Notary Public USA: What Can Be Notarized, How to Find Notary & Become Notary 2026
- Feb 21
- 20 min read
You're buying a house and need to sign the closing documents. Or you're executing a power of attorney for an elderly parent. Maybe you're affirming an identity for an international document. Or you need to swear an affidavit for a legal case.
In each of these situations – and thousands more – you'll hear the same instruction: "This document needs to be notarized."
But what does that actually mean? What is a notary public? Why is notarization necessary? Where do you find a notary? How much does it cost? And can you become a notary yourself?
For most Americans, notarization is a mysterious requirement that pops up at important moments – buying property, creating legal documents, or handling business transactions. You know you need it, but you don't really understand what's happening when that person with the official stamp watches you sign a document.
Here's what's actually going on: A notary public is an official appointed by the state to serve as an impartial witness to the signing of important documents. Their job is to verify your identity, ensure you're signing voluntarily, and confirm you understand what you're signing. This prevents fraud, forgery, and coercion. That official stamp and signature make your document legally valid and harder to dispute.
This comprehensive guide will walk you through everything you need to know about notaries in 2026. From understanding what notaries do to finding one near you (including mobile and remote options), knowing what documents need notarization, understanding the difference between acknowledgments and jurats, learning about costs and fees, and discovering how to become a notary yourself – we'll cover it all in clear, practical language.
Whether you need notary services right now, want to understand the process before a major transaction, or are considering becoming a notary as a side income or career, this guide has you covered.
What is a Notary Public?
Before you can effectively use notary services, you need to understand what a notary actually is and does.
Definition and Role
A notary public is a person appointed by a state government to serve as an impartial witness to the signing of important documents and the administration of oaths.
Key functions:
Verify the identity of signers
Ensure signers are acting voluntarily (not under duress or coercion)
Confirm signers understand what they're signing
Administer oaths and affirmations
Take acknowledgments
Certify copies of certain documents
Witness signatures
Core purpose: Notarization helps prevent fraud by:
Confirming the signer is who they claim to be
Creating an official record of the signing
Making documents harder to forge or repudiate
Ensuring transactions are legitimate
What notaries are NOT:
Not lawyers (unless they're separately licensed as attorneys)
Cannot provide legal advice (unless they're attorneys)
Cannot prepare legal documents for you
Cannot notarize documents where they have a beneficial interest
Not judges or decision-makers about the content of documents
A notary's job is to verify the signing process, not to validate the content of the document.
History and Legal Authority
Historical background:
Notaries have existed for thousands of years (ancient Rome and beyond)
In the US, notaries are creatures of state law
Each state has its own notary statutes and regulations
Authority comes from state appointment
Legal basis:
State legislatures create notary laws
Secretary of State or other state official appoints notaries
Notaries act as public officials (though usually unpaid by government)
Notarizations are recognized across state lines (Full Faith and Credit Clause)
Some notarizations are recognized internationally (with apostille)
Modern evolution:
Traditional notaries require in-person appearance
Remote Online Notarization (RON) now allowed in many states (post-COVID expansion)
Technology has changed how notarizations work
But core function remains the same: identity verification and witnessing
Types of Notarial Acts
The main types of notarial acts:
1. Acknowledgment
Most common type
Signer acknowledges they signed the document
Signer appears before notary but may have already signed
Used for: Real estate deeds, powers of attorney, contracts
2. Jurat (Verification on Oath or Affirmation)
Signer swears or affirms content of document is true
Must sign in notary's presence
Notary administers an oath
Used for: Affidavits, depositions, sworn statements
3. Copy Certification
Notary certifies that a copy is a true and complete reproduction of an original
Limited in what can be certified (varies by state)
Usually cannot certify vital records (birth certificates, etc.) or government-issued IDs
Used for: Business documents, academic records (in some states)
4. Signature Witnessing
Notary witnesses the signing but doesn't administer oath
Less common than acknowledgments or jurats
5. Oath/Affirmation Administration
Notary administers an oath or affirmation
Person swears or affirms to tell the truth
Used in various legal and administrative contexts
We'll cover the difference between acknowledgments and jurats in detail later.
