NNA Notary Bulletin

California Notaries may charge higher fees starting January 1, 2027

Fri, 16 Oct 2026 15:07:13 GMT

In response to rising costs of living and doing business, California has raised the maximum fees its Notaries may charge for common notarial services by $5, effective January 1, 2027.

California Assembly Bill 1597, authored by Assembly Member Leticia Castillo and supported by the NNA, is the first increase to Notary fees in the state since 2017.

The bill was introduced to counter rapidly rising insurance and continuing education expenses for Notaries, as well as rising fuel and living costs. The NNA and other supporters of the fee increase told legislators that these rising costs have led to a decline in the number of active Notaries available for services in California over the past decade, making a fee adjustment necessary to help maintain public access to Notary services.

Starting in January, maximum Notary fees in California are raised as follows:

For taking an acknowledgment or proof of a deed or other instrument, administering an oath or affirmation, and executing the jurat is increased from $15 to $20.
For taking a deposition is raised from $30 to $35.
For administering the oath or affirmation for a deposition is increased from $7 to a maximum of $12.
For the notarial certificate for a deposition is raised from $7 to $12.
For certifying a copy of a power of attorney document, the maximum fee has been raised from $15 to $20.

California Notaries may still choose to charge lower fees than the state-set maximum at their discretion. However, Notaries in the Golden State are still prohibited from charging fees to notarize vote-by-mail ballots and when notarizing applications for U.S. military veterans' benefits.

David Thun is the Editorial Manager at the National Notary Association.

Are Notaries allowed to notarize passports?

Wed, 14 Oct 2026 16:47:59 GMT

Notaries frequently ask the NNA if they may certify copies of passports for customers.

Notaries cannot notarize an original passport. In some states, however, a Notary may certify a copy of a passport, provided state law allows copy certification and does not prohibit certifying copies of passports.

Before doing so, you need to answer 3 important questions:

Does your state allow you to certify copies of documents?
Are there restrictions on certifying copies of passports in your state?
Does the request meet all other requirements for copy certification?

Does your state allow you to certify copies of documents?

The only way a passport can be "notarized" is by certifying a copy of the original passport. So, you should first find out if your state authorizes you to certify copies of documents. You can find a list of each state's copy certification rules in "How to certify a copy of a document."

If you are commissioned in a state where Notaries cannot certify copies, such as Michigan, Nebraska, North Carolina,�Ohio, South Carolina�or South Dakota, then you cannot notarize the passport.

If your state authorizes copy certification by Notaries, you can move on to the next step: Checking what type of documents are permitted for copy certification in your state.

Does your state prohibit Notaries from certifying copies of passports?

Some states restrict the type of document copies that Notaries may certify.

For example, in�Alaska, New York and Tennessee, Notaries may only certify tangible copies of electronic records, so certifying a copy of a passport (which is a physical document) is not authorized.

Arkansas Notaries may certify copies of passports, but may not certify copies of other documents issued by the U.S. Department of State or documents issued by U.S. Citizenship and Immigration Services.

California�Notaries may only certify copies of power of attorney documents or an entry in the Notary's journal if requested by the Secretary of State or a court. California Notaries are not allowed to certify copies of any other types of documents, so they cannot notarize passports.

Texas copy certification rules for passports are less clear. In Texas, Notaries may only certify a copy if the original document cannot be recorded with a specific government entity, such as the Secretary of State's office, a court of law, or a county clerk. Any document that can�potentially be recorded with an agency cannot be copy-certified. Because it is not always clear if a passport will or will not be recorded with some type of government entity at some point, and the Secretary of State's office has told the NNA in the past that a passport is a potentially recordable document, the safest course for Texas Notaries is to avoid certifying copies of passports.

Conversely, the Iowa Secretary of State's Handbook for Notaries Public includes a Notary FAQ that specifically lists passports as a document that may be copy certified by Iowa Notaries.

Does the request meet all other copy certification requirements?

If your state permits you to certify copies and does not exclude passports, the final step is to confirm the request meets all your state's other copy certification requirements. For example, in Florida, the Notary must supervise the making of the copy they intend to certify.

