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National Notary Association
The National Notary Bulletin

Can I notarize multiple copies of the same document?

By NNA Staff

Is it okay to notarize multiple copies of the same document for a signer? — G.H., New York

Yes, it is OK. You may notarize multiple copies of an original document provided that the signer’s signature on each copy is an original signature made in pen and ink and your notarization is “original” for each one.

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes. – The Editors

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline consultants to help you with all of your notarial questions. Call 1-888-876-0827, Monday through Friday, 6 a.m. to 6:00 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

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21 Comments

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Wendi

11 Mar 2025

Hello, I am an Oregon notary with a question. I notarized a document in November of 2023 and the signer lost the document. I told them to bring in a new, blank document to re-sign in front of me and I will notarize it. The signer stated that they need the document to have the same date as the original. They have a copy of the original. I know that I can't "back date" but can I notarize the copy of the original? Maybe, use a separate notary certificate page, dated with todays date? As a testament of the authenticity of the copy? Does any of this make sense? I remember notarizing the original document well.

National Notary Association

26 Mar 2025

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone to speak to them directly about the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Adrianna Miranda

20 Sep 2024

I'm in California, if the client has 4 of the exact same documents and I notarize each one, will I need to record it 4 separate times in my journal and have the client sign each time?

National Notary Association

20 Sep 2024

Hello. Yes, that's correct. For each signature you notarize, you will need to make a full journal entry and have the client sign each journal entry.

Sue

05 Nov 2023

I am confused about how to charge. I am in Illinois. It says I can charge $5 for a notarial act. Does that mean if there are 5 pages to notarize, I can charge for each page? Or does that mean I can only charge a total of $5 for all 5 pages?

National Notary Association

07 Nov 2023

Hello. The maximum fee that may be charged by an Illinois Notary for any notarial act is $5 (5 ILCS 312/3-104[a]). You may charge up to $5 for each notarial act you perform.

Julie

02 Oct 2023

I have a client who needs 4 of his signatures notarized. In the state of California do I give 4 different Acknowledgments?

National Notary Association

03 Oct 2023

Hello. Each signature notarized would be considered a separate notarial act.

rbulger67@aol.com

14 Jul 2023

how long do we need to keep our notary books

National Notary Association

14 Jul 2023

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

Kristina Torreyson

09 Aug 2022

In the case above, do you have them sign your notarization book as many times as there are copies or just once since it’s the same document?

National Notary Association

09 Aug 2022

Hello. New York does not have statutory requirements to keep a journal for traditional notarizations. There is a temporary requirement effective through January 30, 2023 that a Notary Public who performs temporary remote notarizations must keep a journal of all such notarial acts: “The notary public must maintain a journal of each remote notarization performed pursuant to this section, which upon demand, shall be subject to inspection by the secretary of state” (Executive Law Section 135-c.2[h][2][i], effective through January 30, 2023). For each entry of a temporary remote notarial act effective through January 30, 2023, a Notary must (Executive Law Section 135-c.2[h][2][i]), effective through January 30, 2023): 1. Indicate the date and approximate time of the notarial act; 2. Indicate the name of the principal; 3. Indicate the technology used to perform the remote notarization; 4. Indicate the number and type of notarial services provided; and 5. Indicate the type of credential used to identify the principal. “Each journal entry shall … [b]e made contemporaneously with the performance of the notarial act” (Executive Law Section 135-c.2[h][2][i][1]), effective through January 30, 2023).

Johnny Compton

09 Aug 2022

It was taught to me by Paralegal school that only one original is permitted and that it has to be stamped original and all others stamped duplicate original and then signed and dated by notary alongside. Does this still apply or has it changed over time from early 1980's.

National Notary Association

09 Aug 2022

Hello. Notaries are not paralegals, so any procedures for paralegals would not necessarily apply to notarization requests. Notaries must follow their state's Notary laws and the guidelines set by their state Notary regulating agency.

Luz Rose

08 Aug 2022

California. Can we attach 2 certificates for one doc? like a Jurat and Acknowledgment?

National Notary Association

09 Aug 2022

Hello. If you are requested to complete two separate notarial acts for the same document (for example, an acknowledgment and a jurat), and the document lacks the appropriate certificate wording, you may complete and attach the appropriate wording for each notarial act when performing the notarizations.

kimberlyj925@gmail.com

08 Aug 2022

looking to getting into notarizing loan documents any special course ?

National Notary Association

09 Aug 2022

Hello. The NNA offers training and certification for Notary Signing Agents. You can find more information here: https://www.nationalnotary.org/knowledge-center/signing-agent-resources/notary-signing-agent-training

Jacobie Dardy

08 Aug 2022

Looking into my own buisness signing documents online and in my local area .

Jacobie Dardy

08 Aug 2022

Looking to make money signing documents online as well in my area

Jacobie Dardy

08 Aug 2022

Looking to start my own business in notary

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