Why Notarization is Required
Legal requirement:
Many documents must be notarized to be legally valid
Real estate deeds (in most states)
Powers of attorney
Wills (in some states)
Trusts
Affidavits
Court documents
Practical reasons:
Prevents fraud and forgery
Creates official record of transaction
Verifies identity of parties
Ensures voluntary signing
Makes documents admissible in court
Facilitates interstate and international recognition
Protects against future disputes
Third-party requirements:
Banks often require notarization for certain transactions
Government agencies require it for many forms
Businesses require it for high-value contracts
Insurance companies for certain claims
Even when not legally required, notarization adds credibility and protection.
What Documents Can Be Notarized?
Not everything needs notarization, but many important documents do.
Documents That Commonly Require Notarization
Real estate transactions:
Deeds (warranty deeds, quitclaim deeds, trust deeds)
Mortgages and deeds of trust
Real estate contracts (in some states)
Lease agreements (sometimes)
Property transfer documents
Home equity line agreements
Powers of attorney:
Durable power of attorney
Healthcare power of attorney
Limited power of attorney
All types of POAs typically require notarization
Estate planning:
Wills (required in some states, not others)
Living wills/advance directives
Trust documents
Beneficiary designations
Affidavits and sworn statements:
Affidavits of any kind (identity, residence, support, etc.)
Sworn testimony
Depositions
Declarations
Business documents:
Business contracts and agreements
Articles of incorporation
Partnership agreements
Corporate resolutions
Stock certificates
Business loans and financing
Court documents:
Court filings requiring verification
Settlement agreements
Consent orders
Various legal pleadings
Personal identification:
Name change documents
Certified copies of documents
Identity affidavits
Lost document affidavits
Government forms:
Passport applications (require notarized supporting documents sometimes)
Immigration forms (I-9, affidavits of support)
Federal and state forms
DMV forms (some states)
Financial documents:
Loan applications
Refinancing documents
IRA rollovers
Annuity paperwork
Other common documents:
Permission to travel forms (for minors)
Medical consent forms
Employment agreements
Intellectual property assignments
Non-disclosure agreements
Documents That Cannot Be Notarized
Vital records:
Cannot notarize certified copies of birth certificates
Cannot notarize death certificates
Cannot notarize marriage certificates
(These must be certified by issuing government agency)
Government-issued IDs:
Cannot certify copies of driver's licenses
Cannot certify passport copies
Cannot certify state ID cards
(Some states allow, but most prohibit)
Documents that are incomplete:
Blank or incomplete documents
Documents with blank spaces
Documents where all parties haven't signed
Documents where notary has interest:
Notary cannot notarize their own signature
Cannot notarize for spouse or family (in most states)
Cannot notarize when they have financial interest in transaction
Documents the signer doesn't understand:
If signer doesn't speak the language of the document
If signer appears confused or incompetent
Notary must refuse
Certain foreign documents:
Some foreign documents require different authentication (apostille or consular legalization)
Check specific requirements
Copies of important documents (varies by state):
Many states don't allow notaries to certify copies of vital records or government IDs
Check your state's rules
Documents That Don't Need Notarization (But Often Are)
Not required but commonly notarized for extra protection:
Contracts and agreements (makes them harder to dispute)
Personal loans
Rent/lease agreements
Employment contracts
Settlement agreements
Permission letters
Why notarize even if not required:
Adds legal weight
Prevents future disputes
Makes document more credible
Required by the other party
Extra layer of protection
Bottom line: When in doubt, get it notarized. The small fee is worth the legal protection.
How to Find a Notary Public Near You
Need a notary? Here are all your options.
