Notary Signing Agent supplies include a dependable printer, but what's most important to them? Cost? Capability? We reached out on social media to ask what qualities Signing Agents look for when choosing a printer. Read below for their answers. Dual tray capability Several signing professionals said that being able to print both legal and letter-sized paper is crucial for their work. In Burnham, Maine, Donna J. Runnels finds "ease of use" most important, adding if she could do it over again, she would choose dual trays. “The most important thing I was looking for was a dual tray with the ability to print legal and letter all at once,” said Rita Cannava of San Diego, California, who recently purchased a new printer based on feedback from other signing agents. Becky Zazueta Sebreros of Los Angeles, California, says "dual trays," along with "ink, and the number of copies" are the qualities she looks for in a good printer. Print speed and quality Signing agents are usually under very tight deadline pressure, so fast printing speed while producing quality, clearly legible documents is essential. Joy Olsen of Lakewood, Washington, needs a "fast, powerful workhorse designed to do 200,000 (pages) a month." Multifunction capability Rachel Schock of Soper, Oklahoma, says it's important to her that her printer has "printing and scanner speed, and double-sided capability." Rachel also mentions "wireless printing capability" as an important printer quality. Theresa Neal of Kent, Washington not only prints loan documents with her printer but also uses it as a scanner and fax machine when companies ask her to fax back copies of loan documents. “Also, the automatic document feeder needs to hold more than 30 pages for fax backs,” she said. Toner/ink cost Signing agents work in a highly competitive market where business expenses need to be carefully budgeted. Printers that use affordable toner or ink are essential to keeping costs reasonable. Susan Petrie of Madison Heights, Michigan, says she always checks how many pages she will get out of a particular brand of toner before buying. “The toner may be inexpensive, but how many actual pages can be printed before shaking is a big cost factor,” she said. On the other hand, in Greenville, South Carolina, Rebecca Herrera tells us "Cost of replacement ink" is what's important to her.

Notary certificates that include language for more than one act — also known as a “hybrid Notary certificate” — can cause confusion when notarizing. Here's what you need to know if you are presented with a hybrid certificate. What is a hybrid Notary certificate? A hybrid certificate combines two Notary acts — typically an acknowledgment plus a jurat or oath — into one combined certificate. Here are a few examples: Example 1. Acknowledgment And Oath An officer of a corporation must acknowledge his signature on a contract and swear or affirm that they are an officer of the corporation. The wording on the Notary certificate might include the phrases: “… before me appeared (name of signer), who being by me duly sworn (or affirmed) did say that he is the president of XYZ Corporation, …and that said (name of signer) acknowledged said instrument to be the free act and deed of said corporation.” Example 2: Signature Witnessing Plus Acknowledgment Another type of hybrid certificate combines a signature witnessing (a notarization in many states requiring the document to be signed in front of the Notary) and an acknowledgment. The wording in such a case would read: “Signed and acknowledged before me on (date) by (name of signer).” Example 3: Certificate Of Trust Finally, a third example of a hybrid certificate is notarizing a Certificate of Trust, containing both acknowledgment wording and evidence of the signer taking an oath. (See illustration.) How to complete hybrid certificates If you are confronted with a hybrid notarial certificate, follow these guidelines: 1. Recognize the certificate as a hybrid and determine your course of action In order to spot a hybrid, you’ll need to know the typical acknowledgment and jurat forms in your state so that you can quickly identify the differences when they appear. 2. Perform all actions stated in the hybrid certificate Many Notaries may blindly “stamp and sign” whatever wording appears on the document without reading the certificate. The risk is that the Notary is certifying facts that might not have taken place (like administering an oath). So, if the hybrid requires you to take the signer’s acknowledgment and administer an oath, do both. If the wording says, “Signed and acknowledged before me,” you must actually witness the signature and have the signer acknowledge signing the document. The signer couldn’t sign the document before coming to acknowledge his or her signature to you. 3. Record the hybrid in your journal Many states, including California, Florida and Texas, either require Notaries to keep a journal or recommend the practice. Make sure to note that you completed a hybrid certificate. If you are unsure what type of notarization you performed, briefly describe it. 4. Charge the correct fee for the notarization Just because the notarial certificate combines two notarial acts doesn’t mean you can double charge your customer. Default to charging for one notarization unless your state laws clearly and explicitly allow you to charge for both. State laws and hybrid certificates It’s your job to make sure that any certificate wording you use complies with the requirements of your state. So it’s a good idea to familiarize yourself with those requirements before completing a hybrid certificate because some states do not allow them. California, for example, prohibits the use of hybrid certificates in many cases. If the documents will be filed in California, the Notary must complete a jurat or acknowledgment certificate prescribed by the state, but not a form that combines both. If, however, the document is going to another state and requires an acknowledgment, a Notary may be able to complete a hybrid acknowledgment certificate in which the signer acknowledges their signature and is stated to have taken an oath. New York requires an all-purpose acknowledgment certificate to be used for documents affecting real property in the state. Notaries in New York would not be allowed to use a hybrid certificate for these documents.