In other states, such as�Arkansas,�Connecticut,�and�Delaware, Notaries must either supervise the copying of the original document or make the copy themselves. Arkansas Notaries may keep a copy of the document for their records to confirm that the certified document was not altered.�

Pennsylvania Notaries must compare the original passport and the copy to confirm that the copy is a complete and accurate reproduction of the original.

Before obtaining a certified copy in West Virginia, a customer must give the Notary a written statement that the requested certified copy cannot be obtained from the office of a recorder, or custodian of public documents in West Virginia, that making a copy of the document does not violate state or federal law, and that the Notary keeps a copy on file.

Whether you are certifying a copy of a passport or any other document, always make sure that you follow all rules set by your state's Notary laws.

If you are an NNA member and have questions about notarizing a passport or copy certification procedures for your state, you can contact the NNA Notary Hotline for assistance at 1-888-876-0827 or by filling out our online form.

David Thun is the Editorial Manager at the National Notary Association.

3 questions to ask before you notarize a foreign-language document

Wed, 14 Oct 2026 15:08:21 GMT

While it's possible to notarize a document written in a foreign language, it's very important that Notaries take steps to ensure they aren't being misled about the document's content or the signer's intentions before proceeding. Here are three important questions to ask before notarizing.

Can you communicate directly with the signer?
Have you compared the customer's signature on the document to the signature on the ID?
Can you read and understand the Notary certificate wording?

1. Can you communicate directly with the signer?

Even though English may not be the primary language of many signers, as a Notary, you need to communicate directly with them to ensure they know what they are signing and are willing to sign. If the signer speaks English clearly enough to communicate directly with you, or you are fluent in the signer's primary language, there's no problem proceeding with the notarization. However, do not notarize if you can't communicate directly - even if a third party offers to interpret - unless you are a Notary commissioned in Arizona, Colorado, Mississippi or Pennsylvania, which permit an interpreter to translate a foreign language for a signer during a notarization.

Colorado also allows interpreters at notarizations for hearing-impaired signers and foreign language interpreters, but no matter the language, Colorado Notaries must use an interpreter�who has no disqualifying interest in the transaction.

No other state authorizes the use of an interpreter during a notarization.

2. Have you compared the customer's signature on the document to the signature on the ID?

A signature can be any symbol that is written or adopted by a person with the intent to sign the document, and people do not always sign exactly the same way each time. However, it's still a reasonable practice for the Notary to compare the signature on the document to the signatures on the ID or in your Notary journal to make a layperson's determination that the signatures are reasonably similar.

3. Can you read and understand the Notary certificate wording?

The last question is whether the certificate wording is in a language you can read and understand. You should never use certificate wording you can't read - you have no way of knowing what information you are affixing your signature and Notary seal to! If the certificate wording is in a language you don't know, you must attach the appropriate English-language certificate wording for the act requested by the signer; otherwise, do not proceed with the notarization.

If you notarize a foreign-language document, it is a good practice to include any information describing the document in your journal. For example, if the document has a title in English, but the rest of the document is in a foreign language, you could note the title as part of your journal entry. If no descriptive information is available, you should at least indicate in the journal entry that the document was written in a foreign language.

3 things Notaries should know about translating documents

Additional Resources:

Notarize Foreign Language Documents

Can someone interpret by phone for a signer during a notarization?

Wed, 14 Oct 2026 15:04:23 GMT

Is a Michigan Notary allowed to have an interpreter that is not a party to the notarization interpret for a signer who speaks a different language over the phone? - S.T., Michigan

No, Michigan does not authorize the use of interpreters or translators for notarizations, including interpreters participating over the phone. The Notary and signer must be able to communicate directly with one another without the assistance of a translator.

If the Notary and signer do not speak the same language, the Notary should decline the notarization and recommend that the signer locate a Notary who speaks the signer's language.

Currently, the states of Arizona, Colorado, Mississippi and Pennsylvania permit an interpreter to translate a foreign language for a signer during a notarization. Other states do not permit the use of foreign-language interpreters during notarizations.

