Free notary and passport photo sign-in sheet
A walk-in sheet for a notary or passport photo counter: first name, time in, notary, photo or both, the kind of document, how many people are signing, and a box for the ID check. Add your business name, then print it or download the PDF. No email or sign-up.
A link where customers can join from their phone. The sheet prints it as a QR code with "Skip the clipboard". Leave it empty for paper only.
To save your version as a PDF, press Print and choose "Save as PDF". US Letter, one page.
What the columns are for
Notary, photo or both is the column that sets the time. A passport photo takes a few minutes; a notarization with several signers can take longer. The next customer hears that before they wait.
The document column, such as "car title" or "power of attorney", lets the notary know the job before the customer reaches the desk. Keep it to the kind of document, never the contents.
Signers matters because most notarizations need each signer present. Three people on one line take longer than one, and the desk can plan for it.
The "ID" box is for staff. Tick it once you have checked each signer's ID, so no stamp is applied without the check.
When the clipboard stops working
Paper works while the lobby is small. It stops when people look at a full room and leave without signing, when customers wait for one person, or when someone asks "how long?" and nobody knows. A sheet records arrivals. It can't show a wait, and it can't tell anyone it's their turn.
NextUp Walk-in is the same list on a phone. Customers scan a code at the door, see their place and wait, and follow it live from anywhere (text alerts coming soon). A TV in the lobby shows who's next. It's free for one location, one team member and 50 check-ins a month; paid plans, with the lobby TV, start at $29 a month for the first location, with a 14-day free trial. More in paper, Google Forms or a real waitlist.
Common questions
Why is there no phone number column?
A sign-in sheet sits on the counter where every customer can read it. A column of names and phone numbers is a list anyone can photograph. If you want to text people when it is their turn, take the number somewhere private, such as a phone Check-in Page that only the shop can see.
What should customers write in the document column?
Only the kind of document, such as "affidavit", "title transfer" or "passport renewal". Never the details, names or numbers from inside it, because the sheet is visible at the counter.
Do I need to bring ID to a notary?
Notaries usually ask each signer to show current photo ID. Rules vary by state and by document, so check with your notary before you come, and keep the ID off the sign-in sheet.
How do I handle several signers on one document?
Put one line for the group and write the number of signers. Call them together when they are all present, since a notary generally needs each signer there.
Can one sheet cover both notary and photo work?
Yes. The Need boxes mark which counter each person is waiting for, so a photo customer is not stuck behind a long notarization when the photo station is free.
Is this sign-in sheet free?
Yes. Print as many as you like, with no account and no email.