5 Best Printers for Notaries in 2025 – Reliable and Efficient Choices

You need printers that handle your notary tasks swiftly and securely.

The HP OfficeJet Pro 8139e offers reliable wireless printing with a large tray, while the 9720e supports fast, precise large-format jobs.

For compact options, the DeskJet 2827e and 2855e deliver smart ink management and easy wireless control.

The DeskJet 4227e balances efficiency with everyday usability.

These top picks combine speed, security, and cost-effectiveness—keep exploring to find the best fit for your workflow.

HP OfficeJet Pro 8139e Wireless All-in-One Color Inkjet Printer (40Q51A)

The HP OfficeJet Pro 8139e is a versatile all-in-one printer designed for reliable performance. It delivers high-quality color prints at up to 10 pages per minute and black prints at 20 ppm. The printer includes useful features like auto duplex printing and a 225-sheet input tray, making it suitable for busy office tasks.

Wireless connectivity is seamless with dual-band Wi-Fi, allowing easy printing from multiple devices. The HP app enhances convenience by enabling printing, scanning, copying, and faxing directly from your smartphone. Additionally, a 1-year Instant Ink trial helps manage ink costs efficiently.

Best for: professionals and small business owners, such as notaries, who require a multifunction printer with dependable wireless features and efficient document handling.

Pros:

• High-quality color and black printing at up to 10 ppm and 20 ppm.
• Auto duplex printing and a large 225-sheet input tray for ease of use.
• Dual-band Wi-Fi and mobile printing via the HP app for flexible connectivity.
• 1-year Instant Ink trial to help reduce ink expenses.

Cons:

• Inkjet technology may have higher running costs without the Instant Ink subscription.
• Print speeds could be slower than some laser printers, especially for color prints.
• Best suited for moderate print volumes, which might not meet very high-demand needs.

HP OfficeJet Pro 9720e Wireless All-in-One Color Inkjet Printer (53N95A)

The HP OfficeJet Pro 9720e Wireless All-in-One Printer handles large-format documents up to 11×17 inches. It delivers fast printing speeds of 18 ppm in color and 22 ppm in black. The printer uses AI-driven layout optimization and P3 Color technology for sharp, vibrant prints.

Wireless connectivity and a 250-sheet tray support efficient workflows. Duplex printing adds convenience, while HP Wolf Pro enhances security. The device also includes three months of Instant Ink, helping reduce ink costs during that period.

Scanning and copying support up to 8.5×14 inches, making it suitable for standard document sizes. This printer is designed for professionals who need reliable, large-format color printing with secure wireless features.

Best for: professionals and notaries needing fast, precise large-format color printing with secure wireless capabilities.

Pros:

• Prints up to 11×17 inches with fast speeds of 18 ppm (color) and 22 ppm (black).
• AI-driven layout optimization and P3 Color technology ensure vibrant and accurate prints.
• Features duplex printing, a 250-sheet tray, wireless connectivity, and HP Wolf Pro security.

Cons:

• Compatible only with original HP cartridges, which may limit ink choices.
• Scanning and copying are limited to 8.5×14 inches, smaller than the print size.
• Instant Ink service requires a subscription after the initial three-month period.

HP DeskJet 2827e Wireless All-in-One Color Inkjet Printer (6W7F5A)

The HP DeskJet 2827e Wireless All-in-One Printer offers versatile functionality by combining printing, scanning, and copying in a compact design. It supports both black and color printing with speeds up to 7.5 ppm and 5.5 ppm, suitable for everyday home office tasks. The 60-sheet input tray and clear ICON LCD make operation straightforward and efficient.

This all-in-one printer features reliable wireless connectivity and AI enhancements that optimize print formatting for better results. The HP app enables convenient printing and scanning directly from your smartphone. Constructed from recycled materials and Energy Star certified, it also aligns with eco-friendly choices.

Best for: Home users seeking a compact and versatile wireless all-in-one printer for routine document handling, scanning, and copying.

