The Ultimate Notary Career Guide

What is a notary?

A notary (or notary public) is person who is authorized by their state to notarize legal documents and certify signatures. They personally witness signatures, verify the identification of each person signing a document, confirm the signer is present without duress or intimidation, and validates the signer understands the contents of the document they are signing.

A key part of a notary’s job is to be an impartial witness. They aren’t allowed to gain in any way from acting as a notary except to collect any fees for their services that are allowed by the state. This means notaries can’t be biased toward one party or the other and can’t be related to a document signer. Impartiality avoids conflicts of interest, ensures the integrity of the document, and instills public faith in the notarial process.

Qualifications and eligibility

Each state has different requirements for becoming a notary, however, there will be common elements across all states. These core include:

You must be at least 18 years of age
You must be a legal resident of the United States
You must be a legal resident in the state in which you’ll work
You must have no felony charges or convictions
You must not be imprisoned in any state, county, or federal correctional facility
You must be able to speak fluent English

This individual must also have good judgment. They can, and should, refuse to notarize a document if they suspect fraud or are unsure of a signer’s identity. They also need to keep a keen eye out for any signs of a party being coerced into signing a document. This can have a significant impact on wills, deeds, power of attorney, or other important documents.

Work environment

Notaries can work in a variety of locations and environments, but you’ll typically find them in office settings where they typically handle notarizing documents as part of their daily job functions. Examples include:

Real estate agencies need these professionals for deeds and titles. If you’ve ever bought a house, a notary was sitting there witnessing you sign the paperwork.
Many banks offer notary services to their customers.
You’ll also run into them in legal offices, preparing wills and deeds.

Some work independently, where they’ll run their own businesses out of a small office or via a mobile service. They might also run a business out of their home where you come to them by appointment. Notaries who run their own businesses generally do it as a side job to make extra money.

Typical work hours

As you might have guessed by now, the typical hours for a notary can vary. Those who work in offices normally work during traditional 8-5 business hours. Independent and mobile notaries can work any day of the week and any time of day.

If you’re working as a freelancer or independently, you have the ability to set your own hours and rates. This means you can create a schedule that aligns with your specific needs. And if you’re offering nights, weekends, or weekends for services, you can charge an increased rate for services outside of normal business hours.

Types of notaries

Notary services fall into five different categories, although the types of individuals used will vary from state to state. This professional can handle all five or might only provide services for one or two of them.

Acknowledgments

An acknowledgment certifies the document signer is who they claim to be and has voluntarily signed the document. These types of services are typically used for deeds, mortgages, and deeds of trust.

Jurat

A jurat certifies the contents of the document are accurate. They require that the signer agrees to the information in the document before signing it.

Oral Oath or Affirmation

An oral oath or affirmation doesn’t require a signed document. Their job here is to swear in an individual who swears that any statements they provide will be completely truthful.

Copy Certification

A copy certification verifies that a copy made of an original document is an exact copy with nothing changed or missing. Examples of documents requiring copy certification are diplomas, driver’s licenses, leases, contracts, vehicle titles, Social Security cards, medical records, or bills of sale.

Signature Witnessing

A signature witness certifies the individual appearing signing the document is who they claim to be and the signature on the record is their signature.

Income potential

Salary range will vary widely depending on the state you work in, your education, your certifications, and the number of years of experience:

Salary.com estimates the average annual income for a notary is $39,000 and the range is $37,000 to $59,000.
A notary’s salary can vary greatly when you break this down by state, so it’s best to view data on your specific state. For example, ZipRecruiter estimates Hawaii, Nevada, Massachusetts, and Rhode Island offer the highest average salary at $60,000 – $62,000. Louisiana and Georgia round out the bottom end with salaries between $39,000 and $40,000.
Indeed places the average salary at $47,713 and lists California and New York salaries ranging between around $55,000.

Keep in mind that many begin working on a part-time basis, so their wage is typically based on individual appointments. A general range for an individual gig is $125 to $200. Considering part-time notary loan signing agent can easily perform 5 signings a week working between 10 hours (including the appointment and driving time), that places estimated income at $150 per session, $750 a week, $3,000 a month, and $36,000 per year. If that same individual doubled their work hours to 20 hours a week, their annual income would increase to $72,000.

