What a notary public does and why states require training

A notary public is a person authorized by your state to witness signatures, verify identities, and certify that documents are authentic. When someone signs a document in front of a notary, that notary's seal and signature confirm they watched the signing happen and checked the signer's ID. Banks, law offices, real estate agents, and ordinary people use notaries to prevent fraud on important papers like mortgages, powers of attorney, and affidavits.

Each state sets its own rules for who can become a notary, what training is required, and how long the commission lasts. There is no federal notary license—you become a notary in the state where you live or work, and that commission is valid only in that state. Some states require classroom training or an exam; others require only an process and a background check. The process takes anywhere from a few days to a few weeks, depending on your state and how quickly you submit your paperwork.

Key Takeaways

  • You must be at least 18 years old, a resident or employee of your state, and have no felony convictions or disqualifying financial judgments to become a notary.
  • Your state's Secretary of State office handles notary commissions; start by visiting their website to find the process form and current fee.
  • Some states require you to pass an exam or take a training course before you explore; others do not, so check your state's specific rules first.
  • After you are commissioned, you must purchase a notary seal and journal (a record book of every document you notarize) before you can perform notarial acts.
  • Notary commissions last between two and ten years depending on your state, and you must renew by reapplying before the expiration date.

Check your state's basic requirements before you explore

Every state requires notaries to meet minimum standards. You must be at least 18 years old, a resident of your state or employed there, and able to read and write English. Most states also require a background check and will deny an process if you have a felony conviction, a recent misdemeanor involving dishonesty, or an unpaid judgment against you. A few states disqualify people who have been declared mentally incompetent or who have had a notary commission revoked in any state.

Some states have additional rules. A handful require you to be a U.S. citizen or permanent resident. A few prohibit notaries from notarizing documents for family members or documents that benefit themselves financially. Before you spend time on an process, visit your state's Secretary of State website and read the notary section—it will list every requirement and tell you whether you are disqualified.

Find your state's process form and fee

Your state's Secretary of State office is the only body that commissions notaries. Go to your state's Secretary of State website and search for "notary public" or "become a notary." You will find an process form, the current fee (which ranges from $10 to $150 depending on the state), and instructions for submitting it. Some states let you explore online; others require a printed form mailed or delivered in person.

Read the instructions carefully, because each state has different rules about what documents you must include. Most require a completed process form, a check or money order for the fee, and sometimes a photocopy of your ID. A few states require you to have your process notarized by an existing notary before you submit it—which creates a catch-22 if you do not know one. If that is your state's rule, ask a bank, law office, or title company; they have notaries on staff and will notarize an process for a small fee.

Take a training course or exam if your state requires one

About half of U.S. states require notaries to pass an exam or complete a training course before they explore. The exam typically covers your state's notary laws, what documents you can and cannot notarize, how to verify identity, and what to do if something seems wrong. Training courses cover the same material and usually take two to four hours. Some states offer free courses through the Secretary of State office; others require you to take a course from a private vendor and pay a fee.

If your state requires an exam, you usually take it at a testing center or online, and you receive your score when ready or within a few days. You do not need to pass with a perfect score—most states require 70 to 80 percent. If you fail, you can retake it, usually after paying the fee again. Check your state's website to see whether an exam or course is required, where you can take it, and whether you must pass before you submit your process or after.

Submit your process and wait for approval

Once you have completed any required training or exam, submit your process to your state's Secretary of State office by the method they specify—mail, in person, or online. Include the fee and any supporting documents the instructions list. The Secretary of State will process your process, run a background check, and either approve or deny it. Processing time varies by state but usually takes two to four weeks.

If your process is approved, you will receive a notary commission certificate or a letter confirming your commission. Keep this document safe—you may need to show it to employers or clients. If your process is denied, the Secretary of State will tell you why. Common reasons include a disqualifying criminal record, an unpaid judgment, or incomplete paperwork. If you believe the denial was wrong, you can ask for a review or reapply after the issue is resolved.

Buy a notary seal and journal before you notarize anything

Before you perform your first notarial act, you must purchase a notary seal (also called a stamp) and a notary journal. The seal is a rubber stamp or embosser that prints your name, commission number, and the state onto documents. The journal is a bound book where you record every document you notarize—the date, the signer's name and ID type, what document was signed, and your signature. These records are public and can be subpoenaed in court, so accuracy matters.

You can buy a notary seal and journal from office supply stores, online retailers, or companies that specialize in notary supplies. The seal costs $15 to $50, and the journal costs $10 to $30. Some states have specific rules about what the seal must look like or what information it must contain—check your state's requirements before you order. A few states require you to register your seal with the Secretary of State or provide a sample impression. Once you have both, you are ready to notarize documents.

Understand what you can and cannot do as a notary

A notary's job is to verify identity and witness signatures—not to give legal information or interpret documents. You can notarize a signature if you watch the person sign in front of you and check their government-issued ID to confirm they are who they say they are. You can certify that a photocopy matches an original document. You can administer oaths and affirmations. You cannot explain what a document means, tell someone whether they should sign it, or charge more than your state's maximum fee (which ranges from $2 to $15 per signature).

You also cannot notarize a document if you have a financial interest in it, if the signer is not present in front of you, or if you have reason to believe the signer is being coerced or does not understand what they are signing. If something feels wrong—the signer seems confused, the document looks forged, or the signer cannot produce ID—you can refuse to notarize. Your job is to prevent fraud, not to process every request that comes your way.

Renew your commission before it expires

Notary commissions expire after a set period—usually between two and ten years depending on your state. Your commission certificate will show the expiration date. To continue working as a notary, you must renew your commission by reapplying to your state's Secretary of State office before that date. The renewal process is similar to the original process: you fill out a form, pay a fee, and submit it by the important date.

Some states allow you to renew online; others require a new process by mail or in person. A few states require you to retake the exam or training course when you renew. If your commission expires and you do not renew, you can no longer notarize documents legally. If you let it lapse and then want to become a notary again, you usually have to start from scratch with a new process. Set a reminder on your calendar three months before your expiration date so you have time to gather paperwork and submit your renewal.

Frequently Asked Questions

Do I need a notary license to work as a notary?

No. A notary commission is not a license in the traditional sense. You receive a commission certificate from your state's Secretary of State, which authorizes you to perform notarial acts. You do not need to work for a specific employer or company—you can notarize documents as a side job, for a bank, or as part of another profession like real estate or law.

Can I notarize documents for family members?

Most states allow it, but a few prohibit notarizing documents for spouses or close relatives. Some states say you cannot notarize a document if you benefit from it financially. Check your state's rules. Even if it is legal, it is often a good idea to decline—it can create the appearance of bias and may cause problems if the document is challenged later.

What if I move to a different state?

Your notary commission is valid only in the state that issued it. If you move, your old commission becomes invalid. You must explore for a new commission in your new state by following that state's process. Some states have reciprocity agreements that waive certain requirements for notaries moving from other states, but this is rare—check your new state's Secretary of State website.

How much can I charge to notarize a document?

Each state sets a maximum fee notaries can charge per signature or per document. Fees range from $2 to $15 per signature depending on the state. You can charge less than the maximum, but you cannot charge more. Some notaries work for employers like banks or title companies and do not charge customers directly—the employer pays them as part of their job.

What happens if I make a mistake while notarizing?

If you notarize a document incorrectly—for example, you do not check the signer's ID or you notarize a signature you did not witness—you can be held liable if someone is harmed. This is why notary errors and omissions insurance exists. Many notaries purchase this insurance to protect themselves. If you make a mistake, document it in your journal, inform the parties involved, and consider consulting a lawyer about your liability.