What notary public work looks like day-to-day
A notary public is someone authorized by the state to witness signatures, verify identities, and certify that documents are authentic. The work is not a full-time job for most people — it is usually a side income or part of a larger role in law, real estate, or banking. You meet clients at your office, a coffee shop, a bank branch, or their home. You check their ID, watch them sign a document, add your seal and signature, and charge a fee (usually $5 to $25 per signature, depending on your state and what the document requires).
The actual tasks are straightforward: you do not give legal advice, you do not decide whether a document is valid, and you do not interpret contracts. You verify that the person signing is who they say they are, that they are signing of their own free will, and that they understand what they are signing. You keep a journal of every notarization you perform. That journal is a legal record — if someone later claims a signature was forged or a notarization was improper, your journal is the evidence that proves what happened.
Key Takeaways
- Notary work is typically part-time income, not a career, and most notaries work in real estate, banking, law offices, or as independent contractors.
- To become a notary, you must apply through your state's secretary of state office, pass a background check, and pay a fee that ranges from $20 to $200 depending on your state.
- Your commission lasts two to ten years depending on your state, and you must renew it by reapplying and paying another fee when it expires.
- You are required to keep a journal of every notarization you perform, and that record can be subpoenaed if a document is ever disputed.
- Remote notarization (online) is now legal in most states, but rules about which documents can be notarized remotely vary significantly by state.
How to become a notary public in your state
The process starts with your state's secretary of state office, which oversees notary commissions. You will find an application form on their website. Most states require you to be at least 18 years old, a resident of the state (or sometimes just employed there), and have no felony convictions. Some states also require you to pass a written exam; others do not. The exam, if required, covers notary law, ethics, and the procedures you must follow. Study materials are usually available free on the secretary of state website.
After you submit your application, you will undergo a background check. This typically takes two to four weeks. Once approved, you pay the commission fee (which ranges from $20 in some states to $200 in others) and receive your notary seal and commission certificate. Your commission is valid for a set term — two years in some states, four years in others, up to ten years in a few. When your term ends, you must reapply and pay again to renew.
Some states require you to take a course before you apply. If your state does, you can take it online through a vendor approved by your secretary of state. The course usually costs $20 to $50 and takes a few hours. It covers the same material as the exam, so if you take the course, you may not need to sit for a separate test.
Where notaries actually find work
Most notary income comes from a few steady sources. Real estate transactions are the largest — title companies, escrow offices, and real estate agents need notaries to witness signatures on deeds, mortgages, and closing documents. Banks and credit unions employ notaries or contract with them to notarize loan documents. Law offices use notaries for affidavits and other legal paperwork. If you work in any of these fields, becoming a notary makes you more valuable to your employer and can lead to extra pay or a raise.
Independent notaries — people who work for themselves — typically advertise locally, set up a small office, or work mobile (traveling to clients). They find work through word-of-mouth, online directories, and by partnering with real estate agents or title companies who refer clients. Income varies widely. A notary working part-time from home might earn $200 to $500 a month. A notary working full-time in a busy real estate market or as part of a larger business might earn $2,000 to $5,000 a month or more.
Remote notarization has opened a new avenue. Some states now allow notaries to notarize documents online using video conferencing, digital signatures, and electronic seals. This lets you work across state lines (if both states allow it) and reach clients you could not meet in person. However, not all states permit remote notarization, and the rules about which documents can be notarized remotely differ by state.
What your notary seal and journal mean legally
Your notary seal is a physical stamp or embosser that you press onto documents. It contains your name, the state, your commission number, and the expiration date of your commission. The seal proves that a notary with a valid commission performed the notarization. If your seal is expired, the notarization is invalid, and anyone relying on it may have legal recourse against you.