For many Notaries, loan signings have been their business focus for many years. While I offer NSA services as part of my business, I know that isn’t enough to maximize my business and protect it if there’s a downturn in the market as we have seen in recent months. In fact, much of what I do would be considered “general” Notary work. I’ve been successful following this avenue because even when the real estate market is down, there are plenty of general Notary opportunities with local businesses, including: Law firms Hospitals and healthcare providers Independent car dealers Bail bondsmen Schools and universities Law firms I’ll let you in on a secret: many law offices don’t have on-staff Notaries. Many lawyers today don’t have big offices or support staff. And that means that if a client needs a notarization, they need the help of an independent Notary like you. This has been even more the case since COVID. Since the pandemic, many places that used to offer Notary services, like banks, have significantly limited the types of notarizations they are willing to provide. And this is why law practices offer mobile Notaries great opportunities. If you do pursue work with legal practices, you should familiarize yourself with the types of notarizations commonly needed by lawyers and their clients. When you do meet with a potential legal practice client, whether it’s the attorney, an office manager or a paralegal, look the part and dress appropriately. Knowledge is important, but so, too, is being professional. If you’ll be meeting clients, you’ll be acting as the attorney’s representative. Dropping by a law office to introduce yourself is an option, but before doing so, check the practice’s website for their office hours. A carefully crafted e-mail or phone message may be needed first to get your foot in the door. Hospitals and healthcare providers There are numerous Notary opportunities at medical facilities (hospitals, elder care facilities, etc.). Patients often need various types of notarizations, including powers of attorney and advanced health directives, but few facilities have Notaries on hand. You’ll need to approach medical facilities carefully. Don’t just drop in. Contact the business office with a call or carefully crafted e-mail, asking for an appointment with a business director or someone else authorized to call in an outside Notary. Again, ask what services the facility needs — for example, the types of notarizations that are needed, times of day that you might need to come in (including night and weekend hours), etc. — and address how you can solve them. And it’s not just patients who need Notaries. Doctors need your help, too. Medical partnerships are business entities, and they need business documents regularly notarized. Again, contact a business director or office manager to arrange a meeting and discuss how you can help them with any business transactions that need a Notary. Independent car dealers Selling or buying a car involves numerous documents, and this provides Notaries work opportunities such as notarizing vehicle releases when a seller has lost the pink slip or notarizing loan signing documents for vehicles being sold over the internet. A direct approach might be your best tactic here — call or e-mail ahead and make an appointment for a time that is convenient for the dealer. Again, you should ask what types of notarizations the business needs most often, find out what type of issues they face that a Notary can help with, and offer solutions. Bail bondsmen If you are willing to work outside normal business hours, you might want to approach bail bondsmen in your area and offer them your Notary services. Bail bondsmen often keep odd hours and they usually don’t employ Notaries. Plus, few Notaries who work for defense attorneys are available to work after hours with bail bondsmen, so this is a good opportunity if you are an independent mobile Notary available outside the normal 9-5 schedule. Schools and universities If you offer apostille courier services along with your Notary services, schools and universities often need to complete apostilles for students traveling or studying overseas. Contacting the administrators of overseas or travel programs via phone or e-mail at a school would be the best approach for getting started here. These examples are just some of the avenues you can try. They worked for me, but some may not be perfect for you. You’re the one who will know best, so try reaching out to different businesses and finding the ones that suit you. No matter where you find more general Notary work, your goal should be to build your own solid customer base that will remain constant through the highs and lows of our economy.

Notarial acts in other states? Most U.S. states and jurisdictions only authorize commissioned Notaries Public or other notarial officers recognized under state law to perform notarial acts within the borders of the commissioning state or jurisdiction. For example, a Notary commissioned in California or Florida may perform notarizations anywhere within the commissioning state’s borders, but may not perform a notarization in another state such as Georgia. There are a handful of states that permit notarizations outside the state, but only under specific conditions or for certain types of documents: Kentucky Notaries may apply to get a Special Commission, which authorizes them to notarize documents inside or outside the state as long as the document will be recorded in Kentucky (KRS 423.110[6]). Special Commission Notaries may be nonresidents. (Also see “Remote Online Notarization” below for additional information.) Montana allows its Notaries to perform notarial acts in a bordering state that recognizes the Notary's authority — currently only Wyoming and North Dakota do this (MCA 1-5-605[4]). (Also see “Remote Online Notarization” below for additional information.) North Dakota allows its Notaries to perform notarial acts in a state that recognizes the Notary's authority. Currently only Montana and North Dakota do this (NDCC 44-06.1-09). (Also see “Remote Online Notarization” below for additional information.) Virginia Notaries may notarize a document inside or outside the Commonwealth if the document will be used in the Commonwealth or by the U.S. government (COV 47.1-13[B], 47.1-13.1). (Also see “Remote Online Notarization” below for additional information.) Wyoming allows its Notaries to perform notarial acts in a bordering state that recognizes the Notary's authority — currently only Montana does this (WS 32-3-104[b]). (Also see “Remote Notarization” below for additional information.) Can a Notary