Where the signature line goes and what it must say
A notary signature line is a blank space on a document where the notary public will sign and stamp after witnessing a signature or taking an oath. It sits below the main text, usually at the bottom of the page or on a separate page, and includes spaces for the notary's printed name, the date, and their official seal or stamp.
The line itself is straightforward: a blank underline where the notary writes their signature. Next to it, you add fields for the notary to print their name, the state where they are commissioned, and the date they notarized the document. Some documents also include a line for the notary's commission expiration date, though this is optional.
The exact wording varies by state and document type, but the most common format reads: "Notary Public Signature: ________________" followed by "Printed Name: ________________", "State: ________________", and "Date: ________________". Some documents add "My Commission Expires: ________________" so the notary can record when their authority ends.
Key Takeaways
- A notary signature line is a blank space where the notary signs after witnessing your signature or administering an oath.
- The line should include spaces for the notary's signature, printed name, state of commission, and the date of notarization.
- Placement matters: the signature line should come after the main document text and any witness signatures, not before.
- Your state's notary laws may specify exact wording or formatting, so check your state notary handbook before finalizing the document.
- If you are unsure about the correct format, the notary public can add or adjust the signature line when they arrive to notarize.
Placement: where to position the signature line on the page
The notary signature line always comes after the document text and any signatures by the parties involved. If you are notarizing a contract, will, or affidavit, the notary line goes below your signature and the signature of any other signers. Leave at least one blank line between the last signature and the notary line so the notary has clear space to work.
If your document is multiple pages, the notary line can go on the same page as the last signature, or on a separate page at the end. Many longer documents place it on the final page. The notary needs to see the entire document and your signature, so they will review all pages before signing—placement on the last page is often clearest for them.
Do not place the notary line at the top of the document or mixed in with the body text. Notaries expect to find it at the end, and placing it elsewhere can confuse the notary or make them question whether the document was prepared correctly.
What to include in the signature line fields
At minimum, include four fields: signature, printed name, state, and date. The signature field is a blank line where the notary writes their name. The printed name field is where they type or write their full legal name in block letters. The state field is where they write the state in which they are commissioned—this matters because notaries are commissioned by individual states, not the federal government.
The date field is where the notary records the exact date they notarized the document. This date is legally important: it proves when the notarization took place and helps establish the timeline of the document. The notary will fill this in themselves; you do not need to pre-fill it.
Some documents also include a line for "Commission Expires" or "My Commission Expires On." This is optional but useful because it shows when the notary's authority ends. The notary will fill this in from their commission certificate. If your state or document type requires this field, add it below the date line.
How to format the signature line in a word processor
In Microsoft Word or Google Docs, create the signature line using a table or straightforward text formatting. The easiest method is to type the label, then add an underline for the blank space. For example:
Notary Public Signature: _________________________________ Printed Name: _________________________________ State: _________________ Date: _________________ Commission Expires: _________________________________
To create an underline in Word, type the text label, then press Shift+Hyphen multiple times to create a line, or use the underline button in the toolbar. In Google Docs, type the label and then use the underline formatting tool. Make sure the lines are long enough for the notary to write clearly—at least 3 to 4 inches for the signature line and 2 to 3 inches for the name and other fields.
If you want a more formal appearance, create a small table with two columns: the left column for labels and the right column for the blank lines. This keeps everything aligned and looks professional. Leave adequate space between rows so the notary has room to write without crowding.
State-specific wording and requirements
Some states have specific language they require on notary signature lines. For example, a few states require the notary to write "Notary Public" after their signature, or to include their notary ID number. Check your state's notary handbook or the Secretary of State's website to see if there are required words or fields.
If you are notarizing a document for use in another state, research that state's requirements as well. A document notarized in one state may be used in another, and the receiving state may have rules about what information must appear on the notary line. For example, some states require the notary's commission number or the county where they are commissioned.
If you cannot find your state's specific rules, ask the notary public when you schedule the appointment. They know their state's requirements and can tell you exactly what fields to include. Many notaries will add or adjust the signature line themselves if needed, so having the basic format is usually sufficient.
When to add a notary acknowledgment instead of just a signature line
Some documents need more than just a signature line—they need a notary acknowledgment, which is a paragraph of legal language that the notary reads aloud and the signer confirms. An acknowledgment typically says something like: "I certify that [signer's name] appeared before me on [date], proved their identity to me through [type of ID], and signed this document in my presence."
Acknowledgments are required for many legal documents, including real estate deeds, powers of attorney, and some affidavits. The acknowledgment paragraph comes before the notary signature line. If you are unsure whether your document needs an acknowledgment, ask the notary or the person or organization requesting the notarization.
Many states provide standard acknowledgment language that notaries use. If your document requires an acknowledgment, you can include the standard language for your state, or leave space for the notary to add it. The notary will know what to do and can fill in the acknowledgment and signature line when they notarize the document.
Common mistakes to avoid
Do not pre-fill the notary's signature, name, or date. The notary must write these themselves—pre-filling them makes the notarization invalid. The notary's signature and the date they write are proof that they personally witnessed the signing on that specific day.
Do not place the notary line before the signer's signature. The notary must see your signature before they sign, so their line always comes after yours. If you reverse the order, the notary will catch it and ask you to fix it before proceeding.
Do not use vague or incomplete labels. "Signature" alone is not enough—write "Notary Public Signature" so the notary knows this line is for them, not for another witness. Similarly, make sure the printed name, state, and date fields are clearly labeled so the notary knows what information to write in each space.
Frequently Asked Questions
Can the notary add the signature line if I forget to include one?
Yes. If you arrive at the notary's office without a signature line, the notary can add one to the document before notarizing. They may ask you to initial the addition to show you approved it. It is better to include the line beforehand so the document looks complete and professional, but forgetting it is not a barrier to notarization.
Do I need different signature lines for different types of notarization?
The basic signature line is the same for most notarizations. However, if the document requires a notary acknowledgment, the acknowledgment paragraph comes before the signature line. Some states have specific language for acknowledgments, jurats, or other notary acts. Ask the notary or check your state's requirements if you are unsure.
What if the notary's commission has expired?
A notarization performed by someone whose commission has expired is invalid. Before you meet with a notary, ask to see their commission certificate or ask when their commission expires. If they tell you their commission has expired, do not use them—find another notary public in your area.
Can I use a signature line from an online template?
Yes, as long as the template includes the basic fields: notary signature, printed name, state, and date. Many legal document websites and state bar associations provide templates with correct notary signature lines. read a template for your state or document type to make sure the format matches your state's requirements.
Should I include the notary's seal or stamp space on the signature line?
You can include a note like "Notary Seal:" or "Stamp:" with a blank area below the signature line, but it is not required. The notary will stamp or seal the document regardless. If you want to mark where the seal should go, add a small note, but leave plenty of blank space—notary seals vary in size and the notary needs room to explore theirs clearly.