Since these services fit nicely into the freelance and gig economy, the estimated annual earnings are fluid and left to the notary to decide how much they’d like to work and earn.

Position trends

The U.S. Bureau of Labor Statistics, which tracks data on occupations and job outlook, does not provide figures for notaries public.

Career path

As a certified notary, you can then pursue a position in a bank or other financial institution, a law office, a real estate or lending agency, or you can become self-employed. Many people who apply are already working at financial institutions, schools, law offices, etc., and become notaries to expand their opportunities at work.

Below is a list of positions that are natural career paths:

Administrative assistant
Court clerk
Claims assistant
Claims processor
Claims specialist
Contract administrator
Escrow assistant
Escrow officer
Executive assistant
Loan processor
Mortgage closer
Paralegal
Records clerk
Settlement officer
Title clerk
Title processor

Steps to becoming a notary

1. Get the right training

Training requirements vary by state. Not all states will require notary education, but many do, and this will most likely increase. States that currently require training are California, Colorado, Florida, Missouri, Montana, Nevada, North Carolina, Ohio, Oregon, and Pennsylvania. Delaware requires training and continuing education for electronic notaries.

Even if your state doesn’t require training, it is certainly recommended because you will be financially liable for any errors or mistakes you make.

Options for obtaining training:

American Society of Notaries – Offers training at the national level and states education for Alabama, Arkansas, California, Florida, Georgia, Missouri, Pennsylvania, and Texas.
National Notary Association – With over 60 years of expertise, the National Notary Association is the nation’s leader in providing training and education through live seminars, independent study, CD-ROM, or online courses.
Notary.net – Provides online training and proof of completion certification for all fifty states.
Notary Public Writers – This introductory course, developed by the American Society of Notaries, is designed to provide you with a comprehensive and informative overview of the general responsibilities of a notary signing agent – a duly commissioned individual trained to present loan documents for signing, perform all necessary notarizations, and return the executed documents to the closing agent for processing.

2. Pass your notary exams

A few states require you to pass an exam, but most don’t. States that require applicants to pass this exam are California, Colorado, Connecticut, Hawaii, Louisiana, Maine, Montana, Nebraska, New York, North Carolina, Ohio, Oregon, and Utah.

3. Submit a notary application to your state

While not every state requires an application, most states do enforce this step. Most applications are available via the state’s government website and they are easy to complete. When submitting your application, you’ll be asked for basic personal information, you’ll need to provide your official notary name and signature, and you’ll also pay a filing fee.

If you don’t want to do the legwork of researching your state’s application and licensing requirements, you can hire companies like CorpNet.com to research notary licenses for you.

4. Pass a background check

A background check is an investigation into the individual’s background and identifies whether they have any arrests or convictions. It will typically review 7-10 years of federal, state, and county records.

The general standard for background checks will include the following:

Social Security Number
County Criminal Court Search
Motor Vehicle Records
National Sex Offender
Nationwide Criminal Database
Federal District Court Search
USA Patriot Act including Terrorist Watch List

Certain industries will require a yearly background check to continue these services.

5. Obtain a notary bond

Most states will require individuals to post a notary bond when applying to become a notary.

A notary bond is a legally binding contract, which guarantees the individual will complete tasks correctly, ethically, and according to law. If they fail to perform their duties, a claim can be issued by the state and those harmed by the individual’s wrongful actions.

The dollar amount of the bond and the cost for obtaining a notary bond can vary greatly from state to state. Bond amounts can range between $500 and $25,000 with costs ranging from $30 – $110.

Providers of notary bonds include:

6. Obtain a notary Errors and Omissions insurance

An Errors and Omissions (E&O) insurance policy protects you against financial harm if you make an unintentional mistake or omission while notarizing documents, if someone files a false claim against you, or if you unintentionally violated a law while providing these services.

E&O insurance will cover your legal defense in addition to your claim, legal fees, and court costs.

Companies that offer notary Errors and Omissions insurance include:

7. Order your notary supplies

If you’ll be an independent notary, you’ll need to obtain the required supplies to perform your job. These include core items like certificates, stamps, a seal embosser, and record books. Seals and embossers will be custom-made to your state’s specifications. Certificates are the most challenging purchase because there are different types of notarizations, each requiring a different certificate.