commission be transferred? Many Notaries have asked, “If I move to another state, can I transfer my current Notary commission to my new state?” The answer generally is “no” — Notary commissions are not transferable between states. If you are relocating to another state, you need to resign your current commission and apply for a Notary commission in your new state. However, in some jurisdictions it is possible to hold more than one Notary commission if you live in one state and work in another that allows nonresidents to hold a Notary commission (see “Can a Notary hold commissions in multiple states?” below). Can I travel to another country to notarize? Certain individuals may hold special commissions from the federal government to notarize overseas. Some serving U.S. military personnel are authorized to notarize for military members and their families on U.S. bases in other countries. With the exceptions of the special commissions and situations listed above, Notaries commissioned by a U.S. state are not able to use their Notary commission when physically located overseas. Also, officers of the foreign service of the United States, and consular agents at U.S. embassies and consulates, are authorized under federal law to notarize documents abroad. However, these specialized commissions are not available to Notaries commissioned by U.S. states and jurisdictions. Remote Online Notarization (RON) Currently, more than 40 states have enacted permanent statutes authorizing qualified Notaries to perform remote online notarizations (RON). These acts permit the Notary to interact with the signer remotely using audiovisual technology over the internet instead of appearing in person before the Notary. Many states that authorize RON permit remotely notarizing for signers located in a different state or country than the Notary. However, when performing a RON, the Notary must always be physically present in the commissioning state during the notarization. COVID-19 emergency Notary orders During the coronavirus pandemic, some states issued emergency Notary orders that temporarily authorized Notaries to perform remote notarizations for signers located outside the Notary's commissioning state. Before performing such a notarization, the Notary must be sure to comply with all requirements of the state's emergency order. Also, the Notary must be sure that any emergency orders are still in place and have not expired. Can a Notary hold commissions in multiple states? Some jurisdictions allow individuals to apply for a Notary commission in more than one state. In New York, nonresidents may apply for a New York Notary commission, provided they have an office or place of business in the state. For example, a New Jersey resident who has an office in New York could hold a New Jersey Notary commission and a New York Notary commission, authorizing the person to notarize in both states. If you wish to obtain a Notary commission in another state, always check the laws of the state you reside in as well as the state you wish to be commissioned in to make sure it is permissible in both jurisdictions.

Once you've got your Notary business off the ground and running, there comes a point when you're ready to take it to the "next level." Here are some strategies that Notaries have successfully used to get more clients, expand coverage areas and offer new services for customers. 1. Grow your client base by targeting different industries Getting more clients is always a top priority, so marketing your services to a variety of industries is common sense. Texas Notary Tonie Boaman, owner of Dash Notary and an NNA Notary of the Year Honoree, suggests approaching human resources departments in major corporations. They often need documents notarized as well as other non-notarial tasks, such as I-9 verifications (in states that allow you to perform them). Becoming a company’s "go-to" Notary and document authority can provide ample repeat business. Washington Notary Sandra St. Claire, owner of NotaryOnCall, recommends reaching out to medical offices and memory care units as places in constant need of quality Notaries. These successful mobile Notaries also say that becoming an expert with the forms these industries use, such as living trusts or powers of attorney, can make you an asset to the hiring company by readily meeting their needs. 2. Expand your service area “New Notaries need to decide their true range,” says Boaman, which means being realistic when determining where you are willing to travel for assignments. Instead of servicing too large a segment of her home state, Boaman chose to serve several Texas counties within her vicinity, which she clearly lists on her website. Once you have established and become comfortable with your initial service area, you might decide to add coverage into surrounding zip codes, or make special travel exceptions to those outside of your range. If you do decide to expand, make sure you have the resources to do so and that you reliably calculate additional travel expenses in order to set the right fees. 3. Offer additional client services Many highly successful Notary entrepreneurs increase their income by finding new services — both Notary and non-notarial — to provide to their clients. "I’ve had clients say to me, 'If I need something, I call Tonie,'" says Boaman, who markets herself as the "Universal Resource Queen." In addition to her wide range of notarial services, Boaman performs hundreds of I-9 verifications a year, and is also a handwriting analyst, property inspector and wedding officiant. Becoming a "resource" to people in her community has helped Boaman secure a loyal client base and continue to build her business. Like Boaman, St. Claire offers several non-notarial services, including mobile fingerprinting and wedding officiating. "We are not just Notaries," says Sandra St. Claire. "We can take the skills we have as Notaries and apply them to a number of other things." Early in her Notary career, St. Claire realized how easily clients could see the information she recorded about previous signers in her Notary journal. Seeing the potential for fraud, St. Claire designed, patented, and now sells the Notary Privacy Guard, a product designed to protect customer information entered in one’s journal. By identifying a problem and finding a solution, she found a unique niche within the Notary industry. When preparing to add an additional service, make sure you have the time and resources to take on the new assignments. No matter what strategies you choose to grow your business, be adaptable, and "always choose to move forward," advises Boaman.