Colorado and Mississippi require the interpreter to be present at the notarization.�

Arizona's Notary Public Reference Manual includes the following guidelines: "It is not a requirement that the notary public provide customers with a translator. It may be in their best interest to have a translator who they trust to translate correctly. A translator may need to be present to verbally translate oaths or affirmations or to explain a document to a signer if they are unable to read the document prior to having their signature notarized."

Pennsylvania requires the interpreter to be able to communicate directly with the Notary and the signer at the time of notarization (4 Pa. Code 167.44(a)).

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, 5 a.m. to 6 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

4 common misconceptions about Notary Signing Agents

Mon, 12 Oct 2026 19:14:10 GMT

Many people - including Notaries - often have mistaken ideas about what a Notary Signing Agent is and what they can and cannot do. Here are 4 common misconceptions, along with facts to clear up any misunderstandings.

1. Misconception: Notary Signing Agents are just Notaries

Fact: Notary Signing Agents perform several additional non-notarial duties in addition to notarizing signatures on loan documents. A Signing Agent must print the loan document package for signing by the borrower and leave a second set with the borrower, make sure the borrower signs and initials non-notarized documents in a loan document package and deliver the completed loan package to the lender or title company.

2. Misconception: Notary Signing Agents can operate unrestricted everywhere

Fact: Notary Signing Agents must hold additional qualifications in some states and face restrictions in others.

For example,�Indiana and Maryland require Signing Agents to hold a title insurance producer license in order to conduct loan closings.

Nebraska�prohibits Notaries from charging ancillary fees such as courier fees.

Other states, such as�Delaware, Georgia, South Carolina, Vermont and West Virginia, require closings to be conducted by an attorney.

A list of Signing Agent restrictions by state is available here.

3. Misconception: A Notary commission is all you need to be a Notary Signing Agent

Fact: While a Notary commission is required to be a Signing Agent, most companies require Signing Agents they hire to undergo a background screening because they routinely conduct loan signings in borrowers' homes and handle borrowers' personal financial information. Companies may also require Signing Agents to take additional training.

4. Misconception: Signing Agents are subject only to state Notary laws

Fact: As third-party service providers for mortgage lenders and title companies, Signing Agents also must comply with the same federal privacy rules that lenders and title companies must follow, including but not limited to the Gramm-Leach-Bliley Act, the Truth In Lending Act and the USA PATRIOT Act.

David Thun is the Editorial Manager at the National Notary Association.

What's the difference between a mobile Notary and a Notary Signing Agent?

Additional Resources:

Signing Agent FAQ

Signing Professionals Workgroup

A Notary certificate in 4 simple parts

Mon, 12 Oct 2026 19:07:31 GMT

Completing Notary certificate wording is an essential part of your duties, but it's easy to get confused and make mistakes. Here is a guide to the 4 main parts of a Notary certificate and what information goes in each of them.

Part 1: The venue

The venue refers to where the notarization takes place. The venue establishes the qualifications and authority of the Notary or notarizing officer performing the notarial act. Usually, the Notary is asked to write the name of the county and state in the appropriate blanks. However, some venue forms require the Notary to write in different location information, for example, the city and state.

You may occasionally encounter documents that have the venue already filled in. Make sure it reflects the true location. If it does not, you'll need to correct the certificate.

Part 2: The body

The body includes the main information about the notarial act, including the name of the signer, the date of notarization, and important details about the notarial act itself.

These details describe the facts the Notary is certifying in the particular notarization. An example of acknowledgment wording in the body might read: ".On (today's date), (signer name) personally appeared before me and acknowledged executing the document."

Part 3: The Notary's signature

There is always a space for you to sign. You should always sign your name exactly as it appears on your Notary commission.

Part 4: The Notary's seal

While not all states require Notaries to have a seal or stamp, most do. Placing the seal on a notarial certificate "authenticates" or establishes the genuineness of the notarial act. Typically, you will�affix your seal next to your signature. Make sure it is clear and legible.

