Understanding Notary Travel Fees: What You Need to Know Before Hiring a Mobile Notary

Can a Notary Charge a Travel Fee? Your Complete Guide

When you need a notary to come to your location, whether it’s your home, office, or a hospital, understanding how travel fees work is essential. Many people are surprised to learn that a notary public can charge a travel fee in addition to the standard notarization fee, but the rules and amounts vary significantly by state. This article provides a comprehensive overview of notary travel fees, step-by-step guidance on arranging a mobile notary, real-world examples, and actionable advice to ensure you receive transparent, fair service.

Understanding Notary Travel Fees: The Basics

Notary travel fees are charges that a notary public may add to cover the cost and time spent traveling to a client’s location. These fees are separate from the statutory fee for performing the notarial act itself. The ability to charge and the amount that may be charged for travel depends on laws in your specific state. Some states set precise limits, some offer broad guidelines, and others leave it up to the notary and client to agree on a reasonable amount in advance. [1]

State-by-State Differences: What You Need to Know

Each state handles notary travel fees differently. For example:

• Connecticut allows notaries to charge 35 cents per mile for travel, but only when traveling to swear witnesses for depositions.
• New Hampshire permits 20 cents per mile for similar circumstances.
• Nevada sets a minimum of two hours for travel and requires pro rata charges thereafter. The parties must agree on the travel fee in advance. [1]
• Texas does not include travel fees in the standard notary fee. Any travel charge is a separate agreement between the notary and the signer, and should be disclosed up front. [4]
• New York caps notary fees at $2 per signature but allows travel fees if they are agreed upon in advance and are “reasonable.” [3]

Other states may have no explicit guidelines, but generally permit travel charges as long as both parties agree beforehand and the fee is disclosed clearly. In some places, the fee must not exceed federal mileage rates or be “reasonable” based on factors like distance and time.

How Are Notary Travel Fees Calculated?

Fees can be calculated in several ways, depending on state law and the notary’s business practices:

• Per mile: Some notaries charge a set amount per mile, based on state law or the federal mileage rate (which is adjusted annually by the IRS).
• Flat fee: Others set a flat travel charge for trips within a certain area or a minimum fee for the first hour or distance.
• Hourly rate: In some cases, notaries charge by the hour, especially for long-distance or complex assignments. [1]

For example, one mobile notary service in Houston, Texas, charges $65 for a single notarization within 20 miles (round trip), with an additional $1.50 for each extra mile. Special locations like hospitals or airports may have higher flat fees due to time and security requirements. [5]

Transparency and Disclosure: Best Practices for Clients and Notaries

Both notaries and clients benefit from clear communication about travel fees. Here’s how to avoid confusion or disputes:

• Always ask for the travel fee amount before confirming your appointment. Request a written estimate if possible.
• Make sure the travel fee is explained as separate from the notarization fee. Notary law often requires the separation and clear disclosure of these fees. [2]
• Provide or request a detailed receipt showing the breakdown of charges, including travel, notarization, and any additional services.
• If payment is made in advance, ensure you understand the refund policy in case the appointment is canceled.

For notaries, it’s good practice (and sometimes required) to document travel fees in the notes or comments section of your record book, but these fees should not be listed as notarial fees in your official log. [4]

Booking a Mobile Notary: Step-by-Step Guidance

If you need a notary to visit your location, follow these steps for a smooth experience:

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1. Search for a qualified mobile notary in your area. Use your state’s notary commission website or search for reputable local notary businesses.
2. Contact the notary and describe your needs, location, and preferred appointment time.
3. Ask about travel fees and request a full breakdown of charges. If your state has set limits, confirm the fee complies with state law.
4. Agree on the fee in advance . Some states require written confirmation; others allow verbal agreement. Always confirm the total cost before the appointment.
5. Request a receipt after the service to document all fees paid.

If you cannot find travel fee guidelines on your state’s notary website, contact your state’s secretary of state or notary public commission for guidance. Alternatively, search for “[Your State] notary travel fee rules” to find official information.

Challenges and Solutions: Avoiding Fee Disputes

Common challenges include unclear fee structures, unexpected charges, or disagreements about payment for canceled appointments. To avoid these issues:

• Document all agreements in writing whenever possible.
• Clarify cancellation policies before booking. In some states, if a client cancels after agreeing to a travel fee, the notary may still be entitled to compensation for their time and travel, especially if the notary has already arrived at the location. [2]
• Ask for references or reviews when selecting a mobile notary, to ensure professionalism and transparent pricing.

Alternative Approaches: Finding Affordable Notary Options

If travel fees exceed your budget, consider these alternatives:

• In-office notarization: Visit a notary at their office or a public location (such as a bank or shipping store) where only the standard notary fee applies, and no travel charge is incurred.
• Online notarization: Some states allow remote online notarization (RON), which can be more cost-effective and eliminates travel costs. Check your state laws to see if this is an option for your documents.
• Community locations: Many public libraries, government offices, and shipping centers offer notary services for little or no additional cost.

To find these services, search online using terms like “free notary service near me” or “notary at public library in [your city],” or visit the official website of your local city or county government for a list of providers.

Key Takeaways

Notaries may be able to charge travel fees in addition to the standard notarization fee, but the rules vary by state. Always request information about fees before confirming your appointment, and ensure all charges are agreed upon in advance. If you have questions about your state’s regulations or need help finding a notary, contact your state’s secretary of state office or notarization commission for official guidance.

References

• [1] National Notary Association (2024). A Guide to Notary Travel Fees Across the United States.
• [2] National Notary Association (2024). 5 Tips for Notaries Charging Travel Fees.
• [3] Professional Notary Services (2024). Determining Travel Fees for Mobile Notary Services.
• [4] Notary Public Underwriters (2015). Notary Public Travel Fees – Texas.
• [5] Houston Traveling Notary Service (2024). Fee Schedule.