Some states authorize their Notaries to perform an act known as “signature witnessing” or “attesting a signature.” This act can be confusing for Notaries because it is similar to an acknowledgment. However, acknowledgments and signature witnessings are separate acts with different requirements. Here’s what makes a signature witnessing different. 1. For a signature witnessing, the Notary must witness the document being signed In states such as Colorado and Pennsylvania, a signature witnessing is used when it is important to establish that a document was signed on an exact date. Like an acknowledgment, a signature witnessing requires the signer to physically appear before a Notary and be identified as required by state law. The key difference is that for a signature witnessing, the signer must always sign the document in the Notary’s presence. After witnessing the document being signed, the Notary then completes the appropriate certificate wording for the signature witnessing. An acknowledgment, on the other hand, does not require the Notary to witness the signature in most states. The customer may sign it in front of the Notary or even before coming to the Notary as long as they appear before the Notary to be identified and to acknowledge having signed the document. 2. A signature witnessing doesn’t require the signer to make a verbal declaration When performing an acknowledgment, a customer must verbally acknowledge that he or she signed the document. For example, the signer might say to the Notary, “I acknowledge I am the person who signed this document,” or the Notary might ask, “Do you acknowledge that you signed this document willingly?” and the signer could respond, “Yes, I did.” A signature witnessing does not require the signer to verbally declare anything to the Notary. The Notary identifies the signer, the signer signs the document in front of the Notary, and the Notary then completes the certificate confirming when the signature was made. 3. Not all states permit Notaries to witness signatures While Notaries may perform acknowledgments in every U.S. state and territory, not every state allows Notaries to attest a signature. For example, Notaries in California, Florida and Texas are not authorized to perform signature witnessing notarizations as part of their duties. Also, performing a signature witnessing is not the same as a request to serve as a document witness in a non-notarial capacity, and Notaries must be very careful not to confuse the two. How do you recognize when a document requires a signature witnessing? You can recognize a signature witnessing by looking at the notarial certificate. If it says, “Signed (or attested) before me…”, then it is a signature witnessing. If you are commissioned in a state that does not allow signature witnessings and a customer asks for one, explain to the customer that state law does not permit you to perform this kind of notarization. If the customer wishes, they can choose a different type of notarization — such as an acknowledgment or jurat — as an alternative. However, remember that it is up to the customer to decide what notarization they want and, as a Notary, you may not choose the type of notarization on their behalf.

reaking the law when parking, driving, or littering may earn you a ticket or a small fine. Breaking the law when notarizing can result in jail time, loss of your Notary commission, or thousands of dollars in costly lawsuits. This doesn’t mean the police are waiting around every corner to haul you off to prison if you violate a Notary law. But willingly breaking the law during a notarization doesn’t just lead to more paperwork — it enables fraud that can potentially cost thousands of dollars and embroil your customers in legal problems that can last years. In this article, we’ll show you four illegal actions Notaries should never do, why these acts can harm you and the public, and their potential consequences. Illegal Notary Act 1: Entering false information on a Notary certificate What does this mean? Signers often need documents notarized in a hurry to meet important deadlines; if an issue comes up that could delay a transaction, signers sometimes ask Notaries filling out a certificate to write a false date for the notarization (known as “backdating”) or alter other information in the certificate (such as listing an absent signer as present during a notarization) to expedite the document transaction. Never do this! Why is it illegal? Businesses, government agencies, and consumers rely on notarization to ensure the integrity and trustworthiness of documents. If you falsify information on a certificate, whoever possesses the fraudulently notarized document can use it to commit fraud. What are the consequences? Knowingly falsifying a Notary certificate is prohibited in every state and can result in severe penalties. For example, in Georgia, a Notary who knowingly executes a certificate containing false information can be found guilty of a misdemeanor. In California, being found guilty of intentionally falsifying Notary certificate information is a misdemeanor, and if it involves an acknowledgment, a civil penalty of up to $10,000. Illegal Notary Act 2: Failing to require a signer to personally appear during a notarization What does this mean? One of the most common — and potentially damaging — illegal acts a Notary can do is notarizing a person’s signature without the signer’s personal appearance. When you perform a notarization, the signer must always personally appear. For traditional pen-and-paper notarizations, the signer must be present before you during the notarization. For remote notarization, the signer must appear and communicate with you using audiovisual communication technology compliant with your state’s laws. Never notarize without the signer’s personal appearance. Why is it illegal? Suppose you notarize a signature without the signer personally appearing. In that case, you cannot know if the person signed the document willingly — or if the signature was falsified by someone else! You also have no way to prove the person’s identity. In many documented cases, scammers who convinced Notaries to ignore personal appearance requirements faked the notarized signatures themselves to commit elder abuse, real estate fraud, or other crimes. What are the consequences? Personal appearance is one of the basic requirements of notarization. In Florida, failure to require personal appearance is a civil infraction punishable by up to $5,000, and it doesn’t matter if the Notary did it without intent to defraud. In North Carolina and Hawaii, not only is the Notary’s commission automatically revoked, it is a misdemeanor offense. Illegal Notary Act 3: Letting someone else use your seal What does this mean? Only you — the commissioned Notary — are authorized to use your official seal to perform notarizations. No other person — including family members, co-workers, or an employer — can use your seal for any purpose. Never let anyone else use your Notary seal. Why is it illegal? Your official seal is used to authenticate every notarization you do. In the wrong hands, a seal could be used to fool authorities into accepting a falsified document as authentic. Worse, if someone else uses your seal to commit