The wording on Notary certificates varies from state to state. Some states prescribe the exact wording while others require you to use a certificate that substantially complies with the statutory form. Whatever the requirements, you'll see these elements.

When and how to use a loose certificate

Common Notary certificate issues explained

3 misconceptions about Notary journals

Mon, 12 Oct 2026 19:04:14 GMT

The entries in a Notary journal are an important protection against lawsuits and accusations of negligence - but only if they are properly entered and maintained. When keeping a journal, make sure you avoid these 3 common misconceptions:

Misconception 1: You can skip making a journal entry for a repeat signer

Misconception 2: Notaries are always allowed to make and keep photocopies of a signer's documents or IDs.

Misconception 3: Your Notary journal belongs to your employer

Misconception 1: You can skip making a Notary journal entry for a repeat signer

Some Notaries mistakenly assume that if they are notarizing for a repeat customer, there's no need to make a new journal entry. This is an easy way for the Notary to get into trouble. In most states requiring a journal, such as�California and Texas, the law clearly requires Notaries to record a journal entry for each official act they perform. Failing to do so is a violation of the law.

There are a couple of state exceptions. In Arizona, if a Notary performs more than one notarization for an individual within a 6-month period, the individual must provide satisfactory evidence of identity and sign the journal only the first time. So while a Notary in Arizona must complete a journal entry for these repeat notarizations, certain elements may be skipped.

In Nevada, a Notary who performs more than one notarial act for a signer at the same time may make one entry in the journal for multiple acts on one document or on similar documents. Nevada also permits Notaries to waive an individual's signature in the journal entry if the Notary has personal knowledge of the identity of the individual, the Notary has performed a previous notarization for the individual within the past 6 months, the individual is an employer or coworker of the Notary, and the notarial act must relate to a transaction performed in the ordinary course of the individual's business. In this case, the Notary would enter "known personally" in the journal to note how the individual was identified.

Even if you are commissioned in a state where keeping a journal is not required (such as Connecticut) or where journals are only required if you perform remote notarizations (such as�Florida) skipping a journal entry for a notarization can still cause you serious legal problems if you are named in a Notary lawsuit at a later date. Without a journal entry providing evidence that you performed the notarization correctly, you could be held liable for any damages stemming from problems with the notarization.

Misconception 2: Notaries are always allowed to make and keep photocopies of a signer's documents or IDs

Some Notaries ask for or make photocopies of signers' documents or identification to supplement their journal entries, mistakenly thinking that this provides better protection for them than journal entries alone. In most states, Notaries should not do this because the Notary is only required to ask for information required by state law for the journal entry. Requesting or making photocopies�can constitute a�breach of privacy because documents and IDs may�contain sensitive personal information.

There are a few states with exceptions that permit making copies for notarial records:

Notaries in�Arkansas may keep a copy of a document the Notary has photocopied and copy-certified for their records as evidence�that the certified document has not been altered.

Missouri�and West Virginia Notaries are required to keep a copy of any document they certify as a true copy.

A Virginia law that took effect July 1, 2026, allows Notaries in that state to keep a copy of a signer's ID or a photographic image of the individual's face as part of the Notary's records.�

However, be aware that some states, such as Texas, specifically prohibit Notaries from including identification numbers, such as driver's license numbers, as part of the Notary's journal records.

Misconception 3: Your Notary journal belongs to your employer

Your Notary journal is always your property, even if your employer paid for it. If you leave your job, your Notary journal goes with you - your employer may not require you to leave it with them.

There are exceptions to this rule:

Arizona allows Notaries to keep a separate journal for nonpublic records - such as documents under attorney-client privilege - and the nonpublic journal may be kept by the employer if the Notary leaves.

Oregon Notaries may sign an agreement that permits an employer to keep a journal if the employee leaves, but the Notary must keep a copy of the agreement.

Tennessee Notaries working for certain financial institutions subject to the Financial Records Privacy Act must follow rules for access to their journals under the Financial Records Privacy Act or Right to Privacy Act.

While California law clearly affirms that the journal is the Notary's and may never be surrendered to an employer, the employer may request copies of any journal entries that relate to the business purposes of the employer, provided the copying is performed in the Notary's presence.