Traditional In-Person Notaries
Banks and credit unions:
Most offer free notary services to account holders
Call ahead to confirm notary is available
May require appointment
Usually business hours only
Cost: Free for customers, $5-$25 for non-customers
UPS Stores:
Most locations have notaries
No appointment usually needed (but recommended)
Extended hours often available
Cost: $5-$15 per signature typically
FedEx Office (formerly Kinko's):
Many locations offer notary services
Check website for participating locations
Cost: $5-$15 per signature
Shipping stores and mailbox centers:
Local pack-and-ship stores often have notaries
Convenient hours
Cost: $5-$20 per signature
Law offices:
Many law firms offer notary services
May be free if you're a client
Otherwise $10-$25 per signature
Real estate offices:
Title companies always have notaries
Real estate brokerages often do
May charge $10-$50
Insurance agents:
Many insurance offices have notaries
Often free for clients
Accountant offices:
CPAs and tax preparers often are notaries
May offer as client service
Government offices:
Some city/county clerk offices
Courthouses
Usually free or nominal fee ($2-$5)
Libraries:
Some public libraries offer notary services
Usually free or very low cost
Limited hours/by appointment
Senior centers:
Some offer free notary services for seniors
Hospitals:
Patient relations departments sometimes have notaries
For medical documents
Where to search:
NotaryRotary.com - National directory
123notary.com - Find local notaries
Notary.net - Directory and information
American Society of Notaries - Find members
Your state's Secretary of State website - Often has notary search
Google Maps - Search "notary near me"
Yelp - Search for notaries with reviews
Mobile Notary Services
What is a mobile notary:
Notary who travels to your location
Home, office, hospital, nursing home, etc.
Convenient for elderly, disabled, or busy people
When to use mobile notary:
Can't easily get to a notary
After-hours notarization needed
Hospital or nursing home situation
Business with many documents to sign
Real estate closings at home
How to find:
Search "mobile notary [your city]"
NotaryRotary.com mobile notary directory
Ask your real estate agent or attorney
Cost:
Base notarization fee (state maximum)
PLUS travel fee: $25-$100+ depending on:
Distance traveled
Time of service (after hours costs more)
Rush service
Number of documents
Total typical cost: $50-$150 for a mobile visit
Mobile notary signing agents:
Specialized mobile notaries for real estate closings
Trained in loan documents
Work with title companies
Usually cost $100-$200 for a closing
Tips for using mobile notary:
Book in advance when possible
Confirm what documents you need
Have valid photo ID ready
Ask about fees upfront
Check reviews/credentials
Remote Online Notarization (RON)
What is RON:
Notarization conducted via live video call
Document signed electronically
Notary witnesses via computer/tablet/phone
Legal in most states (as of 2026)
How it works:
Upload your document to RON platform
Schedule video session with notary
Show your ID to camera
Identity verified through knowledge-based authentication questions
Sign document electronically on screen
Notary witnesses and affixes digital seal
You receive notarized document electronically
When to use RON:
You can't physically meet a notary
Document is already electronic
You need quick service
You're in a different state than available notary
Pandemic or health concerns
RON platforms:
Notarize.com - Leading RON platform
Proof.com - RON services
DocVerify.com - Digital notarization
NotaryCam.com - Online notary
Safedocs.com - RON platform
Cost:
$25-$50 per notarization typically
Often higher than in-person
Some platforms charge per document, others per session
State availability:
Check if your state allows RON
As of 2026, most states permit it
Some states require the notary to be licensed in your state
Others allow out-of-state notaries
Advantages:
Convenience (no travel)
Available 24/7 in some cases
Faster than finding local notary
Creates automatic electronic record
Disadvantages:
More expensive than traditional
Requires technology (computer, internet, camera)
Not all states accept RON for all documents (real estate particularly)
Some recipients don't accept electronic notarizations yet
Important: Check if the recipient of your document accepts RON notarizations before using this method.
Finding Notaries for Special Situations
International documents (apostille):
Some notaries are also authorized to provide apostilles
Or notarize documents that will be apostilled
Check with notary about international use
Foreign language documents:
Some notaries speak multiple languages
Or are certified to handle foreign language documents
Search for bilingual notaries in your language
Hospital/nursing home:
Many hospitals have notaries
Mobile notaries will come to these locations
Some senior living facilities have on-site notaries
After-hours/weekend:
Mobile notaries often work evenings and weekends
RON available 24/7 on some platforms
Expect to pay premium for off-hours
High-volume business needs:
Consider hiring a notary to come to your office regularly
Or have an employee become a notary
Larger companies often have in-house notaries
Understanding Notary Fees and Costs
How much should you expect to pay?
