There is no "right way," as far as I know. Tne question is do the people involved know what they are doing? Do they know how to quote a payoff? Do they know escrows? Do they know how to process a payoff? Do they know how to release a mortgage?
Best practices, IMHO, would be that the person processing the payoff not be the one preparing the release of mortgage. Beyond that is totally up to management's option.
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Hello, triple a? I got locked out of my mind...