fraud, you could face penalties if you fail to follow state rules for securing the seal. You yourself could become a victim and be required to hire an attorney to prove you didn’t perform the illegal notarizations. What are the consequences? In California, a Notary who willfully fails to keep their seal under their sole control can be found guilty of a misdemeanor offense and could incur an additional civil penalty of $1,500. If the Notary negligently fails to protect the seal, the civil penalty is $750. Even in states without rules for securing a Notary seal, allowing someone else to use your Notary tools could make you potentially liable for a lawsuit if the other person uses your seal to commit fraud. Illegal Notary Act 4: Charging an improper Notary fee What does this mean? When charging a signer for your services, you should never charge a higher Notary fee than your state allows. You must also avoid charging fees that are not allowed in your state. Why is it illegal? The fees Notaries can charge are regulated by state law. For example, Florida Notaries may not charge more than $10 for each traditional notarization or more than $25 for a remote notarization (although the $25 maximum fee doesn’t cover fees for services other than performing notarial acts). Some states also regulate other fees Notaries may charge, such as travel fees. These regulations are in place to protect customers from being unfairly price gouged by Notaries. While some states do not set maximum fees, they may have other guidelines. For example, Arkansas does not have a fee limit, but any fee for services must be “reasonable” and agreed to by the signer before the notarization occurs. Also, some states (for example, Missouri) prohibit Notaries from charging fees for certain services, such as charging for notarizing signatures on absentee ballots. What are the consequences? In Arizona, charging an improper fee may result in liability up to four times the unlawful amount charged and is a class 5 felony (A.R.S. §§ 38-413), and may result in your commission being suspended or revoked. In Texas, charging a Notary fee beyond the statutory maximum could result in criminal prosecution and suspension or revocation of your commission. Always follow your state’s Notary fee rules and guidelines for any other associated fees. INFOGRAPHIC 4 illegal things Notaries should never do Download the PDF

A Notary’s essential duty is to authenticate identities to protect consumers from fraud. But if one of your notarizations is challenged, who protects you? If you do not have a Notary Errors and Omissions (E&O) insurance policy, you’re on your own. While most Notaries will never have a claim made against them, it's important to know what to do if it happens to you. You may purchase E&O insurance when you become a Notary or when you renew. To help you understand how E&O insurance works, here are some answers to frequently asked questions: Is E&O insurance the same as my Notary bond? No. The surety bond most states require Notaries to buy is designed to protect consumers, not the Notary. If someone files a claim against you, and a loss is paid out of your bond, your bond company will come after you to repay the amount of the loss and any legal costs. If you had a full loss on a $15,000 bond, for example, your total tab could run $20,000 or more. E&O insurance is designed to protect you from unintentional mistakes or oversights which cause financial harm to a client or the public. If a claim is filed, the policy will cover the loss and your legal defense as specified by your policy. Does every Notary need E&O insurance? It depends. Talk to your employer to find out if their insurance policy covers you when performing notarizations. It usually only covers you for notarizations performed as part of your work duties and you still may benefit from an E&O policy if you notarize outside of work. If you are a Notary Signing Agent or otherwise self-employed, an E&O policy is advisable because it’s your only financial protection against claims. What does E&O cover? Typically, E&O insurance covers the amount of the claim against you and, in most states, attorney fees and court costs up to the limit of the policy. (In some states, E&O policies have separate limits for legal expenses.) E&O protects you from unintentional mistakes and human error. However, unlike a bond, a policy doesn’t cover acts of fraud and deliberate acts. Failing to spot an imposter with a fake ID, for example, is an unintentional mistake and would be covered. Conspiring with the imposter to defraud someone, on the other hand, would not be covered. Also, for self-employed Notaries, it’s important to remember that a Notary E&O policy only covers you for your notarial acts. It does not cover you for other liability claims or breaches of privacy that are not duties of a Notary in your state. How much E&O coverage do I need? This varies based on your needs. The standard recommended by the Signing Professionals Workgroup is $25,000. Some companies, however, want NSAs they hire to carry more coverage. For non-NSA Notaries, an E&O policy should be sufficient to cover the amount of your bond, if required, plus coverage for additional expenses. Also, consider how much you might need to protect your assets should they be affected in a lawsuit on account of a negligent notarization you perform. Are you covered when you stop being a Notary? It depends on the type of policy you have. If you or your employer has what’s called an “occurrence-based policy,” you’re covered for notarizations performed when the policy was in effect (even if you have left the job or stopped being a Notary). If you are covered by what’s known as a “claims-made policy,” you are only protected if the claim is filed while the policy is in effect. Once you stop paying policy premiums or premiums for “tail coverage” to extend the time to report claims, if applicable, you’re no longer covered. How much does a policy cost? Premiums vary by state as well as the amount and term of the policy. You can get a quote from any insurance agent or broker licensed to sell property and casualty insurance. There is a potential benefit to buying E&O from the same company that provides your bond. If you do that, the company will generally pay any claims and expenses out of your E&O policy before your bond. Also, some states require any claim paid from your bond to be reported to the Notary commissioning official’s office, and your commission can be suspended until your bond is reimbursed. How E&O Insurance Helps You The decision to buy E&O insurance is personal and depends on your circumstances, yet an affordable policy can protect you from: Financial damages due to an error or omission filed against your NNA bond Financial damages as a result of unintentionally violating the law while notarizing Defense costs from being named in a lawsuit even if you did nothing wrong Damages, when unbeknownst to you, your seal and forged signature appear on a document conveying title to real property – and a lender or property owner suffers a loss. Please check the terms for your E&O insurance policy by carefully reviewing your policy document. All claims will be handled and settled in accordance with the policy terms and conditions.

