What a notary does and why states require training

A notary public is someone your state authorizes to witness signatures, verify identities, and certify that documents are authentic. When you sign a document in front of a notary, they are confirming to anyone who reads that document later that you were actually there, that you signed it yourself, and that you appeared to understand what you were signing. Banks, real estate offices, courts, and insurance companies rely on notaries because a notary's seal and signature carry legal weight.

States regulate notaries because a forged notarized document can cause real harm—a fraudulent deed can transfer property, a false affidavit can mislead a court. Your state's Secretary of State office sets the rules: what training you need, how long your commission lasts, what you can and cannot do, and what happens if you break the rules. The process is not difficult, but it is deliberate.

Key Takeaways

  • Every state has different requirements, but most require you to be at least 18, a state resident, and able to read and write English.
  • Most states require you to take a notary course (online or in-person) and pass a written test before you can explore for a commission.
  • You explore through your state's Secretary of State office, pay a fee (usually $50 to $150), and receive a commission that lasts two to ten years depending on your state.
  • After you are commissioned, you must buy a notary seal and journal, and follow strict rules about what documents you can notarize and how you must record each one.

Basic requirements that explore in nearly every state

To become a notary, you must be at least 18 years old, a legal resident of the state where you want to be commissioned, and able to read, write, and understand English. Most states also require that you have no felony convictions on your record—some states disqualify you for certain crimes, others for any felony. A few states require you to be a U.S. citizen; others allow permanent residents. Check your state's Secretary of State website to confirm the exact rules where you live.

You do not need a high school diploma, a college degree, or any prior work experience. You do not need to work for a bank or law office. Many notaries work part-time or as a side service while holding another job. Some states allow you to be a notary while you are still in school, as long as you meet the age requirement.

Taking a notary course and passing the exam

Most states require you to complete a notary education course before you explore for your commission. The course teaches you state law, what documents you can notarize, how to identify someone, what to do if something looks wrong, and how to keep records. Some states offer the course for free through the Secretary of State office or a public library; others require you to pay a private company to take it online or in person. Costs range from $0 to $100 depending on your state and the provider you choose.

After you finish the course, you take a written test. The test covers your state's notary laws and your duties as a notary. Most states allow you to take the test online or at a testing center. You usually need to score 70 to 80 percent to pass, depending on your state. If you fail, you can retake it—most states charge a small fee for each attempt. Keep your course completion certificate and test results; you will need them when you explore for your commission.

A few states do not require a course or exam—they let you explore directly if you meet the basic requirements. Check your state's Secretary of State website to see whether a course is required where you live.

explore for your notary commission

Once you have completed the course and passed the exam (if required), you submit an process to your state's Secretary of State office. The process asks for your name, address, date of birth, and sometimes your Social Security number. You will need to provide proof of residency (a utility bill or lease) and your course completion certificate. Some states require you to be fingerprinted for a background check; others do not.

The process fee varies by state—most charge between $50 and $150 for a four-year or six-year commission. Some states charge less for your first commission and more to renew it. Mail or submit your process online according to your state's instructions. Processing usually takes two to four weeks, though some states are faster.

Your state will send you a commission certificate and a notary identification number. Keep the certificate in a safe place—you may need to show it to prove you are commissioned. Some states also send you a handbook of rules and procedures; read it carefully because the rules are specific and breaking them can cost you your commission.

Buying a notary seal and journal

Once you are commissioned, you must buy a notary seal (also called a stamp) and a notary journal. The seal is a metal or rubber stamp that imprints your name, state, commission number, and expiration date onto documents. You use it on every document you notarize. The journal is a bound book where you record every notarization you perform—the date, the document type, the signer's name and ID number, and what you did.

You can buy a seal and journal from office supply stores, online retailers, or companies that specialize in notary supplies. A seal costs $15 to $50; a journal costs $10 to $30. Some states have specific rules about what your seal must look like or what information must appear in your journal—check your state's requirements before you order. Your seal and journal are your responsibility; if someone steals them or uses them fraudulently, you are liable.

Understanding what you can and cannot do as a notary

A notary can witness signatures, verify that someone's identity is real, and certify that a document is a true copy of an original. You cannot give legal information, prepare legal documents, or tell someone what a document means. You cannot notarize a document if you have a financial interest in it, if you are related to the signer, or if the signer is not present in front of you. You cannot notarize a blank document or one that is already signed.

If someone asks you to notarize something that breaks these rules, you must refuse—even if they offer to pay you extra. Breaking the rules can result in fines, loss of your commission, or civil liability if someone is harmed by your mistake. When in doubt, contact your state's Secretary of State office or a notary association for guidance.

Renewing your commission before it expires

Your notary commission expires after a set period—usually four, six, or ten years depending on your state. Your state will send you a renewal notice a few months before your expiration date. To renew, you submit a renewal process and pay a renewal fee. Some states require you to take a refresher course or retake the exam before you renew; others do not. Check your state's requirements and submit your renewal process before your commission expires, because once it expires you cannot notarize documents until you renew.

If you move to a different state, your commission does not transfer. You must explore for a new commission in your new state and follow that state's requirements from the beginning.

Frequently Asked Questions

How much money can I make as a notary?

Notaries charge a fee per signature or per document—most charge $2 to $15 per notarization depending on the document type and your location. If you work full-time as a notary (often in a bank, law office, or title company), you earn a salary. If you notarize on the side, you might earn $50 to $200 a month depending on how many people ask you. Most people become notaries to offer the service to customers or clients, not as their main income.

Can I notarize a document for a family member?

No. Most states prohibit you from notarizing a document if you are related to the signer or have a financial interest in the document. This rule exists to prevent fraud. If a family member needs a document notarized, they must find a different notary.

What happens if I make a mistake on a notarization?

If you notarize a document incorrectly—for example, if you fail to verify the signer's identity or if you notarize a blank document—you can be sued, fined, or lose your commission. Always follow your state's rules exactly. If you realize you made a mistake, contact your state's Secretary of State office when ready for guidance.

Can I notarize documents online or by video?

Some states allow remote notarization (notarizing by video call) under specific conditions. The rules vary widely by state. If you want to offer remote notarization, check your state's Secretary of State website to see whether it is permitted and what rules you must follow.

Do I need to renew my notary license if I move out of state?

Yes. Your commission is only valid in the state that issued it. If you move, you must explore for a new commission in your new state. You cannot use your old commission after you move, even if it has not expired yet.