Maximum Fees by State
Notary fees are regulated by state law. Each state sets maximum fees notaries can charge.
Examples of maximum per-signature fees (2026):
$2 per signature:
California: $15
Florida: $10
Illinois: $1 (not a typo - lowest in nation)
New York: $2
Texas: $6
Higher fee states:
Arizona: $10
Colorado: $15
Nevada: $15
Washington: $25
Note: These are MAXIMUM fees. Notaries can charge less but not more.
What counts as "per signature":
Each person signing
Each notarial act
So if two people sign three documents, that could be 6 notarial acts
Example:
Husband and wife sign power of attorney: 2 signatures
In New York: Max $4 total
In California: Max $30 total
In Texas: Max $12 total
Additional fees allowed:
Travel fees (mobile notary):
Not regulated in most states
Notary can charge whatever they negotiate
Typical: $25-$100+
After-hours fees:
Extra charge for evenings/weekends
Not regulated
Typical: $25-$50 extra
Rush service:
Extra for same-day or urgent service
Per-page fees:
For copy certifications
Usually $0.50-$2 per page plus notary fee
Check your state's Secretary of State website for current maximum fees.
What Should You Expect to Pay?
Free notary services:
Your bank (if you're a customer)
Some libraries
Some government offices
Your employer (if they have in-house notary)
Your lawyer (if you're already paying them)
Low-cost ($2-$10 per signature):
Banks (for non-customers)
UPS Store
FedEx Office
Most retail notaries
Medium-cost ($10-$25 per signature):
Some independent notaries
Law offices
Real estate offices
Notaries in high-cost-of-living areas
Mobile notary:
$50-$150 total for a home/office visit
Includes travel fee plus notarization fees
Remote online notarization:
$25-$50 per notarization
Some platforms charge per document, others per session
Loan signing (real estate):
$100-$200 for mobile notary to conduct closing
More complex, requires specialized training
How to save money:
Use your bank (free for customers)
Batch multiple documents in one visit
Compare prices - call around
Use in-person instead of mobile if you can
Check if your employer has a notary
Red flags - too expensive:
Notary charging WAY above state maximum for notarization itself
$50+ per signature (unless in very high-max-fee state)
Hidden fees not disclosed upfront
Get a quote before service if you're unsure about costs.
The Notarization Process: What to Expect
What actually happens when you get something notarized?
What to Bring
1. The document to be notarized:
Original document (notaries usually cannot notarize copies)
Complete and ready to sign (no blank spaces in critical areas)
All parties present who need to sign
Multiple copies if you need notarized copies
2. Valid photo identification:
Acceptable IDs (in most states):
Driver's license (current, not expired)
State-issued ID card
U.S. passport
Military ID
Other government-issued photo ID
Must show:
Your photo
Your signature
Physical description
Serial or identification number
Issued by federal, state, or tribal government
NOT acceptable:
Social Security card (no photo)
Credit cards
Employee badges (usually)
Student IDs (usually)
Birth certificates
Expired IDs (in most states)
If you don't have acceptable ID:
Some states allow credible witnesses
Two people who know you, have acceptable ID, and swear to your identity
Check your state's rules
3. All signers must be present:
Everyone who needs to sign must appear before the notary
All at the same time
Cannot notarize for someone not present
4. Payment (if required):
Cash, check, or card (ask what notary accepts)
5. Understanding of the document:
You should understand what you're signing
Notary may ask if you understand
Cannot notarize if signer appears confused or incompetent
Step-by-Step Process
Step 1: Identify yourself
Show your valid photo ID to the notary
Notary examines it to verify it's you
Notary may record information from your ID in their log
Step 2: Notary screens the document
Notary briefly reviews document to:
Ensure it's complete
Identify the type of notarial act needed
Confirm there's space for notary seal
Check that it's notarizable
Step 3: Notary ensures you're acting willingly
Notary may ask: "Are you signing this document of your own free will?"
Ensures you're not being coerced or forced
Verifies you appear to be mentally competent
Step 4: Notary determines type of notarial act
Acknowledgment or Jurat?