Each state sets fees Notaries may charge to perform notarial acts. Notaries may charge any fee (or none) up to the maximum allowed under their state fee schedule. Below is a chart listing each state's fee schedule for acknowledgments, jurats and other special notarial acts. * These fees are temporary and will cease to apply when the emergency order for remote notarization expires. ** There's a $15 flat fee for performing these notarial acts for the grantors in the transfer of real estate (regardless of the number of services performed in a single transaction). † While you may charge a travel fee, the signer must agree to it in advance. ‡ Fee per signature. For Guam, acknowledgments and jurats are $10 for the first two signatures and $8 for each additional signature.

To become a Notary Public in Nevada, you must complete the commissioning steps below: Make sure you meet all of your state's requirements (see below). Take the three-hour online Notary training course through the Secretary of State's Notary Division and pass the exam. Get a $10,000 surety bond and file it with the county clerk, so they can issue your "Filing Notice." Submit your application, filing notice, training certificate and filing fee, to the Secretary of State via the SilverFlume online portal. Buy your official Notary stamp. You must provide the original or a certified copy of your Certificate of Appointment to an approved Notary seal vendor to complete your purchase. Buy your Notary journal and fee schedule. Get E&O insurance (optional, but strongly recommended). Take a continuing education course for additional Notary training (optional, but strongly recommended). Take the next step Get everything you need with a full Nevada Notary Supply Package. In This Guide: Nevada Notary Process | NV Notary Requirements | General Notary Public Information More Details About the Nevada Notary Process Have more questions about the Notary Public application process? Read on below. How much does it cost? The application fee is $35 for a Notary Public commission in Nevada. The Secretary of State's online Notary class and exam cost $45. There may be additional county fees for filing your bond, signature and commission. Additional costs for bonds, Notary tools and education courses vary depending on vendors. The total cost of commissioning can differ depending on whether you are a new or renewing Notary. Keep in mind that supply package prices vary among vendors. New Notaries may need more how-to assistance than experienced Notaries. Books, training and live expert assistance are often must-haves for most new Notaries. Before making your purchase, be sure to ask your vendor about any hidden fees — like processing fees – and research the quality of continuing education they provide. How long does it take to become a Notary in Nevada? The Nevada Secretary of State's office estimates three to four weeks for the processing of a Notary Public commission application. How long does a Nevada Notary commission last? The term of a Nevada Notary commission is four years. Requirements to be a Notary in Nevada Below is information to help you qualify for a Notary commission in the Silver State. Who can become a Notary? A Notary Public applicant in Nevada must meet the following requirements: Be at least 18 years old Be a resident of Nevada, or a resident of a bordering state and employed in Nevada Submit a complete set of fingerprints to the FBI for analysis if required by the Secretary of State Possess civil rights (convicted felons whose civil rights have not been restored cannot become a Notary) Cannot hold a public office in the U.S. federal government at the time of application What kind of training will I need? Anyone applying for a Notary commission must take an approved three-hour course of instruction. The online class costs $45 and is provided by the Secretary of State's Notary Division. The Training & Class Information section of their website includes details about the topics covered as well as how to register and pay for the training. The NNA also offers an interactive online course that provides new Notaries with the how-to knowledge needed to perform common notarial acts. Do I need to take an exam? Yes, you must pass an online exam to become a Notary in Nevada. What kind of supplies will I need? Nevada Notaries are required to use a rubber stamp ink seal and journal for all notarial acts for paper documents. In order to get a Notary stamp, you'll need to get a certified copy of your Certificate of Appointment. The stamp must be in a rectangular shape no larger than 1" x 2.5" with an optional border. The following information must be on the stamp: Your name as it appears on your commission The words "Notary Public, State of Nevada" Your commission expiration date Your commission number The Great Seal of the State of Nevada (optional) The word "non-resident," if you're a resident of an adjoining state When shopping for seal stamps, quality and durability can vary greatly among vendors. Stamps should not bleed during or after use, as this can cause county officials to reject documents due to smudging. Your journal is a record of all your official notarial acts. It is your exclusive property and may not be used by any other person or surrendered to an employer upon termination of employment. When you're deciding which journal to buy, look for security features like tamper-proof sewn binding so it's easy to see if any pages are missing. This is extremely helpful if you're ever named in a lawsuit and simple notebooks or glue-bound journals do not offer the same level of security. In addition to a stamp and journal, Nevada requires Notaries to post a fee schedule. What is a surety bond and why do I need one? Nevada Notaries are required to get a $10,000 surety bond from an authorized provider and file it with the county clerk of your residence or employment. The bond is a financial guarantee from a bonding company for signers and parties relying on a notarization who experience financial damages because a Notary intentionally or unintentionally violated a Notary law. If damages are paid out from the bond, you will need to repay your surety company. Since a surety bond does not protect the Notary, many Notaries choose to purchase errors and omissions (E&O) insurance policies to protect themselves from legal expenses. E&O insurance is not a requirement in Nevada. General Notary Public Information Here, you'll learn more about being a Notary Public in Nevada. Which state government office handles Notaries? The Nevada Office of Secretary of State, Notary Division, located in Carson City, NV, issues Notary Public commissions. What additional steps do I need to take if I reside in a state that borders Nevada? If you live in Arizona, California, Idaho, Oregon or Utah and you work in Nevada, you may qualify to become a non-resident Nevada Notary. You must meet all of the requirements