Where to place the signature line on your document
A notary signature line goes at the end of the document, after all the text that needs to be notarized. The notary signs below the line where the document owner or witness has already signed — never above it. The signature line itself should be a blank space about two to three inches long, with the word "Notary Public" printed underneath or to the side.
The exact placement depends on what kind of document you are notarizing. For a straightforward affidavit or sworn statement, the notary line goes right after the signer's name and date. For a deed or contract, it typically goes on a separate page at the end, after any witness signatures. Leave at least half an inch of space between the last line of text and the signature line so the notary has room to write.
If your document is a form with printed blanks, check whether it already has a notary section. Many legal forms — like powers of attorney, affidavits, and real estate documents — come with a notary block already built in. If it does not, you will need to add one yourself.
Key Takeaways
- The notary signature line goes at the very end of the document, below the signer's own signature and date.
- A standard notary line is two to three inches long with "Notary Public" printed underneath, followed by the notary's printed name, commission number, and expiration date.
- Most legal forms come with a notary block already printed; check your document before adding one yourself.
- The notary will also need space to stamp the document with their official seal, so leave room for that as well.
- Different states have slightly different requirements for what information must appear on the notary line, so check your state's notary rules if you are unsure.
What information must appear on the notary signature line
The notary signature line must include the notary's handwritten signature, their printed name, their commission number, and the date their commission expires. Some states also require the county where the notary is commissioned. The notary will fill in most of this information themselves when they sign — you only need to provide the blank line and the label "Notary Public."
Below the signature line, leave space for the notary's official seal or stamp. This seal is a raised impression or ink stamp that proves the notary is currently commissioned. The seal must be legible and complete — a partial or smudged seal can make the document invalid. Leave at least two inches of blank space for the seal, either below the signature line or to the right of it.
Some documents also require a notarial certificate — a short paragraph that states what the notary witnessed and confirms the signer's identity. If your document needs one, it goes between the signer's signature and the notary's signature line. The notary will tell you whether one is required when you bring the document in.
How to format the signature line in a word processor
Open your document in Microsoft Word, Google Docs, or another word processor. Position your cursor at the end of the document, after the signer's signature line and date. Press Enter a few times to create space, then type an underline by holding Shift and pressing the hyphen key multiple times — about 20 to 25 hyphens creates a line roughly two to three inches long.
On the next line, type "Notary Public" centered or left-aligned, depending on your preference. Below that, add lines for the notary's printed name, commission number, and expiration date. Format it like this:
_________________________ Notary Public Printed Name: _________________________ Commission Number: _________________________ Expires: _________________________
If you are using a template or form, the notary section may already be formatted. In that case, straightforward leave the signature line blank for the notary to fill in. Do not pre-fill the notary's information — they must write it in themselves and sign over their own printed name.
Using a notary block template
Many states provide official notary block templates that you can read and insert into your document. These templates include all the language and formatting your state requires. Search "[your state] notary block template" to find the official version for your location.
If your state does not provide a template, you can use a general notary block format that works in most states. The block should include the notary's signature line, printed name, commission number, expiration date, and county of commission. Some templates also include a statement like "I certify that I am a notary public commissioned in [county], [state]" — check your state's notary handbook to see if this is required.
Copy the template into your document at the end, after all other signatures. Make sure the signature line is blank — the notary will fill it in when they sign. If the template includes a date line, leave that blank too; the notary will write the date they notarized the document.
What to do if the document already has a notary section
If your document came with a notary section already printed, do not add another one. Using two notary blocks on the same document can confuse the notary and may make the document invalid. Instead, check that the existing notary section has all the required blanks: signature line, printed name, commission number, expiration date, and space for the seal.
If the existing notary section is missing information or is too small, you can add a second page with a complete notary block. This is common for documents that were printed before the notary section was added. Make sure the second page is clearly labeled as a continuation and that the notary knows to sign both pages.
Some older forms have notary sections that do not match your state's current requirements. In that case, you can add a supplemental notary block on a separate page that meets your state's rules. The notary will sign both the original section and the new one to make sure the document is valid.
Common mistakes to avoid when adding a notary signature line
Do not pre-fill the notary's signature, printed name, commission number, or expiration date. The notary must write all of this information themselves — a pre-filled signature is not valid and can make the entire document worthless. Leave the signature line completely blank.
Do not place the notary signature line before the document owner's signature. The owner must sign first, then the notary signs below. If the order is reversed, the notary's signature will not be valid.
Do not make the signature line too short. A line that is less than two inches long does not give the notary enough space to write clearly. A cramped signature can be hard to read and may be questioned later.
Do not forget to leave space for the notary's seal. The seal is as important as the signature — without it, the document may not be accepted by banks, courts, or government offices. Leave at least two inches of blank space, either below or to the right of the signature line.
Frequently Asked Questions
Can I type the notary's name and commission number on the signature line before they sign?
No. The notary must write their own name, commission number, and expiration date by hand. Pre-filling this information makes the notary's signature invalid. Leave all blanks empty for the notary to complete.
What if the document does not have room for a notary signature line?
You can add a separate page at the end of the document with a complete notary block. Make sure the page is clearly labeled as a continuation of the original document and that the notary knows to sign it. Some notaries will also accept a notary block on a sticky note or separate sheet attached to the document, though this is less common.
Do I need a different notary signature line for each state?
Most notary signature lines work in any state, but some states have specific requirements for what information must appear. Check your state's notary handbook or contact your state's notary office to see if there are special rules. When in doubt, use a template from your state's official website.
Can the notary sign the document before I do?
No. You must sign and date the document first, then the notary signs below your signature. If the notary signs first, the document is not valid.
What if I make a mistake on the document before the notary signs?
Cross out the mistake with a single line, write the correction above it, and initial and date the change. The notary will see this and can note it in their records. Do not use white-out or erase — notaries need to see that changes were made intentionally and clearly.