Often indicated on the document
Notary will explain the difference if needed
Step 5: Oath or affirmation (if jurat)
Notary administers oath
"Do you swear (or affirm) that the contents of this document are true and correct?"
You must answer "I do" or "yes"
Step 6: Sign the document
For jurat: MUST sign in notary's presence
For acknowledgment: Can sign before appearing, or in presence
Sign with your usual signature
Step 7: Notary completes notarial certificate
Fills in the blank spaces on the notarial wording
Includes:
Date and location of notarization
Your name
Type of ID shown
Type of notarial act
Notary's signature
Notary's seal/stamp
Notary's commission expiration date
Step 8: Notary records in journal
Required in some states, best practice everywhere
Notary logs:
Date and time
Type of document
Your name and signature
Type of ID
Fee charged
Step 9: You receive notarized document
Notary returns document with official seal and signature
You pay any fees due
Keep in safe place
Total time: Usually 5-15 minutes per person/document.
Acknowledgment vs. Jurat: What's the Difference?
This is important to understand:
Acknowledgment:
You acknowledge that you signed the document
You may have signed before appearing before notary
Or you can sign in their presence
Notary does NOT make you swear the content is true
Notary is just verifying you signed willingly and it's you
Wording typically says: "On this day, before me appeared [name], who acknowledged that they executed this document..."
When used:
Real estate deeds
Powers of attorney
Contracts
Trusts
Jurat:
You swear or affirm the CONTENT of the document is true
MUST sign in notary's presence
Notary administers an oath
You're swearing to the truthfulness of what's in the document
Wording typically says: "Subscribed and sworn to before me on [date]..."
When used:
Affidavits
Depositions
Sworn statements
When truthfulness of content matters
Key difference:
Acknowledgment: "Yes, I signed this document"
Jurat: "Yes, I signed this AND the content is true"
The document usually indicates which type is needed. If it says "acknowledged before me," it's an acknowledgment. If it says "sworn and subscribed before me," it's a jurat.
If the wrong type is used:
Document may not be legally valid
May need to be redone
Notary should know which to use
What Notaries Check For
Valid identification:
Current, not expired
Matches the name on document
Has photo and signature
Government-issued
Signer's willingness and competence:
Not being forced or coerced
Appears to understand what they're signing
Seems mentally competent
Not intoxicated or under influence
Complete document:
No critical blank spaces
All pages present
Properly filled out
Proper notarial wording:
Document has a notarial certificate
Certificate is the right type (acknowledgment vs. jurat)
Has space for notary's seal and signature
No conflict of interest:
Notary doesn't have financial interest
Signer isn't notary's family member (in most states)
What notaries DON'T check:
Content of the document:
Notaries don't verify facts in the document
Don't determine if the document is legal or enforceable
Don't provide legal advice about the document
Authenticity of signatures (beyond current signing):
Don't verify if prior signatures on document are genuine
Legal validity:
Don't determine if document will accomplish its purpose
Don't ensure it complies with laws
Notary's job is LIMITED to the notarization process itself.
Notarization vs. Apostille: Understanding the Difference
For international documents, you need to know about apostilles.
What is an Apostille?
Apostille is a certification that authenticates the signature and seal of a notary public for use in foreign countries.
How it works:
Document is notarized by a notary public
Notarized document is taken to state Secretary of State (or designated office)
Secretary of State verifies the notary's signature and seal
Secretary of State affixes an "apostille" certificate
Document with apostille is accepted in foreign countries that are part of the Hague Convention
Purpose:
Makes U.S. documents valid in other countries
Simplifies international authentication
Replaces lengthier consular legalization process
When needed:
Using U.S. documents in foreign countries
For countries that are party to the Hague Apostille Convention (100+ countries)
Common situations:
International adoption
Immigration
International business
Foreign education
International marriage
Overseas employment
Process
Step 1: Get document notarized
Have a notary public notarize your document
Same as any notarization
Step 2: Request apostille
Take notarized document to:
State documents: Your state's Secretary of State office
Federal documents: U.S. Department of State in Washington, D.C.
