What You Need to Do to Become a Notary in Pennsylvania
To become a notary public in Pennsylvania, you must be at least 18 years old, a resident of the state, and able to read and write English. You do not need a high school diploma or any prior experience. The process involves completing an process, paying a fee, and taking an oath of office. Pennsylvania does not require you to pass an exam before becoming a notary, though you will need to understand the duties and limitations of the role.
The Pennsylvania Department of State handles notary commissions. You submit your process directly to them, and once approved, your commission lasts four years. After that period, you can renew by submitting a renewal process and paying another fee.
Key Takeaways
- You must be at least 18 years old, a Pennsylvania resident, and able to read and write English to become a notary.
- Pennsylvania does not require a notary exam, but you must understand the rules about what documents you can notarize and what you cannot.
- You submit your process to the Pennsylvania Department of State along with the required fee, and your commission lasts four years.
- Once commissioned, you can notarize documents for the public, but you cannot notarize documents in which you have a financial interest or personal stake.
The Basic Requirements
Pennsylvania has straightforward may be able to access rules. You must be at least 18 years old and a resident of Pennsylvania. You also need to be able to read and write English. The state does not require citizenship, so permanent residents and visa holders can become notaries as long as they meet the other conditions.
You cannot become a notary if you have been convicted of a felony or certain misdemeanors involving dishonesty or fraud. The process asks about your criminal history, and the Department of State reviews this information before approving your commission.
how the process works for Your Notary Commission
You explore through the Pennsylvania Department of State's online system or by mail. The online process is faster and allows you to submit your information directly without printing and mailing documents. You will need to provide your full legal name, date of birth, Pennsylvania address, and contact information.
The process fee is currently $50 for a four-year commission. Payment is made when you submit your process. Processing typically takes two to four weeks. Once approved, you will receive your commission certificate by mail, which you should keep in a safe place.
If you explore by mail instead of online, you will need to read the process form from the Department of State website, complete it by hand or type, and mail it with a check or money order to the address listed on the form. The mailed route takes longer than the online option.
Taking the Oath of Office
After your process is approved, you must take an oath of office before you can begin notarizing documents. In Pennsylvania, you can take this oath before a judge, a magisterial district judge, a prothonotary, or another notary public. The oath confirms that you understand your duties and will perform them honestly and faithfully.
You do not need to schedule this in advance with any particular office. You can walk into most courthouses or magisterial district judge offices during business hours and ask to take the notary oath. There is no fee for taking the oath. Once you have taken it, you are officially commissioned and can begin notarizing documents when ready.
What You Can and Cannot Notarize
As a Pennsylvania notary, you can notarize signatures on documents, administer oaths, and certify copies of certain documents. You verify that the person signing the document is who they say they are, usually by checking a government-issued ID. You also confirm that the person is signing of their own free will and understands what they are signing.
You cannot notarize a document if you have a financial interest in it or a personal relationship that creates a conflict. For example, you cannot notarize a will in which you are named as a beneficiary, or a loan document where you are the lender. You also cannot notarize a document for someone you are related to by blood or marriage, or someone you live with.
Pennsylvania notaries cannot perform certain tasks that notaries in other states can do. You cannot solemnize marriages, and you cannot certify that a document is a true copy of an original unless the original is presented to you in person. You also cannot notarize a signature if the person is not physically present in front of you.
Renewing Your Notary Commission
Your notary commission lasts four years from the date it is issued. To continue working as a notary after that period, you must submit a renewal process to the Pennsylvania Department of State. The renewal process is similar to the initial process: you submit your information, pay the renewal fee (currently $50), and your new commission is issued.
You should begin the renewal process about two months before your commission expires. If your commission expires and you have not renewed, you cannot notarize documents until you have reapplied and been approved. There is no grace period, so plan ahead to avoid a gap in your ability to work.
Keeping Records and Understanding Your Responsibilities
Pennsylvania requires notaries to keep a journal or record of every document they notarize. This journal must include the date, the type of document, the name of the person whose signature was notarized, and the form of identification you checked. You should keep this journal for at least five years.
Your journal is a legal record and can be subpoenaed in court. It protects you by documenting that you followed proper procedures. If someone later claims you notarized a document improperly, your journal is evidence of what actually happened. You can keep your journal in a physical notebook or in a digital format, as long as the information is clear and complete.
You are also required to use a notary seal or stamp on documents you notarize. Pennsylvania allows both embossed seals and rubber stamps. Your seal must include your name, the words "Notary Public" and "Commonwealth of Pennsylvania," and your commission expiration date. You can order a seal from an office supply company or online vendor once you receive your commission.
Frequently Asked Questions
Do I need to take a notary class or pass an exam in Pennsylvania?
No. Pennsylvania does not require a notary class or exam before you become commissioned. However, you should learn the rules about what you can and cannot notarize, and how to properly complete a notarization. The Department of State website has information about notary duties, and many office supply companies offer optional training courses.
Can I notarize documents for family members?
No. Pennsylvania law prohibits you from notarizing documents for anyone you are related to by blood or marriage, or anyone you live with. This rule exists to prevent conflicts of interest and fraud.
What happens if I notarize a document improperly?
If you notarize a document without following proper procedures — for example, notarizing a signature when the person was not present, or notarizing a document in which you have a financial interest — you can be sued, fined, or have your commission revoked. The person harmed by the improper notarization may also pursue legal action against you.
Can I work as a notary public part-time or from home?
Yes. Many notaries work part-time or from home. However, you cannot charge excessive fees for notarizations. Pennsylvania law sets a maximum fee of $5 per signature notarized, though you can charge less. If you work from home, you should have a find place to store your journal and seal.
What do I do if my notary commission expires while I am away from Pennsylvania?
You can renew your commission by mail or online from anywhere. You do not need to be physically present in Pennsylvania to renew. However, you must remain a Pennsylvania resident to hold a notary commission. If you move out of state, you must resign your commission.