A list of popular supplies includes:

8. Take continuing education

There is no national requirement for continuing education, however, states like California, Delaware, and Missouri do require it. It is best to visit your state’s licensing and education requirements to validate what regulations you need to adhere to.

Tips for becoming a notary

If you are interested in becoming a notary, there are a few things you should do.

Research what the requirements are in your state. You can do this at the Secretary of State for most of the states within the United States.
Sign up for training, even if your state doesn’t require it.
Join associations so you have a pool of resources and advocates ready to help you:
If you plan on freelancing, treat this like a business. Create a business plan and set measurable goals for getting started and growing your revenue.
Make time to market yourself. Build a website, set up social media profiles, and create local profiles in Google and Bing.
Get yourself organized and keep yourself organized. It will be vital to maintaining a high quality of service for your customers.
Create business partnerships, so that work comes to you. This requires networking and does a great job.

Notary FAQs

What skills are needed to become a notary?

You must be comfortable following procedures and state laws. You also need to be organized and be able to properly handle paperwork. Good judgment is essential. Good visual skills are a plus to verify signatures. You will need to be skilled at accurate record-keeping as well. These individuals are required to keep journals with the names, times, locations, and more for every related action they engage in.

What are the on-the-job requirements for notaries?

Typical duties include verifying documents and signatures, verifying the identity of all parties signing the document, and making sure all parties understand what they are signing. They also follow state regulations and keep records of every time they sign a document as a notary. They should have a good understanding of the legal documents they notarize, such as loan documents, passports, affidavits, etc.

How much do notaries make?

On average, they can make anywhere from $23,000 to $75,000 a year. The amount you can make will depend on the industry you work in (banking, real estate, education, law, etc.) and whether your duties are part of your job (such as a legal secretary), whether you work freelance, or whether you are somewhere in between.

What does the job market look like for notaries?

The job market is projected to increase by about 9% over the next 10 years for court reporters, but a 5% decrease is expected for all other office workers. The market can vary greatly depending on where you live.

How long does it take to become a notary?

It depends on the state, but most do not require training or an exam. This means you only have to wait for the application process to complete, which can take several weeks. If you live in a state where training and/or an exam is required, the process can take up to 4 months.

Do I need a college degree to become a notary?

A college degree is not required, but obtaining notary-specific education is critical for business success.

What are some top companies that hire a notary?

These individuals work in a wide variety of industries. Some of the top businesses that employ these professionals are car dealerships, insurance companies, mortgage companies, title companies, real estate companies, law firms, tax preparers, and universities.

How do I create a resume for a notary?

As most professionals perform other functions as part of their job duties, a notary is something you typically list on your resume. The section where you list your skills or certifications is normally where you would add them.

Notary-specific resume items should feature any education courses you’ve taken, states where you’re certified as a notary, bonds you hold, and insurance policies you have in place.

How do I find a notary job?

Major job boards, social media sites like LinkedIn, and gig sites are all options.

What should I expect in an interview?

Some typical interview questions you’ll encounter include:

●      Are you authorized to prepare legal documents?
●      Can you give an example of when your good judgment saved the day?
●      Apart from signing and stamping documents, what are the other duties of a notary republic?
●      What professions require the services of a notary public?
●      Are you bonded?

What associations exist for notaries?

Here are some of the top national associations:

●     American Association of Notaries
●     American Society of Notaries
●     National Notary Association
●     Notary Association of America

You can also find state and local associations where you live and work.

Do notaries require professional insurance?

It is strongly recommended that you carry Errors & Omissions insurance to limit financial exposure.

Do notaries require continuing education?

This varies by state. Some states like California, Delaware, and Missouri require a minimum number of continuing education or refresher course hours, but many don’t.

Do notaries require business licenses?

Whether or not you need a business license can vary by state, county, and even by city. If you work independently from home and advertise yourself as a business, you will most likely need a business license, but for most individuals who notarize documents as part of their daily job duties, a business license is not required.

What other resources can help me become a notary?

You can find some excellent resources on the American Society of Notaries and the National Notaries Association websites. Both provide valuable information on requirements by state, how to renew your commission, what supplies you need, what bonds and insurance you should have, as well as training resources and other general information.