Can often mail it with request form
Step 3: Pay fee
Varies by state
Usually $5-$25 per document
Step 4: Receive apostilled document
State office verifies notary's credentials
Affixes apostille certificate
Returns document to you
Processing time: 1-2 weeks (varies by state)
Step 5: Use in foreign country
Apostilled document is now valid in any Hague Convention country
No further authentication needed
Apostille vs. Notarization
Feature | Notarization | Apostille |
What it does | Verifies signer's identity and willingness | Authenticates the notarization for international use |
Who performs it | Notary public | State/federal authority (Secretary of State) |
Where valid | Within the U.S. | In Hague Convention countries |
Cost | $2-$25 typically | $5-$25 typically |
Required for | Domestic use | International use |
Process | Single step | Two steps (notarize, then apostille) |
Think of it this way:
Notarization = The document is properly signed
Apostille = Proof that the notarization is legitimate
Not all countries accept apostilles:
Only Hague Convention member countries
Non-member countries require consular legalization (a different, more complex process)
Check if your destination country is a member
Where to Get Apostilles
For state-issued documents (birth certificates, marriage certificates, diplomas, etc.):
Your state's Secretary of State office
Some states have separate apostille offices
Search "[your state] apostille service"
For federally-issued documents:
U.S. Department of State
Office of Authentications
Washington, D.C.
Expedited apostille services:
Commercial services that handle the process for you
Pick up your document, get it apostilled, return it to you
Cost: $100-$300+ (includes their fee + government fees)
Faster than doing it yourself
Good if you're not near the state capital
How to Become a Notary Public
Interested in becoming a notary? Here's how.
Why Become a Notary?
Reasons people become notaries:
Career benefits:
Adds to professional qualifications (lawyers, paralegals, real estate agents, bankers, HR professionals)
Can charge fees for services (side income)
Mobile notary can be lucrative ($30,000-$60,000+ per year part-time for some)
Loan signing agents earn $75-$200 per signing
Personal benefits:
Help friends and family with notarizations
Understand legal documents better
Networking opportunities
Employer benefits:
Many employers want or require in-house notaries
Banks, law firms, real estate offices, government agencies
May pay for your notary commission
May give raise or bonus
Side business:
Mobile notary services
Loan signing agent
Flexible hours
Low startup costs
General Requirements
Requirements vary by state, but generally include:
Age:
18 years old (in most states)
Some states: 19 or 21
Residency/Location:
Most states: Must be a resident OR work in the state
Some states: Must be a resident
Must have a physical address in the state (not P.O. Box)
Citizenship/Legal status:
U.S. citizen OR legal permanent resident
Some states: citizen only
Background:
Clean criminal record (no felonies, usually)
Some states: Background check required
Moral character/integrity requirement
Language:
Able to read and write English
Training:
Some states require training course (3-6 hours typically)
Some states: No training required
Online or in-person courses available
Exam:
Some states require passing an exam
Open-book or closed-book (varies)
Covers state notary law and procedures
Bond:
Most states require a surety bond
Amount: $500-$15,000 (varies by state)
Protects public from notary errors
Costs $25-$100 for the bond
Application:
Submit application to state (usually Secretary of State)
Fee: $20-$120 (varies)
Background check fee (some states)
Oath of office:
Must take oath before beginning duties
Administered by designated official
State-by-State Requirements (Examples)
California:
Age: 18
Resident or employee in California
Background check required (fingerprints)
6-hour training course (mandatory)
Pass exam (score 70% or higher)
$15,000 surety bond
Application fee: $40
Total cost: $200-$300
Term: 4 years
New York:
Age: 18
Resident or have office in NY
No training course required
No exam required
File oath of office with county clerk
Application fee: $60
Total cost: $100-$150
Term: 4 years
Florida:
Age: 18
Florida resident
No training required (but recommended)
No exam required
$7,500 surety bond
Application fee: $39
Total cost: $100-$150
Term: 4 years
Texas:
Age: 18
Texas resident
No training required
No exam required
$10,000 surety bond
Application fee: $21
Total cost: $75-$125
Term: 4 years
Illinois:
Age: 18
Illinois resident
Background check
No training required
No exam required
$5,000 surety bond
Application fee: $10
Total cost: $75-$125
Term: 4 years
Pennsylvania:
Age: 18
Pennsylvania resident
3-hour training course
No exam required
$10,000 surety bond
Application fee: $42
Total cost: $100-$175
Term: 4 years
Check your specific state's current requirements on the Secretary of State website.
