Checklist: How To Scale eClosings

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Updated August 20, 2026

Scaling eClosings is one of the most consequential operational decisions a mortgage lender can make right now. Going digital is straightforward. Closing one transaction remotely is a proof of concept. Closing thousands of them consistently, compliantly, and without a proportional increase in headcount is a different problem entirely.

Lenders who have committed to digital-first closing workflows are closing faster, at lower cost, and with fewer errors. Lenders who are still running pilots or waiting for broader adoption are losing ground to competitors who already have the muscle memory.

In a HousingWire webinar called "Crack the Code to Scaling eClose," industry leaders shared hard-won lessons on what it actually takes to scale digital closings. The panel included Terri Davis, GM of real estate at Notarize, Angie Colon, director of engineering at Rocket Mortgage, and Whitney Vogt, director of strategic initiatives at Guaranteed Rate.

The numbers from these organizations show what is possible at scale:

• ​Rocket Mortgage has completed more than 1.3 million eClosings and now digitizes at least some portion of more than half of their closings.
• ​Guaranteed Rate has used remote online notarization (RON) closings for at least 40% of all refinances and has closed RON refinances in 38 states.

Key takeaways

• ​Scaling eClosings requires redesigning the closing process from the ground up, not digitizing the existing paper-based workflow step by step.
• ​Rocket Mortgage's 1.3 million eClosings demonstrate that digital closing programs work at enterprise volume when built with clear objectives and stakeholder alignment from the start.
• ​Lenders who default to eClosing and allow customers to opt out rather than opt in see significantly higher adoption rates.
• ​Moving out of pilot mode quickly is critical: employees who close digitally only occasionally never build the operational fluency needed to handle volume.
• ​Proactive communication with every stakeholder, including loan officers, title agents, attorneys, and borrowers, reduces friction and prevents the confusion that stalls adoption.
• ​A sign-ahead experience, where borrowers review and sign documents before closing day, cuts closing meeting times and eliminates missed signatures.

The basics

What is an eClosing?

An eClosing is a mortgage closing process in which some or all of the closing documents are signed electronically. Fully digital eClosings — including those that use remote online notarization (RON) — allow borrowers to complete the entire process online from any location. Hybrid eClosings combine electronic document signing with some in-person components. The degree of digitization depends on the lender's platform and applicable state laws.

What is remote online notarization (RON)?

Remote online notarization (RON) is a process that allows a borrower to meet with a commissioned notary via a live audio-video session online. The notary verifies the signer's identity through knowledge-based authentication and ID verification, then witnesses the signing of documents digitally. The entire session is recorded and produces an audit trail. RON is now authorized in most U.S. states, and its adoption has expanded significantly since 2020.

The checklist

Here are seven steps for scaling eClosings — tested at volume, and built to last.

1. 1.Start with a fresh mindset. Colon said that many people believe making the change to eClosings is about digitizing the existing closing process. That's the wrong way to approach it. Rocket Mortgage isn't digitizing their normal closing processes — they redesign the way they do closings so they can use technology in the most efficient way. The best eClosing software platforms support the full lifecycle — pre-closing document management, the signing ceremony itself, and post-closing delivery — so think end-to-end, not step-by-step.
2. 2.Set clear objectives and identify all stakeholders. Rocket Mortgage set specific goals for their eClosing program and continually checked progress to make sure they were headed in the right direction. By bringing everyone in the organization into the goal-setting process, they earned buy-in from the top down for the best ideas around automating and digitizing. Colon recommends starting with small goals and building with scaling in mind.
3. 3.Communicate proactively with all stakeholders. People are often uncomfortable with change when they don't know what to expect. Provide detailed communication about who is responsible for which parts of the process so everyone involved feels prepared. Colon said that in the beginning, clients didn't fully understand the RON process and were often surprised when a notary showed up to sign documents in a hybrid eClosing. Modern eClosing platforms help here too — they give all parties visibility into what documentation has been prepared and what's still needed before closing day.
4. 4.Invest in knowledge and training for key employees. Organizations should designate a person or small team to be responsible for redesigning and implementing the eClosing process. Vogt said that because so many people are involved in a closing — loan officers, attorneys, title agents, client signers — it's critical to have someone to answer questions and troubleshoot issues. The organization should provide both the eClosing software and training for employees so they can effectively track operations and truly understand the process.
5. 5.Move out of pilot mode quickly. Many lenders begin eClosing with a small pilot program but stay in that limited mode too long instead of trusting what they've tested. When employees only do something occasionally, they don't build the muscle memory needed to overcome the nerves. Vogt cautioned that by staying in pilot mode, lenders hurt their change management process.
6. 6.Allow customers to opt out instead of requiring an opt in. By defaulting to eClosing and allowing customers to opt out, those who are truly uncomfortable can use the traditional, in-person method. Those who are just uncertain may be more likely to stay with the proposed process rather than making an active decision to opt out.
7. 7.Consider offering a sign-ahead experience. Many lenders that use a hybrid eSign process provide documents ahead of time, which helps eliminate missed signatures and ensures all parties have the information they need before closing day. While the final closing may still include an in-person component, this approach can significantly reduce the time needed to complete it.

