Notary travel fee rules and guidelines

Notary travel fee rules vary by state, but generally require advance agreement between the notary and client, separate disclosure from notarization fees, and compliance with any state-specific caps or regulations. Many states allow notaries to charge separately for travel, but some, like Nevada, set hourly limits, while others, like Maryland, allow a federal mileage rate plus a flat fee. It is essential to check local laws and clearly communicate all fees before performing the service. 

General rules and guidelines

• Agree on the fee in advance: The travel fee must be agreed upon by both the notary and the client before the notary travels to the location.
• Disclose fees separately: The travel fee is separate from the fees for the notarial act itself and must be disclosed as such.
• Check state-specific laws: Some states have specific rules for travel fees, while others leave it up to the notary and client to agree.
• State-specific caps: Some states may have limits on how much can be charged for travel, such as the hourly rates allowed in Nevada or the maximum fee in Michigan.
• State-specific methods: Other states might specify a method for calculating travel, such as allowing a federal mileage rate plus a flat fee.
• Be transparent: Be upfront with clients about your travel fees and provide a written breakdown on an invoice.
• Communicate clearly: Discuss your fees and policies (including cancellation policies) before traveling to avoid disputes.
• Record the fee: Some states require notaries to record the travel fee in their notary journal. 

How to structure your travel fee

• Consider the IRS mileage rate: This is a good benchmark for covering vehicle costs and is a widely accepted standard for calculating travel expenses.
• Factor in other costs: Include other expenses like tolls and parking fees, especially in urban areas.
• Set a base fee: A flat base fee can cover your minimum expenses for nearby appointments, and then you can charge an additional per-mile rate for distances beyond that.
• Consider a tiered pricing structure: Adjust your fee based on distance, for example, charging a higher per-mile rate for longer distances. 

For loan signing agents, the fee structure is typically a single, flat fee agreed upon with the title company or signing service, which covers all services, including travel and printing a large number of documents.

This article offers Notaries a guide to each state’s Notary travel fee rules and guidelines, grouped into 4 general categories. We’ll look at how travel fees work for states in each category and provide you with helpful tips.

Additional Resources:

2025 Notary Fee Schedules By State

2020 Notary Public Code Of Professional Responsibility
(See Guiding Principle II-A-1, Proper and Improper Gain/Associated Charges, pg. 29 of PDF)

 Notary Business Guide

Notary Business Guide