AI in a notary office: what can an agent prepare without touching the notary's responsibility?

Examples of agents we build for notary offices

Each agent is custom-built on your own tools; a few examples:

• The file opening agent: reads the estate agent's or client's email, lists the documents to gather and drafts the request to each party.
• The inbox agent: files emails, property surveys and replies from public bodies into the right file and alerts the clerk in charge.
• The documents agent: keeps, for each sale, the list of what has arrived and what is missing, and chases the seller, buyer or building manager.
• The deadlines agent: tracks the municipality's pre-emption right, the mortgage approval deadline and conditions precedent, and alerts you before each one.
• The preliminary agreement agent: fills in the office's template from the documents received, each item pointing back to its source document.
• The estate file agent: reads statements, deeds and bank replies, pulls out the assets and debts mentioned, and drafts the letters to heirs.
• The checking agent: rereads a draft before signing and flags a floor area, price or land registry reference that does not match the documents.
• The client desk agent: answers clients asking where their sale stands, from the file itself, by email or WhatsApp.
• The precedents agent: finds a deed or clause the office has already drafted for a similar situation, with the file it comes from.
• The dashboard agent: prepares a weekly view for the notary of upcoming signings, stalled files and documents still awaited.

Can it tell us what is missing from a sale file?

Title deed, property surveys, the parties' civil status records, planning documents, condominium papers: documents arrive piecemeal from the seller, the buyer, the estate agent or the building manager. The agent reads the file, lists what has arrived and what is missing, and chases each party with the exact documents they still owe.

Reminders go out once the clerk approves them, or automatically if the office has chosen that for this kind of message. Every morning, the clerk sees which files are ready for the preliminary sale agreement.

Can it prepare a first draft of the preliminary sale agreement?

Once the documents are in, the agent fills in the office's Word template: parties, description of the property, chain of title, list of attached surveys, conditions precedent agreed at the meeting. Each item points back to the document it comes from.

The clerk takes the draft into your drafting software. Before signing, the agent can also reread the draft deed and flag anything that does not match the documents: floor area, price, land registry references, identity of the parties.

Can it read an estate file and pull out what matters?

An estate file mixes bank statements, earlier deeds, contracts, letters from heirs and replies from institutions. The agent reads it and writes a note: assets and debts mentioned, the documents that support them, replies still expected and missing documents. It also drafts the letters to banks and heirs.

It then tracks the replies still expected and chases the institutions that have not answered, so the file moves forward without anyone keeping the list by hand.

Can it answer clients asking where their file stands?

The same questions come in every day: how the sale is progressing, which documents to send, when the signing is. The agent drafts the answer from the file and the office's procedures, and cites the document behind each piece of information.

A member of staff reviews it before it goes out, or the office lets simple answers go on their own, such as the list of documents awaited or the signing date set. Any question that calls for advice is passed to the notary.

Can it find a past deed or file?

An office's files pile up year after year and from one clerk to the next. Saména reads your folders and finds a past file by client, property or type of transaction, citing the source.

You then ask the way you would ask a colleague who had read everything:

• Have we handled a sale in this condominium before?
• Who handled this family's gift deed a few years ago?
• Which clause did we use for a sale with a retained right of use?

Where do our files go, and what about professional secrecy?

Professional secrecy applies to every tool the office uses, and the notary alone is responsible for the deed. With Saména, the agent prepares, and the notary decides and signs.

Your files stay in SharePoint, OneDrive or Dropbox. Saména reads them in read-only mode and keeps no copy. What it retains is encrypted with a key unique to your office. Processing servers are in France, the database is in the European Union. You choose the model: Claude, models from OpenAI, or Mistral if you prefer a French model. It runs in Europe and keeps none of your data. If your requirements call for it, Saména can run on your own infrastructure, and everything can be deleted on request.

Where do we start?

With a half-hour call. We look at how your office works, from opening a file to the signing, with which tools, and pick the first agent to build together.

Our engineers build it on your tools: it is usually running two weeks after the call, in the Saména app and also from Claude, ChatGPT or Copilot. They then stay on to keep it evolving and build the next ones. There is a one-time setup fee, then a monthly subscription; we share the amounts on the call.

Frequently asked

Can the agent connect to our deed drafting software?

Yes, that is the point of a custom build: we connect to the tools you already use, office software, email, calendar, SharePoint, OneDrive or Dropbox. We look on the call at how to connect to yours.

Does the agent draft notarial deeds?

No. It prepares document checklists, notes and first drafts in your templates. Drafting, checking and signing the deed stay with the notary, who alone is responsible for it.

Can a message go to a client without review?

Only if you choose so, and only for simple messages such as a document reminder or an acknowledgement. Everything else is approved by someone at the office before it is sent.

Does Saména already work with notaries?

Saména currently works with a consulting firm, an environmental engineering consultancy and a network of car repair garages, and each agent is built around the way the company using it works. The first call is there to see what an agent would take over for you.