Step-by-Step Process to Become a Notary
Step 1: Check eligibility
Review your state's requirements
Confirm you meet age, residency, and background requirements
Step 2: Complete training (if required)
Take approved training course
Online or in-person
3-6 hours typically
Costs $20-$100
Receive certificate of completion
Step 3: Pass exam (if required)
Study your state's notary handbook (usually free online)
Schedule and take exam
Exam fee: $25-$50 typically
Receive passing score confirmation
Step 4: Purchase surety bond
Contact a surety company or insurance agent
Purchase bond for required amount
Cost: $25-$100 for a 4-year term
Receive bond certificate
Step 5: Complete application
Download from Secretary of State website OR apply online
Fill out completely
Include:
Personal information
Bond certificate
Training certificate (if applicable)
Exam results (if applicable)
Application fee
Step 6: Submit application
Mail with all required documents
Or submit online
Include payment
Step 7: Background check (some states)
Provide fingerprints at designated location
Pay background check fee ($50-$75)
Step 8: Receive commission
State processes application (2-6 weeks typically)
You receive commission certificate
Officially a notary, but not yet able to practice
Step 9: Take oath of office
File oath with designated office (often county clerk)
Take oath before authorized person
Fee: $0-$20
Step 10: Order supplies
Notary seal/stamp (required in most states)
Notary journal/record book (required in some states, recommended everywhere)
Optional: Embosser, ink pads, certificates
Cost: $25-$100 for basic supplies
Step 11: Register with county (some states)
File commission, oath, and bond with county clerk
Fee: $0-$50
Step 12: Start practicing
You can now legally notarize documents
Advertise services if desired
Keep accurate records
Total timeline: 2-8 weeks from start to finish
Total cost: $100-$400 depending on state
Maintaining Your Notary Commission
Renewal:
Commissions typically last 4 years
Must renew before expiration
Process similar to initial application
Usually simpler (may not need to retake exam/training)
Continuing education:
Some states require
Usually 3-6 hours every 4 years
Can be online
Record-keeping:
Maintain notary journal
Keep for 5-10 years after commission expires (varies by state)
Record every notarization performed
Notify state of changes:
Name change
Address change
Lost or stolen seal
Errors and omissions insurance:
Not required but highly recommended
Protects you from lawsuits due to mistakes
Cost: $25-$50 per year
Covers up to $25,000-$100,000 in damages
Following laws:
Stay current on state notary laws
Don't exceed your authority
Refuse improper requests
Keep your seal secure
Building a Notary Business
If you want to earn income as a notary:
Mobile notary:
Travel to clients (homes, offices, hospitals)
Higher earnings potential (can charge travel fees)
Requires reliable transportation
Market to real estate agents, attorneys, hospitals, nursing homes
Loan signing agent:
Specialized mobile notary for real estate closings
Requires additional training/certification
National Notary Association offers Loan Signing Agent certification
Earn $75-$200 per signing
Work with title companies and signing services
Marketing:
Create Google My Business listing
Join notary directories (NotaryRotary, 123notary, SigningAgent)
Business cards
Website
Social media
Network with real estate agents, attorneys, lenders
Set competitive fees:
Know state maximum fees
Research what others charge
Create fee schedule
Post fees on website
Professionalism:
Respond promptly
Show up on time
Dress professionally
Be thorough and accurate
Provide excellent customer service
Additional services:
Apostille expediting
Document preparation (if you're also a lawyer/paralegal)
Translation services (if bilingual)
Estate planning assistance (if qualified)
Many notaries earn $10,000-$60,000+ per year part-time as mobile notaries and signing agents.
Common Notary Mistakes and How to Avoid Them
Understanding common errors helps you avoid problems.