and follow all of the steps resident Notaries must complete. You'll need to submit a Non-resident Notary Public Affidavit and provide a copy of your employer's Nevada State Business license. Additionally, you'll need your employer to fill out an Affidavit of Applicant's Employer form. If you're self-employed, you'll need to submit an Affidavit of Self-Employer Applicant form. Non-resident Notary affidavit forms are available online from the Nevada Secretary of State. Every year, within 30 days before the anniversary of your appointment, you must submit a copy of the state business license of employment, a copy of any license required by the local government where the business is located and resubmit the affidavits. May I become a Nevada Notary if I am not a U.S. citizen? Yes. You do not have to be a U.S. citizen to become a Nevada Notary Public. Where will I be able to notarize? A Nevada Notary can perform notarial acts anywhere within the state's borders. Who can I notarize for? Any member of the public, as long as the request meets all statutory requirements for notarization. You may not notarize your own signature nor for your spouse or anyone to whom you're related by blood. In addition, you're prohibited from notarizing for a domestic partner, your domestic partner's family, stepfamily members and adopted children. How much can NV Notaries charge per notarization? The Nevada Secretary of State sets the maximum fees Notaries can charge, which ranges from $7.50 for administering an oath or affirmation to $75 for performing a marriage ceremony. Notaries may charge an additional traveling fee, but the signer must agree to the hourly rate in advance. What if I move or change my signature? If you have a change related to your address, county, signature or employment, you must notify the Notary Division within 30 days. You must submit a completed Request for Amended Certificate form and a $10 filing fee. Failure to submit a certificate within 30 days may result in the suspension of your commission. What is the process to renew my commission as a Nevada Notary? The process to renew your Notary commission is the same as when you first applied. You must meet the requirements, take the three-hour training class, pass the exam and follow all of the initial application steps. What do I need to know about remote electronic notarization in Nevada? As of December 14, 2018, Nevada allows remote online notarizations. You must have an active Notary Public commission to apply for remote registration. This step-by-step guide will teach you how to become a remote Notary in Nevada. If you're not quite ready yet, we have additional resources where you can learn what a Notary is, what they do and why you should become a commissioned Notary.

While procedures differ from state to state, the general steps to become a Notary are: Make sure you meet all of your state's qualifications. Complete and submit an application. Pay the state's filing fee. Get training from an approved education vendor (if applicable). Pass a state-administered exam (if applicable). Complete fingerprinting and background check (if applicable). Receive your commission certificate from the state. Get your surety bond (if applicable). File your commission paperwork (and bond) with your Notary regulating official. Buy your Notary supplies. Step-by-Step Instructions Select a state to view the step-by-step instructions to begin your Notary commission. Select a State Alabama Alaska Arizona Arkansas California Colorado Connecticut Delaware District of Columbia Florida Georgia Hawaii Idaho Illinois Indiana Iowa Kansas Kentucky Louisiana Maine Maryland Massachusetts Michigan Minnesota Mississippi Missouri Montana Nebraska Nevada New Hampshire New Jersey New Mexico New York North Carolina North Dakota Ohio Oklahoma Oregon Pennslyvania Rhode Island South Carolina South Dakota Tennessee Texas Utah Vermont Virginia Washington West Virginia Wisconsin Wyoming Notary Requirements | Notary Training | Taking the Notary Exam | Notary Bonds and Insurance | Your Notary Commission Why Become a Notary? The overwhelming majority of the 4.4 million Notaries in America become Notaries as part of their job duties or as a value-added skill on their resume. Many others choose to become a Notary so they can have their own mobile Notary or Notary Signing Agent business. These individuals are independent contractors who earn money by handling mortgage signings, notarizing trust documents and performing many other tasks. Aside from the additional income opportunities available, the office of the Notary Public has a long history and brings with it both credibility to the individual Notary and service to one's state or U.S. territory. A Notary does not serve their employer; their service is to the state or territory that issues their commission. If you're interested in becoming a Notary Public, this practical guide answers many frequently asked questions. This is a general guide because each state has its own procedures for becoming a Notary Public. We provide some state-specific information for the questions in this general guide. If you want to skip straight to your state's process and requirements, please select your state from the menu above. Is there a question we didn't answer? Please let us know! View the steps to become a Notary Public as an infographic, or download the file if you'd like to print it out. Notary Requirements: Who can be a Notary Public? The exact qualifications for who can become a Notary differs from state to state. In general, Notary applicants must be 18 years old and a legal resident of the state with no criminal record. Some states require you Notary applicants to read and write English. Some states also allow residents of neighboring states to become Notaries. How much does it cost to become a Notary? This varies widely, from less than $100 in some states to several hundred in others depending on the state's requirements. The cost of becoming a Notary varies based on the application filing fee and the cost of any Notary training, exams, background screenings, required Notary supplies, and the cost of your bond (if applicable). Do I need a background check to become a Notary? In a few states, yes, a background check is a requirement to become a Notary. Some states where a background check is not required may choose to run one if you state on the application that you have been convicted of a misdemeanor or felony in the past. Notaries who choose to become Notary Signing Agents will need a separate background screening to meet industry standards. What Notary supplies are required in my state? Generally, Notaries need three Notary-specific supplies: certificates, a seal for stamping certificates, and a journal for keeping a record of your notarizations. While not required in a majority of the states, every Notary should keep a Notary journal for the protection it provides