What a notary public 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 notarize a document, you are not saying the content is true — you are confirming that the person who signed it is who they claim to be, that they signed it willingly, and that you watched them do it. Banks, real estate offices, courts, and individuals 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. Some states require a formal course; others require only that you pass a test. Most states charge a fee to issue or renew your commission, and many require you to carry errors and omissions insurance. The process typically takes two to eight weeks from start to finish, depending on your state and how quickly you submit your materials.
Key Takeaways
- Your state's secretary of state office sets the rules for notary training, testing, and commissioning — requirements vary widely by state.
- Most states require you to be at least 18 years old, a resident of the state, and able to read and write English fluently.
- You will need to pass a written test in most states, though a few allow you to skip it if you complete an approved course instead.
- After you are commissioned, you must keep a journal of every notarization you perform, recording the date, the document type, and the signer's identification.
- Notary commissions typically last four to ten years depending on your state, and you must renew before the expiration date to keep working.
Check your state's specific requirements before you start
Contact your state's secretary of state office — not your local government — because that office issues notary commissions. You can find the secretary of state website by searching "[your state] secretary of state notary public" or by visiting your state legislature's website and following the link to the executive branch. The secretary of state page will list the exact age requirement (usually 18), residency requirement (usually you must live in the state), and whether you need to be a U.S. citizen or permanent resident.
Write down the specific requirements for your state, because they determine which route you take next. Some states require a course before you test; others let you test without one. Some states allow online courses; others require in-person training. A few states do not require a test at all if you complete an approved course. Your state's website will also tell you the process fee (typically $50 to $200) and whether you need to post a bond or carry insurance.
Complete a notary course if your state requires one
If your state requires a course, you will find a list of approved providers on the secretary of state website. Courses are usually offered by community colleges, online education companies, and notary associations. Most courses take four to eight hours and cover state law, the notary's duties, how to identify signers, and common mistakes that can invalidate a notarization. Some states allow you to take the course online; others require you to attend in person. Check the course description to confirm it is approved for your state — a course approved in one state may not be recognized in another.
Keep your course completion certificate, because you will need to submit it with your process. If your state allows you to test without a course, you can skip this step and move directly to the test.
Pass the notary written test in your state
Most states require you to pass a written test covering state notary law, your duties as a notary, how to identify signers, and what documents you can and cannot notarize. The test is usually 20 to 50 questions and takes 30 to 90 minutes. You can take it at a testing center, online, or sometimes at the secretary of state office itself — your state's website will list the available locations and dates.
Study materials are usually free or low-cost. Many states provide a study guide on the secretary of state website; some notary associations publish study books for $10 to $30. You typically need to score 70 to 80 percent to pass, depending on your state. If you fail, you can usually retake the test after a waiting period of a few days to a few weeks. Keep your test results, because you will submit them with your process.
Submit your process and required documents to your state
Once you have passed the test (and completed a course if required), you will 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 also submit your test results, your course completion certificate if applicable, and a check or money order for the process fee.
Some states allow you to explore online; others require you to mail a paper form. Check your state's website for the exact submission method and the current mailing address. Include a cover letter listing what you are enclosing so the office can confirm everything is there. Keep a copy of everything you send. Processing usually takes two to eight weeks, though some states are faster during certain times of year.
Receive your notary commission and get bonded if required
When your process is approved, your state will issue a notary commission certificate with your name, commission number, and expiration date. Some states mail it to you; others require you to pick it up in person. Your commission is now active, but before you can legally notarize documents, you may need to post a bond or carry errors and omissions insurance.
A notary bond is a surety bond that protects the public if you make a mistake or act dishonestly. The bond amount varies by state, typically $500 to $15,000. You buy the bond from an insurance company, not from the state, and it usually costs $50 to $300 for a four-year term. Some states do not require a bond; others make it optional. Check your state's requirements. Once you have the bond (if required), you are ready to notarize documents.
Keep a notary journal and renew your commission before it expires
Every time you notarize a document, you must record it in a notary journal — a bound book or digital log that you maintain. For each notarization, write the date, the type of document, the signer's name, the signer's identification type and number, and the fee you charged. This journal is a legal record and may be subpoenaed in court. You must keep it for at least five years after your commission expires, depending on your state.
Your notary commission expires on a date set by your state — typically four to ten years after you receive it. Before that date, you can renew your commission by submitting a renewal process and fee to the secretary of state office. The renewal process is usually shorter than the initial process, and you may not need to retake the test. Check your state's website for the renewal important date and process at least three months before your commission expires, because you cannot notarize documents after your commission has expired.
Frequently Asked Questions
Can I become a notary if I have a criminal record?
Most states disqualify people convicted of felonies or crimes involving dishonesty, but rules vary. Contact your state's secretary of state office with details of your conviction to find out whether you are disqualified. Some states allow you to petition for a waiver if enough time has passed.
Do I need to work for a bank or law office to be a notary?
No. You can be a notary as an independent business, working from home or renting office space. Many notaries work part-time while employed elsewhere. You are not required to work for any specific employer.
What happens if I notarize a document incorrectly?
If you make a mistake — such as notarizing a signature without checking the signer's ID — the document may be invalid and the other party can sue you for damages. This is why errors and omissions insurance is important. Your state may also investigate and revoke your commission.
Can I notarize a document for a family member?
Most states allow you to notarize for family members, but some prohibit it. Check your state's rules. Even where it is allowed, it is often considered poor practice because it can create the appearance of bias.
How much can I charge for a notarization?
Each state sets a maximum fee, typically $2 to $15 per signature. You can charge less, but not more. Check your state's secretary of state website for the exact limit in your state.