Notary Public Invoice Template is a ready-to-use document when it is time to bill a Client for successfully completing the notarization process at his or her request. This paperwork is set to document all the necessary facets of the transaction that must be completed to satisfy the Notary Public’s fees. In addition to communicating what is needed of the Notary Public’s Client, this paperwork can aid the Client’s recordkeeping by validating that a paid notarization occurred according to the contents of the concerned invoice. You will only need to furnish some basic facts to complete this template however the option of delivering a wealth of information is also available. As always, it is considered a wise precaution to keep a hard copy of the completed document for your records.

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – Acquire The Notary Public Invoice As An Adobe Or Word File

The document necessary to issue a bill for a notarization can be drafted as an Adobe PDF. To obtain a PDF copy of this form, seek out the “Adobe PDF” link just above or the “PDF” button captioning the image. Select one of these items. If preferred, you may also obtain a “Microsoft Word (.docx)” version of this file by selecting the appropriate choice from these areas.

Step 2 – Identify The Notary Public

We must begin our invoice by introducing the Notary Public who provided service and intends on collecting payment here. If he or she owns, runs, or works for a business entity then input its legal name to the text box at the top of the page.  The given “Name” of the Notary Public along with his or her complete business address are our next requirements. Type in the name of the serving Notary Public on the “Name” line, then proceed with his or her address on the next two lines (“Street Address,” “City, State, Country”). Do not input the Zip Code to either of these lines. Use the next line to record the Notary Public’s “Zip Code”Next, the Notary Public’s business telephone number must be displayed. The blank line “Phone” will require this number as its contents.  If the Notary Public has a well-maintained business “E-Mail” then type it onto the next blank line in this section. 

Step 3 – Dispense Valuable Reference Defining This Document

The bookkeeping or accounting system employed by the Notary Public’s office will have produced a document number for this invoice. This “Invoice #” is the next concern we must focus on. Look up the determined document ID we must use then, input it to the space bearing the “Invoice #” designation.  The “Date” when the Notary Public’s office has developed this paperwork with the intention to collect payment will need to be documented. Produce this calendar “Date” to the right of the invoice number on the empty line provided. 

Step 4 – Report The Billing Information Of The Notarization Client

The “Name” of the Notarization Client should be considered a valuable piece of information for this invoice. The “Bill To” section will supply a few blank lines dedicated to positively identifying the Notarization Client. The first of these lines expect this Client’s entire legal “Name” entered on it.  The Notarization Client’s address is also a necessity of this section. This will aid in directing this invoice to the proper party. The lines in this section (starting with the “Street Address” line and concluding with the “Zip Code” line) refer to the Notarization Client’s official billing address. Present this information to continue. 

Step 5 – Furnish The Cost of The Requested Notarization

Follow the “Bill To” section down to the billing table in this document. This table will place two basic requirements on us. The first will be to give a written summary of the notarization service. Generally, listing the date, the time, the parties present, and the title of the notarization action will suffice, however, the “Description” box will allow for nearly any detail you wish to provide to be on display. This box will not be obligated to a specific format so you may feel free to enter text, dates, and numbers without worry.  The cost of the notarization must be recorded in “Amount.”

If more than one notarization has been reported and priced in “Amount” then add them to one figure and present it in “Subtotal.” If only one dollar value is currently displayed in “Amount” then retype it in the “Subtotal” box.

Notaries, as a rule, do not charge sales tax unless a product has been sold (i.e. photocopies). If “Tax” for such a sale is owed then produce it in the next box.

The previous two boxes “Subtotal” and “Tax” must be combined to one figure that is documented in the “Total” box. 

Step 6 – The Notary May Deliver Additional Instructions And Topics

The Notary Public behind this document may require payment within a predetermined number of days for it to be considered paid on time. If this is the case, then locate the wording “Payment Is Due” then record this maximum number of “Days” on the empty line following them  If the Notary Public must include any attachments with this invoice they can be cited by title in the “Comments Or Special Instructions” section.  

How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – The Paperwork On This Page Should Be Downloaded To Bill A Notarization Client

A spreadsheet geared towards gaining payment from a Notarization Client can be saved to your system by choosing the button designated with the word “Excel.” Alternately, you can use the text link starting this area will give you access to the same file.

Step 2 – Introduce The Notary Public Sending This Document

The beginning of this sheet will task us with a production of the Notary Public Business’ information. If the Notary has a business logo then it should be set as the first object seen in this invoice. To this effect, upload it to cell A1. Cell A2 is reserved for your entry of the Notary Public’s “Company Name.” It should be noted that if there are any status suffixes in this name (i.e. “Inc.”), they must be displayed so the name appears exactly as it was registered on the books. Furnish the Notary Public’s legal given “Name” to cell A3. The Notary Public’s office address is our next concern. Cell A4 calls for the Notary’s “Street Address” and cell A5 expects the “City, State, Country” label request to be satisfied.  Notice up until now we have not displayed the Notary Public’s “Zip Code.” Cell A6 will need this component entered to its contents so that it will be featured separately in this area. A final request for contact information will be made by the header area of column A. Produce the Notary Public’s business “Phone” number then “E-Mail” address in cell A7 and A8.

Step 3 – Address The Notarization Client Directly

Record the address used by the Notarization Client immediately after the direction “Bill To” in cell A11.  Additionally, produce a record of the Notarization Client’s current billing address as further confirmation of his or her identity. A production of this address should be made in cells A12 (“Street Address”), A13 (“City, State, Country”), and A14 (“Zip Code”)

Step 4 – Apply A Valid Invoice Number And Date

The purpose of most notarizations will be for documentation. As such, it is very likely the Notary Public will have given the facts in this paperwork a reference number as a means of identification. Make a record of the Notary’s “Invoice #” on the first available line after the heading.  A specific calendar “Date” defining when the invoice number becomes active is our next responsibility. We must submit this to the empty line on the right.  

Step 5 – Report On The Notarization That Must Be Paid

The table making up the majority of the “Bill To” section will contain only two cells on the first row that need attention. Cell A17 will call attention to its contents with the column heading “Description.” This cell is reserved for a basic summary of the notarization being billed. You may feel free to list as many details as required or, if confidentiality must be maintained, you may supply only a brief detail of the notarization requiring payment.  Produce the dollar “Amount” expected for the notarization in cell H17. A sum of the notarization costs you listed in cell H17 should be performed. Once you’ve added all the figures in H17 to one value, record this as the Notary Public’s “Subtotal” for this invoice in cell H18.  It is rare that a Notary will need to collect sales “Tax,” however if he or she was required to produce any paperwork in-house then a sales tax may be needed for the amount spent on the supplies necessary. Cell H19, designated as “Tax,” should be used to display the taxes required. If none are, then populate this cell with a zero for the dollar value or leave it blank. Cell H20, the next field that you must satisfy, exists as a staging area for the full dollar amount the Notarization Client must pay. Here, you must present the “Subtotal” with the “Tax” as one figure after adding them to one another.   

Step 6 – Clearly Instruct The Client As To When This Invoice Is Due

Cell A20 allows one final detail to be addressed. Currently the words “Payment Is Due…” occupy this cell. This phrase leads to a set of brackets around a hashtag that you must delete and replace with the number of days defining the Notary Public’s time limit for payment  The Notary may wish to include additional written instructions or attach paperwork to this invoice. If so, then cell H22 (“Special Instructions Or Comments”) has been set to accommodate this need. You may submit any additional instructions and information to this cell including the title of any attachments.