Arranging Notary Services for Your Team
Updated 2026-09-19
Employers can book a mobile notary to visit the workplace and handle several employees in one appointment. The notary charges a per-signature fee plus travel, and sometimes a flat on-site rate. Each employee needs their own current photo identification and a completed document.
When an on-site visit makes sense
- Onboarding several new hires at once
- Benefit enrollment or beneficiary changes
- Annual compliance affidavits
- Executive or board document packages
- Shift workers who cannot leave during business hours
Organising the session
Send employees a reminder to bring current photo identification and to complete their forms except the signature. Book a private room, allow roughly five to ten minutes per signer, and give the notary a rough headcount so they can reserve enough time.
Costs
Expect a per-notarization fee, which many states cap, plus a travel or on-site fee that is set by the market rather than the state. Ask for a written estimate covering both, and confirm what happens if an employee does not show up.
Privacy
Employees may be signing personal documents. A private room and a queue that does not display names respects that, and the notary will only record what their journal requires.
Frequently asked questions
- Can the notary bring witnesses?
- Some will for an added fee; many ask you to provide them. Confirm when booking.
- Can we schedule regular visits?
- Yes. Many mobile notaries serve businesses on a recurring schedule.
- What if an employee's identification is expired?
- Their document cannot be notarized that day. Warn employees in advance.
Search the notary directory
Enter your ZIP code or city to see notaries who serve your area.
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Read guideNotarization requirements vary by state and document type. A notary public generally cannot give legal advice, choose a document for you, draft a document unless separately authorized, tell you how to complete a form, or explain the legal effect of signing. If you are unsure whether your document needs notarization or which notarial act is required, ask the agency or person receiving the document, or consult a qualified legal professional.