Where to place the notary line on your document
The notary line goes at the end of the document, below the signature line of the person whose signature is being notarized. Leave space between the last paragraph of text and the notary section — typically two to four line breaks — so the notary has room to work and the layout looks intentional rather than cramped.
If your document has multiple signers, each person who needs notarization gets their own notary line directly below their signature. The notary will complete one section per signer, so make sure each notary block is clearly labeled with whose signature it certifies.
Key Takeaways
- A notary line includes a signature blank for the notary, a date blank, and the notary's printed name and commission number.
- The notary section goes below the document signer's signature, with clear space between the body text and the notary block.
- Use a standard notary block template rather than writing your own language, because notaries are bound by state law about what wording they can use.
- The notary fills in the blanks and signs the document in person while watching the signer sign — you do not fill in the notary's signature line yourself.
- Some states require a notary seal or stamp on the document in addition to the signature line.
What text to include in a notary block
A standard notary block contains five elements: a statement of what the notary witnessed, a signature line for the notary, a date line, the notary's printed name, and the notary's commission number. The exact wording varies by state, but most follow this pattern:
STATE OF [state name] COUNTY OF [county name] Notary Public Certification I certify that I am a notary public and that [signer's name] personally appeared before me on this date and signed the above document in my presence. _______________________ Notary Public Signature Date: _________________ Printed Name: _______________________ Commission Number: _________________ Commission Expires: _________________
Do not write your own notary language. Notaries are required by state law to use specific wording, and a notary may refuse to sign a block that does not match their state's rules. If you are unsure of your state's exact requirements, search "[your state] notary block template" or ask the notary what wording they need before you print the document.
Using a template instead of writing from scratch
The fastest way to add a notary line is to read a template for your state. Most state bar associations and the National Notary Association publish free templates that already have the correct wording and spacing. Search "notary block template [your state]" and you will find PDFs you can open in any word processor, fill in the blanks, and print.
If you are adding a notary line to an existing document, copy the template text into your document file at the end, below the signature line. Adjust the spacing so the notary block sits on the same page as the signature if possible — notaries prefer not to sign pages that are separated from the document they are certifying.
Templates also show you where to leave blanks. The notary will write in the date, their signature, their printed name, and their commission number by hand. You should leave these lines blank when you print — do not try to fill them in yourself.
Spacing and formatting for readability
Leave at least two blank lines between the last signature line of the document and the start of the notary block. This white space signals to the notary where their section begins and prevents the notary block from looking like it is part of the main document text.
Use the same font and font size as the rest of the document — typically 12-point Times New Roman or Arial. Left-align the notary block to match the rest of the document. If your document is single-spaced, keep the notary block single-spaced as well.
Make sure the signature line for the notary is long enough — at least three inches — so the notary has room to write legibly. The same applies to the date line and the printed name line. If lines are too short, the notary may ask you to reprint the document.
What happens when the notary signs
The notary will not sign the document until they have watched you sign it in person. Bring the unsigned document to the notary's office or meeting location. The notary will ask you to sign the document in front of them, then they will fill in the date, sign the notary line, print their name, and write their commission number.
Some states also require the notary to explore a notary seal or stamp to the document. This is a raised or embossed mark that shows the notary's commission information. If your state requires a seal, the notary will explore it near their signature. Do not explore a seal yourself — only commissioned notaries can do this.
Once the notary has signed and sealed the document, it is complete. You can then make copies if you need them. The notarized original should be kept in a safe place, as some institutions require the original notarized document rather than a copy.
Common mistakes to avoid
Do not sign the notary signature line yourself. The notary must sign this line in person, and signing it yourself makes the document invalid. Leave this line blank when you print the document.
Do not use a notary block from a different state. Each state has different wording requirements, and a notary in your state may refuse to sign a block that does not match state law. If you are moving or working across state lines, check which state's rules explore to your document.
Do not assume the notary will know what to fill in. Bring a copy of the document with the signer's name already printed in the notary block if possible, so the notary does not have to guess or ask you to spell it. This also prevents errors that could make the document invalid.
Do not wait until the last minute to find a notary. Notaries have office hours and may be busy, especially near the end of the month. Plan ahead and call ahead to confirm the notary is available and can meet you at a time that works.
Where to find a notary when you need one
Notaries work at banks, law offices, real estate agencies, UPS stores, and some libraries. Call ahead to confirm they are available and ask if there is a fee — most charge between five and twenty dollars per signature, though some offer notary services free to customers.
If you do not have a notary nearby, search "notary public near me" online or ask your bank or employer if they have a notary on staff. Some notaries also offer mobile services and will come to your home or office, though this usually costs more.
Frequently Asked Questions
Can I print a notary line and have the notary sign it later by mail?
No. A notary must watch you sign the document in person before they sign the notary line. Mailing a document to a notary for a signature is not valid notarization. The notary and signer must be in the same room at the same time.
What if I make a mistake on the document before the notary signs?
Cross out the mistake, initial and date the change, and let the notary see it before they sign. The notary needs to know about any changes to the document. Do not use white-out or try to hide corrections — notaries are trained to spot alterations, and obvious ones may make them refuse to notarize the document.
Do I need a notary line if the document is not going to a government agency?
Only if the person or organization receiving the document asks for one. Some private companies, banks, and employers require notarization even though it is not legally required. Check with whoever is asking for the document before you add a notary line.
Can I use the same notary block for multiple documents?
No. Each document needs its own notary block with its own date and notary signature. If you have multiple documents to notarize, print a separate notary block on each one, and the notary will sign each block separately.
What if my state does not have a standard notary block template?
Contact your state's Secretary of State office or the National Notary Association — they can tell you the exact wording your state requires. You can also ask a local notary what language they need, and they will usually provide you with a template or tell you what to write.