Your journal is a bound book (or, in some states, an electronic record) where you write down every notarization you perform. For each entry, you record the date, the type of document, the names of the people who signed, their ID numbers, the fee you charged, and any other details required by your state. This journal is not private — it can be subpoenaed by a court or requested by law enforcement. If someone later claims a signature was forged or a notarization was improper, your journal is the evidence that either supports or contradicts that claim. If you cannot produce a journal entry for a notarization you claim to have performed, you have no proof it happened.
Losing your seal or journal, or failing to maintain it properly, is a serious violation. Your commission can be revoked, you can be fined, and you can face civil liability if someone is harmed by your negligence.
The limits of what a notary can and cannot do
A notary is not a lawyer. You cannot give legal advice, interpret contracts, or tell someone whether a document is valid or wise. You cannot decide whether a person should sign something or warn them about the consequences. You can only verify identity and witness the signature. If a client asks you a legal question, you must tell them to consult an attorney.
You also cannot notarize a document you have a financial interest in. If you are a party to the transaction — for example, if you are selling a house and the deed is being notarized — you cannot be the notary. You cannot notarize a document for a family member in most states (rules vary). You cannot notarize a blank document or a document with blanks that are filled in after you notarize it. You cannot notarize a signature if the person is not physically present (except in states that allow remote notarization, and even then only for documents that state law permits).
Violating these rules can result in your commission being revoked, fines, and civil lawsuits from people harmed by your improper notarization. Some violations can also result in criminal charges.
Renewing your commission and staying compliant
Before your commission expires, your state will send you a renewal notice (or you can check the secretary of state website for the renewal deadline). You submit a renewal application, pay the renewal fee, and your commission is extended for another term. The renewal process is usually simpler than the initial application — you may not need to take another exam or pass another background check, depending on your state.
While your commission is active, you must follow your state's notary laws. This means maintaining your journal, keeping your seal secure, not notarizing documents you should not notarize, and not charging fees higher than what your state allows. Some states require notaries to take continuing education courses every few years. Check your state's secretary of state website for the specific rules that apply to you.
If you move to a different state, your commission does not transfer. You must apply for a new commission in your new state. If you want to maintain a commission in your old state as well, you can, but you will pay two commission fees and maintain two journals.
How much you can charge and what affects your income
Your state sets a maximum fee you can charge per notarization. This fee varies by state and by the type of document. In some states, the maximum is $5 per signature. In others, it is $10, $15, or $25. Some states allow higher fees for travel or for remote notarizations. You can charge less than the maximum, but you cannot charge more. If you overcharge, you can be fined and your commission can be revoked.
Your actual income depends on how much work you find and how efficiently you work. If you work for an employer — a bank, law office, or title company — you may be paid a salary or hourly wage in addition to or instead of per-notarization fees. If you work independently, your income is the fees you collect minus your costs (seal, journal, office space, advertising, travel). In a slow month, you might earn nothing. In a busy month, especially during real estate closing season, you might earn several hundred dollars.
Frequently Asked Questions
Do I need to be a lawyer to become a notary?
No. A notary and a lawyer are different roles. You do not need a law degree to become a notary. However, many lawyers become notaries because it is useful in their practice. Some notaries later become lawyers, but that is a separate step.
Can I notarize a document for someone I know?
Most states prohibit notarizing documents for family members or people you have a close relationship with. Some states allow it if you disclose the relationship. Check your state's rules. Even if it is allowed, it is often a bad idea because it can create the appearance of bias.
What happens if I notarize a document incorrectly?
If your notarization is improper — for example, you notarized a blank document or did not verify the signer's identity — the document may be invalid. Anyone harmed by the invalid notarization can sue you. Your commission can also be revoked and you can be fined. This is why maintaining your journal and following the rules carefully is critical.
Can I notarize documents online?
It depends on your state. Most states now allow remote notarization, but the rules vary. Some states allow it for all documents; others only for certain types. Some require specific technology or procedures. Check your state's secretary of state website to see what is permitted.
How long does a notary commission last?
The term varies by state. Most states issue commissions for two, four, or six years. A few states issue ten-year commissions. When your term ends, you must renew by reapplying and paying another fee.