Mistakes Signers Make
Not bringing proper ID:
Solution: Call ahead and ask what ID is acceptable
Bring government-issued photo ID
Trying to notarize incomplete documents:
Solution: Complete all information before going to notary
Fill in all blanks
Not all parties present:
Solution: Ensure everyone who needs to sign appears together
Asking notary for legal advice:
Solution: Consult a lawyer, not a notary (unless notary is also an attorney)
Expecting notary to prepare the document:
Solution: Have document prepared before visiting notary
Using expired ID:
Solution: Renew ID before getting notarization
Mistakes Notaries Make
Not properly identifying signer:
Accepting inadequate ID
Not matching name on ID to name on document
Solution: Strict ID requirements, no exceptions
Notarizing for family members:
In most states, prohibited
Creates conflict of interest
Solution: Refer to another notary
Notarizing incomplete documents:
Blank spaces left
Document not fully filled out
Solution: Refuse until document is complete
Wrong type of notarization:
Using acknowledgment when jurat is required, or vice versa
Solution: Read the notarial certificate carefully
Not keeping a journal:
Even if state doesn't require, it's essential protection
Solution: Maintain detailed journal for every notarization
Giving legal advice:
Notaries are not lawyers (unless separately licensed)
Cannot interpret documents
Solution: Limit role to notarization process only
Backdating or pre-dating:
Dating notarization as a different day
Illegal and grounds for commission revocation
Solution: Always use actual date of notarization
Notarizing without personal appearance:
Signer must appear before notary (except RON)
Cannot notarize for someone not present
Solution: Require in-person or use RON platform
Using improper notarial wording:
Not matching wording to type of notarization
Solution: Use proper state-approved certificate wording
Not securing seal:
Leaving seal where others can access it
Solution: Keep under lock and key
These mistakes can lead to:
Invalid notarizations
Legal liability
Loss of commission
Criminal charges in severe cases
Conclusion: Notarization Made Simple
Notarization might seem bureaucratic and mysterious, but it serves a vital purpose: preventing fraud and ensuring the integrity of important transactions.
Key takeaways:
What notaries do:
Verify identity of signers
Ensure voluntary signing
Witness the signing
Create official record
Add credibility to documents
When you need notarization:
Real estate transactions
Powers of attorney
Estate planning documents
Affidavits
Business documents
Court filings
Many legal and financial documents
Where to find notaries:
Banks (free for customers)
UPS/FedEx stores
Mobile notaries (travel to you)
Remote online notaries (via video)
Law offices, insurance agencies, real estate offices
Online directories
What it costs:
$2-$15 per signature typically
Mobile notary: $50-$150 including travel
Remote online: $25-$50
Often free at your bank
What to bring:
Valid photo ID
Completed document
All signers present
Payment
The process:
Show ID
Notary screens document
Sign (in presence if jurat)
Oath/affirmation if required
Notary completes certificate and affixes seal
5-15 minutes usually
Acknowledgment vs. jurat:
Acknowledgment: "I signed this document"
Jurat: "I signed this AND it's true"
International use:
Get document notarized first
Then get apostille from Secretary of State
Now valid in 100+ countries
Becoming a notary:
Requirements vary by state
Generally: age 18+, resident, background check, bond
Some states: training and exam
Cost: $100-$400
Time: 2-8 weeks
Can earn extra income
Common mistakes:
Wrong or expired ID
Incomplete documents
Asking for legal advice
Family notarizations (prohibited)
Not keeping records
Remember:
Notarization verifies the signing process, not the document content
Notaries aren't lawyers (unless separately licensed)
Never sign a blank document before notarization
Keep your notarized documents safe
Check what type of notarization you need
Notarization is simple when you understand it:
Find a notary
Bring proper ID and complete document
Sign in front of notary
Pay small fee
Receive official document
Whether you need notary services or want to become a notary yourself, the process is straightforward and accessible. Notaries protect the integrity of our legal and financial systems, and understanding how they work empowers you to use them effectively.
Need a document notarized? Find a notary near you and get it done today. Want to become a notary? Check your state requirements and start the application process. Either way, you now have the knowledge to navigate notarization with confidence.
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