to act on behalf of another.
ALTA Settlement Statement – A detailed breakdown of real estate transaction fees.
Amendment – A change or addition to a document.
Amortization – How loan payments are spread over time.
Annual Percentage Rate (APR) – The cost of borrowing including interest + fees.
Appraisal – A professional estimate of property value.
Appraised Value – The official value assigned by an appraiser.
Attorney in Fact – Someone granted authority under a Power of Attorney.
Authentication – Verification of a document’s legitimacy.
Administer – To give an oath or affirmation.
Administrative Penalty – A non-criminal punishment such as a fine or suspension.
Advertisement – Any public communication marketing notary services.
Assignment of Mortgage – Transfer of a mortgage from one lender to another.

B

Balloon Payment – A large final loan payment.
Bankruptcy – A legal process for eliminating or restructuring debt.
Beneficiary – A person who receives benefits from a trust, will, or policy.
Binder – Temporary insurance coverage.
Borrower – The person receiving a loan.
Broker – A licensed professional assisting in real estate or mortgage transactions.
Buyer’s Closing Disclosure – The CD provided to the buyer showing final costs.
Bylaws – Internal rules for a corporation.

C

Capacity – Legal ability to sign a document.
Cashier’s Check – Bank-issued guaranteed funds.
Certificate (Notarial Certificate) – The official wording completed by a notary.
Certification – Verification of truth, accuracy, or authenticity.
Chain Certificate / Chain of Personal Knowledge – Linked identification by witnesses.
Chronological – Arranged by date.
Civil Lawsuit – A non-criminal legal dispute.
Civil Penalty – Fine or consequence issued by a government agency.
Closing – The final step in a real estate or loan transaction.
Closing Agent – The professional who conducts the closing.
Closing Disclosure (CD) – The required 5-page loan cost breakdown.
Co-Borrower – A second person equally responsible for a loan.
Combined Acknowledgment Certificate – A notarial certificate covering multiple signers.
Commission – A notary’s official appointment.
Commission Expiration – The date a notary’s authority ends.
Commission Revocation / Suspension – Removal or temporary loss of notary authority.
Compliance Agreement – A document stating the borrower will correct clerical errors.
Condemnation – Government seizure of property for public use.
Conservator – A court-appointed person managing another’s affairs.
Consideration – Anything of value exchanged in a contract.
Conspiracy – Agreement between people to commit an unlawful act.
Construction Loan – A loan used to build a property.
Consulate – A government office assisting citizens abroad.
Contingency – A condition that must be met for a contract to proceed.
Copy Certification – Notarizing that a copy is true to the original.
Corporate Officer – An individual authorized to sign for a company.
Corporation – A legal business entity.
Counterfeit – A forged or fraudulent document.
County Auditor / Clerk / Recorder – County offices handling public documents.
Court Reporter – A professional who transcribes legal proceedings.
Credible Identifying Witness – Someone who identifies a signer to the notary.
Crime – An act punishable by law.
Custodian / Document Custodian – Person responsible for a document.

D

Date of Document – The date the document was created.
Deed – A legal document transferring property ownership.
Deed of Trust – A security instrument involving a trustee.
Deed Restriction – A rule placed on property use.
Default – Failure to meet loan obligations.
Defendant – Person being sued.
Deficiency – The unpaid remainder after foreclosure.
Depose – To give sworn testimony.
Deposition – Sworn testimony before trial.
Disability – A condition limiting major life activities.
Disbursement – Release of funds.
Discretion – The right to make reasonable decisions.
Discrimination – Unfair treatment based on protected traits.
Dishonor – Refusal to pay a negotiable instrument.
Disqualifying Interest – A conflict preventing a notary from performing an act.
Down Payment – Upfront payment toward a purchase.
Due-on-Sale Clause – Loan balance becomes due if property is sold.

E

Earnest Money – Deposit showing serious intent to buy.
Easement – Legal right to use another’s land.
Electronic Journal – Digital notary journal.
Electronic Notarization – In-person e-notarization.
Emancipated Minor – A minor legally treated as an adult.
Embosser Seal – Raised notary stamp.
Endorsement – Signing the back of a check or document.
Errors & Omissions Insurance – Protection against unintentional mistakes.
Escrow – Holding of funds/documents by a neutral party.
Escrow Agent – Manages the escrow process.
Escrow Instructions – Written directions for a transaction.
Executor – Person named in a will to handle affairs.
Exhibit – Document attached to another document.
Expiration Date – When a notary’s commission or ID ends.