The mortgage industry is at a crossroads. Lenders can either capitalize on eClosing and a digital-first approach or stay stuck in the manual process of in-person closings. By designing an eClosing process that is scalable for large volumes, your organization can lead the industry instead of lagging behind.

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\ \ Technology\ \ Agentic AI Needs Verifiable Records to Be Trusted\ \ Logs and explanations are not enough. If agentic AI is going to operate in real world workflows, it needs verifiable records.\ \ \ \ Lauren Hintz\ \ May 6, 2026

\ \ Product & News\ \ Proof Joins FIDO Alliance to Link AI Agent Actions to Verified Human Identity\ \ As the only platform that can verify identity to NIST IAL2 and cryptographically bind it to agent activity, Proof brings a critical perspective to the standards defining how AI acts on behalf of humans.\ \ \ \ Proof\ \ May 4, 2026

\ \ Fraud\ \ The Fraud Files: Fraud Rings, AI Scams, and the Signals to Watch | April 2026\ \ Fraud trends rarely change all at once. More often, the signals appear gradually across research reports, news stories, and the operational reality of how organizations process digital transactions. Here are five signals from the past month that fraud and risk teams should be paying attention to.\ \ \ \ Ray Hayes\ \ April 29, 2026

\ \ Fraud\ \ Wigs, Fake IDs, and $19.8 Million in Loans: What the NFL Impersonation Scam Means for Lenders\ \ A former college football player disguised himself as three NFL stars to secure nearly $20 million in loans. The lenders who approved them had no reliable way to know the difference.\ \ \ \ Jim Schaffer\ \ April 27, 2026

\ \ Product & News\ \ Built for How You Work | What's New at Proof in April\ \ April's features are focused on speed and efficiency. From pre-built transaction templates to copy/paste shortcuts, self-serve plan upgrades, and smarter risk signals in Defend, here's what's new.\ \ \ \ Proof\ \ April 21, 2026

\ \ Fraud\ \ The VINsanity Indictment and the Urgent Need for Banks to Adopt Real Identity Verification\ \ Auto loan fraud is a serious crime that drives up costs for every honest consumer. It threatens the stability of lending institutions and undermines the digital economy. The VINsanity case illustrates the urgent need for better security across the industry. \ \ \ \ Jessica Howe\ \ April 20, 2026

\ \ Digital Identity\ \ Why KYC Alone No Longer Stops Fraud (and What Comes Next)\ \ KYC verifies whether customer information matches trusted data sources at onboarding. It confirms that a name, date of birth, or identification number aligns with existing records to meet compliance requirements. Modern fraud does not try to break that model. It works within it.\ \ \ \ Anna Scionti\ \ April 13, 2026

\ \ Fraud\ \ The $17 Million Real Estate Fraud Case That Should Change How Title Agents Verify Identity\ \ The U.S. Department of Justice charged 11 people in a sophisticated conspiracy targeting elderly homeowners. By stealing identities, these criminals secured millions in hard money loans against properties they had absolutely zero claim to. \ \ \ \ Kavya Qin\ \ April 8, 2026

\ \ Digital Identity\ \ What the U.S. Can Learn from Sweden’s BankID\ \ Identity fraud is rising in the U.S. due to fragmented verification. Learn why Sweden’s BankID model works and how Proof provides the cryptographic identity layer needed for high-risk digital commerce.\ \ \ \ Lauren Hintz\ \ April 6, 2026

\ \ Fraud\ \ AI Is Industrializing "Pig Butchering." Can Dating Apps Still Prove Their Users Are Real?\ \ The San Francisco Standard recently detailed a chilling evolution in the world of digital connection. "Pig butchering" scams, once the domain of low-level scripts, are now being powered by sophisticated generative AI. While the public focus is often on the devastating financial losses of the victims, there is a quieter, equally dangerous crisis unfolding for the dating platforms where these scams begin.\ \ \ \ Jessica Howe\ \ April 1, 2026

\ \ Digital Identity\ \ 23 NYCRR Part 500 Is a Regulatory Shift from Authentication to Attribution\ \ NYDFS 23 NYCRR Part 500 signals a shift from authentication to identity attribution. Learn why financial institutions must now provide verifiable, digital evidence.\ \ \ \ John Heasman\ \ March 30, 2026