both the Notary and the public. Certificates are the most challenging type of "supply" because there are different types of notarizations, each requiring a different certificate. Most state Notary-regulating sites provide basic certificates, but these can often leave something to be desired when trying to make a professional impression at a signing. For this reason, some suppliers make certificates available online, so you can download the right certificate as needed rather than keeping a stock of paper certificates. Keep in mind, just because a specific tool is not required by law in your state, doesn’t mean you can't use it! There are plenty of Notary supplies available to help you perform your duties and protect yourself. Back to Top Notary Training: Does my state require Notary training? States that require Notary training are: California, Colorado, Florida, Missouri, Montana, Nevada, North Carolina, Ohio, Oregon and Pennsylvania. Delaware requires training and continuing education for electronic Notaries. All required Notary training must be approved by the state, so – as long as it is an approved course – the basics required by the state will be covered in the training. While fewer than a dozen states require Notary applicants to undergo any training or education, many others support the case for voluntary educational courses. Where can I get Notary training if my state doesn't require it? The first place to check for training would be with Notary regulating agency in your state — usually the Secretary of State's office. Local community colleges in some states also offer Notary education. There are a number of organizations and vendors, such as the National Notary Association, that provide education for Notaries too. Some vendors may include practical information that will help Notaries learn how to perform their official duties. Notary courses can be taken in a classroom or online. The NNA provides live seminars in California and has online training for the rest of the U.S. How long will it take to complete each course? Required training courses typically run from 3 to 6 hours. Any optional training you may pursue may fall outside of these guidelines. How much does Notary training cost? There is no official standard because Notary training costs differ by provider. Generally, online training courses cost less than $100, and live seminars range from $100 to $200. Back to Top Taking the Notary Exam: Do I need to take a Notary exam? In most states, no. States that require Notary applicants to pass a test are: California, Colorado, Connecticut, Hawaii, Louisiana, Maine, Montana, Nebraska, New York, North Carolina, Ohio, Oregon and Utah. Wyoming encourages applicants to take an at-home test, but it's not required. How long will the Notary exam take to complete? Notary exams last roughly an hour. They may include fingerprinting for submission with your state Notary application at the completion of the exam. Back to Top Notary Bonds and Insurance: Will I need a Notary bond in my state? In most states, yes. Thirty states and the District of Columbia require Notaries to have a surety bond, but the amounts vary widely by state. A typical amount ranges from $5,000 to $10,000, although it can be as low as $500 or as high as $25,000. A surety bond protects consumers. If you make a mistake that damages someone, the bond is intended to compensate the injured person up to the amount of the bond. You then would be required to repay the bond company. Is Notary Errors and Omissions Insurance Required? No, a liability insurance policy is not required, because your state does not write Notary laws to protect Notaries – it writes them to protect the public. That's why many states require bonds. You should consider buying a Notary errors and omissions insurance policy because it protects you against claims relating to any errors you make during a notarization. Back to Top Your Notary Commission: Who regulates Notaries? Notaries are commissioned and regulated at the state level. In many states, this is handled through the Secretary of State's Office. Notaries in some states are commissioned by their county clerk or other governing body. How long does it take to become a Notary? If your state requires training, an exam, or other requirements, the process can take 7 – 9 weeks. It may take more time if the state is processing a lot of renewal applications too. If your state's requirements are minimal, the process to become a Notary can take up to 4 weeks. Can anyone help me apply for my Notary commission? Yes. In most states, there are organizations available to help you through the process. It's helpful to go through a vendor or association because of the various steps you must complete. Florida, Illinois, and Texas require you use specific vendors and will not accept applications directly from applicants. Where will I be able to notarize? Most states authorize you to notarize documents throughout the entire state. A few states have unique rules regarding jurisdiction; for example, limiting where you can notarize within the state, or allowing you to perform notarizations for your state's citizens outside of its borders. Who can I notarize for? In almost every state, you should notarize for anyone who comes to you with a legitimate, legal request for a notarization and presents acceptable identification. Some states have provisions allowing employers to limit staff Notaries to notarizing business-related documents during business hours. How long is a Notary term? A typical term is 4 years, but it's different from one state to the next. Some states set the term for 5 years and others are 10 years. Why is the Notary process different in every state? Notaries are commissioned and governed by individual states. Because state Notary laws are all different, the requirements can vary quite a bit. For example, many California Notary laws have been put in place as a result of lawsuits and damage to the public. How can I become a remote online Notary? The process of getting a remote online Notary commission or authorization varies among the states that allow their Notaries to perform the act. It's important to note that not every state allows Notaries to perform remote online notarizations.

In Hispanic countries, Notarios Publicos are highly trained legal professionals akin to attorneys who provide legal advice and draft legal documents. In the United States, however, Notaries are state-commissioned officials with narrow witnessing duties and much less discretion. Many unethical individuals exploit the confusion over these different roles to take advantage of unsuspecting immigrants. For six decades, the National Notary Association has worked to educate Notaries, government officials and the general public about Notario abuse. The NNA's handout "What Is A Notary Public" explains the lawful role of U.S. Notaries and how it differs from that of Notarios.