David Thun is the Editorial Manager at the National Notary Association.

What every Notary needs to know about journals

Additional Resources:

NNA Hotline

Am I allowed to record a driver's license number in my journal?

Mon, 12 Oct 2026 18:38:35 GMT

Do I need to write the signer's driver's license number in my journal, or is just verifying the ID fine? I've seen banks write down the ID number in the Notary journal. - N.K., Texas

Texas Notaries are prohibited from recording an ID number in their journal entries. Just because Notaries in banks do it doesn't make it legal. The only authority to follow on this and any other matter affecting a notarial act is the law of the state of Texas. In this case, the Texas Administrative Code has a provision directly on point here:

"A notary public (other than a court clerk notarizing instruments for the court) shall not record in the notary's record book:
"(1) an identification number that was assigned by a governmental agency or by the United States to the principal and that is set forth on the identification card or passport presented as identification ." (1 TAC 87.50[a][1]).

Notaries in other states must follow their own state requirements when recording information in their journal entries. For more information, please see our article and video on recording Notary journal entries. Additional information on states with specific journal privacy restrictions can be found in our article on avoiding Notary privacy breaches.

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, 5 a.m. to 6 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

Notary Quiz: What does this signer want?

Mon, 12 Oct 2026 16:25:56 GMT

Answers

1. A customer calls you. "I need a copy of my birth certificate notarized so the agency I'm sending it to has proof it's authentic. Can you do this for me?" What should you do?

A. Agree to certify the copy if the signer brings it to you along with the original birth certificate.

B. Agree to certify the copy only if the signer brings you the original birth certificate and you photocopy it yourself.

C. Tell the signer that only the recording office that issued the original birth certificate can provide a certified copy.

D. None of the above.�

Show Answer

Answer: C.�Certified copies of vital records such as birth, death and marriage certificates can only be issued by the recording office that holds the original document.

2. A signer asks you to notarize her signature. The document contains a notarial certificate that reads, "Acknowledged, subscribed and sworn to before me on .. (date)." What should you do?

A. Ask the signer to "subscribe" (sign) the document, acknowledge signing it and swear or affirm the statements in it are true, and complete the notarial certificate on the document.

B. Ask the signer to "subscribe" (sign) the document, and either acknowledge signing it or swear or affirm the statements in it are true, and complete the notarial certificate on the document.

C. Ask the signer to "subscribe" (sign) the document, and either acknowledge signing it or swear or affirm the statements in it are true, and replace the certificate on the document with either an acknowledgment or verification on oath or affirmation (or jurat) certificate.

D. Ask the signer to "subscribe" (sign) the document, and affix your seal and signature without completing the notarial certificate.

E. Either A or C, depending on your state.

F. Either B or D, depending on your state.

Show Answer

Answer: E.�Either A or C, depending on your state. "Hybrid notarial certificates" are tricky for Notaries to deal with, because they ask the Notary to certify actions of not one, but two or more notarial acts. In this test question, elements of an acknowledgment and verification on oath or affirmation (or jurat) are combined into one notarial certificate. If you are presented with a document that includes hybrid certificate wording, you will need to complete all actions stated in the certificate - so if a hybrid certificate includes wording for an acknowledgment and verification (jurat), you will need to complete both.

This test question is also tricky because not all states allow Notaries to complete hybrid certificates (California, for example.) If you are commissioned in California, you will need to complete and attach to the document the correct notarial certificate for either an acknowledgment or jurat that you perform. In this case, Answer C would be the correct answer.

3. A neighbor asks for your help. "I'm going to court tomorrow, and I need to present this document as evidence," he says. "I need to make sure it's legal, so can you stamp and sign it?" What do you do?

A. Stamp and sign the document but ask the neighbor to show you acceptable identification first.

B. Tell your neighbor that notarization does not automatically "legalize" a document.

C. Tell your neighbor that you can't affix your seal to a document without performing a notarization authorized your state's laws.