\ \ Technology\ \ Passwordless Security: Why the Future of Authentication Still Starts with Identity\ \ For security teams and product teams alike, the appeal is straightforward. Passwordless systems reduce the risk of credential theft while also making login faster and easier for legitimate users. But removing passwords does not eliminate identity risk. It simply changes where that risk appears.\ \ \ \ Lauren Furey\ \ March 25, 2026

\ \ Product & News\ \ Deepfake Detection, Persistent Identity, and More — What's New in March\ \ This month's updates bring stronger fraud protection, faster identity verification, and more control for enterprise teams. From real-time deepfake detection in notary meetings to one-click identity reuse and new org management tools, there's something here whether you're running closings, preparing documents, or managing a multi-branch operation. \ \ \ \ Proof\ \ March 23, 2026

\ \ Product & News\ \ Get Paid the Moment You Complete: Instant Payouts Are Now Available on Proof\ \ Notaries on the Proof platform can now receive earnings directly to their Visa debit card — often within minutes of completing a session.\ \ \ \ Lauren Furey\ \ March 19, 2026

\ \ Real Estate\ \ Proof surpasses $640 billion in real estate transactions\ \ Rapid growth in residential real estate transactions on the platform indicates the industry is accelerating digital transformation to prioritize fraud prevention.\ \ \ \ Proof\ \ March 17, 2026

\ \ Legal\ \ The President’s Executive Order Is a Win for Digital Closings\ \ On March 13, President Trump signed an Executive Order to expand access to mortgage credit and address the regulatory barriers that have made buying a home harder and more expensive than it needs to be. We commend the administration for this leadership.\ \ \ \ James Fulgenzi\ \ March 16, 2026

\ \ Fraud\ \ Account Recovery: The Security Risk Hiding in Help Desk Requests\ \ Multi-factor authentication, fully-integrated identity providers, and passwordless logins have made it harder for attackers to break into enterprise systems using brute force. But attackers rarely attack the strongest defensive points directly. Instead, they look for the easiest path to gain access...account recovery workflows.\ \ \ \ Jeff Spencer\ \ March 16, 2026

\ \ Fraud\ \ Hospice Scams: What They Are, How They Work, and What Legitimate Providers Must Do Now\ \ Hospice fraud is not new. But in Los Angeles, the scale has reached a level that federal investigators describe as unprecedented.\ \ \ \ Courtney Leary\ \ March 11, 2026

\ \ Product & News\ \ Proof and IDEMIA Public Security Partner to Deliver Privacy-Preserving Digital Identity Solutions for Trusted Interactions Across Physical and Digital Ecosystems\ \ Proof, the trusted platform for securing the digital economy with cryptographically secured identity, and IDEMIA Public Security, a global leading provider of secure digital identity and trusted biometric-based solutions, today announced a strategic partnership to enable a trusted, broadly usable, privacy-preserving identity experience through a verifiable digital credential (VDC) that spans physical, logical ,and digital domains.\ \ \ \ Proof\ \ March 3, 2026

\ \ Technology\ \ Identity Verification for SaaS: Why Authentication Alone Is No Longer Enough\ \ For years, SaaS security has focused on authentication. But in 2026, that gap between authentication and real identity is becoming one of the biggest operational risks platforms face.\ \ \ \ Jessica Howe\ \ March 2, 2026

\ \ Digital Identity\ \ Why Michigan’s Move Signals the Next Era of Identity Verification\ \ Michigan recently updated its remote notarization standards to allow biometric authentication for identity verification, with clear guardrails in place. Their move from KBA to biometrics is not just about adopting new technology. It addresses foundational security gaps.\ \ \ \ Lauren Furey\ \ February 26, 2026

\ \ Financial Services\ \ The $84 Trillion Wealth Transfer Is Exposing a Client Experience Gap\ \ Roughly $84 trillion in assets is projected to transfer between generations over the next two decades. For wealth management firms, this creates both opportunity and exposure.\ \ \ \ Kris Singh\ \ February 25, 2026

\ \ Financial Services\ \ Wealth Management Identity Verification: What Firms Need to Get Right in 2026\ \ What wealth management firms need from identity in 2026: consistent verification, defensible authorization, and audit-ready records without adding client friction.\ \ \ \ Ray Hayes\ \ February 23, 2026

\ \ Real Estate\ \ From Escrow to Closing: Securing Every Step of the Home Purchase Lifecycle\ \ From escrow to closing, identity risk touches every moment that matters. Learn how title teams use layered verification to secure the full transaction lifecycle.\ \ \ \ Kavya Qin\ \ February 19, 2026