Pros:

• Combines printing, scanning, and copying in a compact design
• Reliable wireless connection with AI print formatting optimization
• Eco-friendly with recycled materials and Energy Star certification

Cons:

• Print speeds may be moderate for high-volume printing
• Uses only HP cartridges, limiting ink options
• Input tray capacity might require frequent refills for larger jobs

HP DeskJet 2855e Wireless All-in-One Color Inkjet Printer (588S5A)

The HP DeskJet 2855e Wireless All-in-One Color Inkjet Printer offers versatile functionality for printing, scanning, and copying. It delivers up to 7.5 ppm in black and 5.5 ppm in color, suitable for everyday document tasks. Its compact design fits well in home offices or small workspaces.

This printer supports wireless printing through a stable Wi-Fi connection and can be easily managed via the HP app on smartphones or tablets. The AI-enabled feature helps produce clean documents by removing unwanted content. It also supports dual-sided printing and includes a 60-sheet input tray for convenience.

With HP+ activation, users receive three months of Instant Ink, helping to avoid unexpected ink shortages. The printer’s design balances functionality with ease of use for those needing reliable performance in a compact package.

Best for: Home or small office users seeking a compact, all-in-one wireless printer with smart ink management.

Pros:

• AI-enabled printing for cleaner, more precise documents
• Wireless printing and control via the HP app on multiple devices
• Includes 3 months of Instant Ink subscription with HP+ activation

Cons:

• Print speeds may be moderate for high-volume tasks
• Restricts use of non-HP cartridges with chips
• 60-sheet tray capacity might require frequent refilling

HP DeskJet 4227e Wireless All-in-One Color Inkjet Printer (6W7F0A)

The HP DeskJet 4227e Wireless All-in-One Color Inkjet Printer delivers reliable printing, scanning, and copying with seamless wireless connectivity. It prints at speeds of 8.5 ppm black and 5.5 ppm color, enhanced by HP AI technology that automatically cleans up documents for sharper results. The compact design includes a 60-sheet input tray and an auto document feeder, making it suitable for multitasking in tight spaces.

You can easily connect via Wi-Fi and control your print tasks from a smartphone or tablet using the HP app. Additionally, it offers three months of Instant Ink with HP+ activation, helping to prevent unexpected ink shortages.

Best for: Home users and busy professionals seeking a compact all-in-one printer with efficient wireless functionality for everyday document handling.

Pros:

• Includes 3 months of Instant Ink with HP+ activation to avoid ink shortages.
• HP AI technology enhances document quality automatically.
• Compact design with a 60-sheet input tray and auto document feeder for convenience.

Cons:

• Only compatible with HP cartridges, limiting cartridge choices.
• Printing speeds may be moderate for high-volume tasks.
• Monthly fees apply after the Instant Ink trial unless canceled.

Factors to Consider When Choosing a Printer for Notary

When choosing a printer for notary work, you’ll want to contemplate print speed to keep things efficient and wireless options for easy connectivity. Make sure the printer handles the document sizes you frequently use and offers ink that’s both efficient and affordable.

Don’t forget to check for essential security features to protect sensitive information.

Print Speed Importance

Print speed plays an essential role in keeping your notary workflow smooth and efficient. Since you often handle multiple documents needing quick turnaround, a printer with higher speeds—around 20 ppm for black and 10 ppm for color—can drastically cut printing time. This speed boost helps you meet tight deadlines and serve clients promptly, especially when printing large batches of legal documents.

On the other hand, slower printers printing 5 to 7 ppm may cause bottlenecks during busy periods, slowing down your entire process. Choosing a printer with efficient print speeds lets you maintain productivity and focus on core tasks without unnecessary delays. Prioritize speed to guarantee your notary services run seamlessly and clients stay satisfied.

Wireless Connectivity Options

Wireless connectivity options offer you the freedom to print from multiple devices—like smartphones, tablets, and laptops—without hassle. For notaries often working in various locations, a printer with reliable dual-band Wi-Fi is essential; it automatically detects and resolves connection issues, keeping your workflow smooth.

Mobile printing apps let you print important documents directly from your phone, eliminating the need to connect to a computer. This flexibility saves time and enhances efficiency during busy hours. Choosing a printer with solid wireless features guarantees you’re not tied to one network or device, making your work more adaptable.

Prioritizing wireless connectivity means you can focus on notarizing without worrying about tech interruptions or limited access.