D. Both B and C.�

Show Answer

Answer: D.�Many people mistakenly believe that affixing a Notary's seal and signature automatically makes the document legally binding in a court of law, but this is simply not true. A Notary can verify the identity of a person who signs a document, or administer an oath or affirmation to a document signer, but a notarization cannot "legalize" a document simply by having a Notary stamp it. In fact, some states specifically prohibit Notaries from affixing their official seals to documents except when the Notary is performing an authorized notarization.

4. �A signer brings you a document that requires the signer to swear that the statements in it are true. But when you are about to administer the oath to the signer, he balks. "I don't believe in God. Can you just perform the notarization and forget the oath?" What do you do?

A. Stop the notarization since the signer is unwilling to recite an oath.

B. Complete the notarization but skip the oath.

C. Perform an acknowledgment for the signer instead.

D. Suggest the signer can take an affirmation in which the signer confirms the statements in the document are true based on personal honor.

Show Answer

Answer: D.�When notarizing a signature on a document that requires the signer to verbally confirm the statements in the document are true, a signer has two options. The signer may take an oath, which is a promise of truthfulness made to a higher power or the signer may take an affirmation, which is a promise of truthfulness based on personal honor without invoking a deity or supreme being. Both oaths and affirmations are equally acceptable for and a signer can choose which type of promise they prefer based on the signer's personal beliefs.

Can I act as both a Notary and an individual witness for a document?

Mon, 05 Oct 2026 16:56:13 GMT

In New Jersey, �if a document being notarized requires a witness, can a Notary act as the witness and still notarize the document? - R.D., New Jersey

New Jersey law does not specifically prohibit a Notary from serving as both the Notary and a witness on the same document. However, the NNA generally recommends against serving in both capacities. Acting as both the Notary and a witness on the same document may raise questions about the Notary's impartiality.

Please see our article on requests to serve as a document witness for information on Notary witnessing rules and restrictions in other states.

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

NNA Notary Bulletin

California Notaries may charge higher fees starting January 1, 2027

Are Notaries allowed to notarize passports?

Does your state allow you to certify copies of documents?

Does your state prohibit Notaries from certifying copies of passports?

Does the request meet all other copy certification requirements?

3 questions to ask before you notarize a foreign-language document

1. Can you communicate directly with the signer?

2. Have you compared the customer's signature on the document to the signature on the ID?

3. Can you read and understand the Notary certificate wording?

Related Articles:

Additional Resources:

Can someone interpret by phone for a signer during a notarization?

4 common misconceptions about Notary Signing Agents

1. Misconception: Notary Signing Agents are just Notaries

2. Misconception: Notary Signing Agents can operate unrestricted everywhere

3. Misconception: A Notary commission is all you need to be a Notary Signing Agent

4. Misconception: Signing Agents are subject only to state Notary laws

Related Articles:

Additional Resources:

A Notary certificate in 4 simple parts

Part 1: The venue

Part 2: The body

Part 3: The Notary's signature

Part 4: The Notary's seal

Related Articles:

3 misconceptions about Notary journals

Misconception 1: You can skip making a Notary journal entry for a repeat signer

Misconception 2: Notaries are always allowed to make and keep photocopies of a signer's documents or IDs

Misconception 3: Your Notary journal belongs to your employer

Related Articles:

Additional Resources:

Am I allowed to record a driver's license number in my journal?

Notary Quiz: What does this signer want?

Answers

1. A customer calls you. "I need a copy of my birth certificate notarized so the agency I'm sending it to has proof it's authentic. Can you do this for me?" What should you do?

2. A signer asks you to notarize her signature. The document contains a notarial certificate that reads, "Acknowledged, subscribed and sworn to before me on .. (date)." What should you do?

3. A neighbor asks for your help. "I'm going to court tomorrow, and I need to present this document as evidence," he says. "I need to make sure it's legal, so can you stamp and sign it?" What do you do?

4. �A signer brings you a document that requires the signer to swear that the statements in it are true. But when you are about to administer the oath to the signer, he balks. "I don't believe in God. Can you just perform the notarization and forget the oath?" What do you do?

Can I act as both a Notary and an individual witness for a document?