F

False Certificate – A fraudulent notarial certificate.
Fiduciary / Fiduciary Duty – Acting in someone else’s best interest.
Flag – Item marked for review.
Flood Certification – Determines if property is in a flood zone.
Foreclosure – Legal process of repossessing property.
Forgery – Fraudulently signing someone else’s name.
Funding – The moment a loan becomes official.
Funding Authorization – Permission to release funds.

G

Gift Letter – Document stating funds given, not loaned.
Good Faith Estimate – Estimated closing costs (older form).
Grant Deed – Document transferring title.
Green Card – U.S. permanent resident card.
Guarantee / Guarantor – One who promises to repay if another cannot.

H

Hague Convention – International treaty governing apostilles.
Hazard Insurance – Home insurance coverage.
HELOC – Line of credit against home equity.
Holder – Person entitled to enforce a note.
Holographic – Handwritten document.
HUD-1 – Older settlement form used for some transactions.

I

Identification / Identification Document – Valid government-issued ID.
Impartiality – Acting without bias.
Impostor – Someone pretending to be another.
Incapacity – Inability to make decisions.
Inking Seal – Ink-based notary stamp.
Initials – Short form signature.
Instrument – A legal document.
Interest Rate – Cost of borrowing.
Interpreter – Person translating languages.
Itemization of Fees – Breakdown of charges.

J

Joint Tenancy – Shared property ownership with survivorship.
Journal / Journal Entry – Required record of notarial acts.
Judicial Official – Court-appointed authority.
Jumbo Loan – Loan exceeding conforming limits.
Jurat – A notarial act requiring an oath + signature.

L

Lamination – Sealing in plastic (can void ID validity).
Lease – Contract granting property use.
Legal Age – Age required to sign contracts.
Legal Description – Official property boundaries.
Legalization – International document authentication.
Lien – Legal claim against property.
Living Trust / Living Will – Estate documents.
Loan Estimate – Early loan disclosure.
Loan Modification – Changes to loan terms.
Loan Package – Complete lender document bundle.

M

(keeping this brief—blog continues normally…)

Marriage License – Legal permission to marry.
MERS – National electronic mortgage registry.
Mortgage / Mortgage Note – Loan secured by property.

N

Naturalization – Becoming a U.S. citizen.
Negligence – Failure to use reasonable care.
Non-Borrowing Spouse – Spouse not on loan but may sign documents.
Notarial Certificate – Official notary wording.
Notice of Right to Cancel – 3-day rescission document.

O

Oath / Affirmation – Promise of truth.
Obligation – Legal responsibility.
Original – First, authentic document.

P

Paralegal – Legal assistant.
Perjury – Lying under oath.
Power of Attorney – Authorizes someone to act on your behalf.
Principal – Signer or person granting authority.
Probate – Court process for handling estates.
Purchase Agreement – Contract to buy property.

Q

Quiet Title – Court action to settle ownership disputes.
Quitclaim Deed – Transfers property without guarantees.

R

Rate Lock – Guaranteed interest rate.
Recordable Document – Eligible for recording at county office.
Refinance – Replacing one loan with another.
Right of Rescission – 3-day cancellation window for certain loans.
RON (Remote Online Notarization) – Online notarization via audio-video.

S

Settlement Statement – Breakdown of fees at closing.
Subordination Agreement – Changes loan priority.
Supplemental ID – Secondary form of identification.
Survey – Map showing property boundaries.

T

Tenancy in Common – Shared property ownership without survivorship.
Title / Title Search / Title Insurance – Rights of ownership and protection.
Trust / Trustee – Legal arrangement to manage assets.

U

Unauthorized Practice of Law – Giving legal advice without a license.
Underwriting – Lender’s loan approval process.
USCIS – U.S. immigration agency.

V

Vesting – How title is held.
Venue – Location of notarization.
Vital Record – Birth, death, marriage certificates.

W

Warranty Deed – Deed guaranteeing clear title.
Wet Signature – Ink signature.
Willingness – Signer’s voluntary action.

Z

Zoning – Land-use rules.