Document Size Compatibility

Although notary work often involves standard letter-sized documents, you’ll want a printer that handles larger sizes like legal (8.5×14 inches) and even tabloid (11×17 inches) formats. Choose a printer that supports various media sizes and paper weights to accommodate specific legal documents requiring heavier stock. Confirm it offers duplex printing for double-sided prints without manual page flipping, saving both time and effort.

High-resolution output is vital, so your documents remain clear and legible, guaranteeing legal authenticity and compliance. Verifying that your printer can handle all necessary document types and sizes assures you’re prepared for any notarial task, making your workflow smoother and more professional. This compatibility is essential for a reliable notary printer that meets your diverse printing needs.

Ink Efficiency and Cost

Once you’ve confirmed your printer can handle all necessary document sizes, it’s time to reflect on how ink efficiency and cost will affect your notary work. Since you often print multiple documents, choosing a printer with high-yield cartridges reduces your cost per page greatly.

Consider subscribing to an ink service—it can cut your ink expenses by up to 50% and guarantees you never run out unexpectedly. Opt for a printer with automatic duplex printing to save paper and indirectly lower ink use. Models with AI technology can optimize layouts, trimming unnecessary ink consumption.

Avoid printers that only use standard cartridges if you print large volumes; high-capacity cartridges are more economical for frequent use, helping you manage costs effectively.

Security Features Needed

Because notaries handle sensitive documents, you need a printer with strong security features to protect your work from cyber threats and unauthorized access. Look for models with built-in protections like HP Wolf Pro Security, which guards against malware and hacking attempts. Choose printers that accept only original cartridges to maintain document integrity and prevent tampering.

Secure wireless connectivity is essential—opt for dual-band Wi-Fi that detects and fixes connection issues automatically, ensuring a safe network link. Regular firmware updates are a must; they keep your printer’s defenses up to date against new threats. Finally, verify that the device complies with data protection and privacy regulations, so your documents remain confidential throughout the printing process.

Prioritizing these features keeps your notary work secure and trustworthy.

Frequently Asked Questions

How Do Notary Printing Requirements Differ by State?

You’ll find notary printing requirements vary by state mainly regarding security features, ink color, and document format. Some states require you to use specific types of ink, like black or blue, while others demand watermarks or tamper-evident paper.

You’ll also notice differences in whether you must print certificates or journals. It’s essential to check your state’s rules to guarantee your printer meets all legal standards for notarizations.

Can These Printers Handle Duplex Notarized Documents?

Absolutely, many modern printers can handle duplex notarized documents, and about 60% of notaries prefer duplex printing to save paper and time. When you choose a printer, look for automatic duplexing features, so you don’t have to manually flip pages. This guarantees your notarized documents look professional and comply with state requirements.

Just make certain the model supports the specific paper sizes and thickness you typically use.

What Security Features Protect Sensitive Notary Prints?

You’ll find that top printers protect sensitive notary prints with features like secure printing, which requires a PIN or password before documents print. Many offer encrypted data transmission to prevent interception. Some include user authentication, ensuring only authorized personnel access the printer.

Additionally, automatic document deletion and secure storage help keep your notarized documents safe. These security measures give you peace of mind when handling confidential information.

Are There Specific Inks Recommended for Official Notary Use?

Yes, you should use archival-quality, fade-resistant inks for official notary documents to guarantee longevity and clarity. Pigment-based inks are often recommended because they resist smudging and water damage better than dye-based inks. Avoid cheap or generic inks, as they might fade or blur over time, compromising your documents’ validity.

Always check if your printer manufacturer suggests specific ink types for official or legal use to maintain professionalism and compliance.

How Do Printers Integrate With Digital Notary Apps?

Think of your printer as the bridge connecting your digital notary app to the physical world. Printers integrate with these apps through wireless or USB connections, allowing you to print documents directly from the app without hassle.

Many apps offer seamless syncing, so you can send files straight to your printer, saving time and reducing errors. This smooth connection guarantees your notarizations flow efficiently from screen to paper every time you need it.

Conclusion

Choosing the right printer for your notary work doesn’t have to feel like searching for a needle in a haystack. With reliable options like the HP OfficeJet Pro and DeskJet series, you can print, scan, and copy with ease and efficiency.

Picture your busy days flowing smoothly, every document crisp and clear. So, pick the printer that fits your pace and watch your notary tasks become a breeze, not a burden.