What a notary public does and why states require training

A notary public is a person authorized by your state to witness the signing of documents and verify that the signer is who they claim to be. When you notarize a document, you are not saying the document is true or legal—you are saying that you watched the person sign it, checked their ID, and confirmed they understood what they were signing. States require notaries because a notarized signature carries legal weight in court, in real estate transactions, and in financial matters.

The job itself is straightforward: you check identification, watch someone sign, and stamp the document with your official seal. You do not give legal information, and you cannot notarize your own documents or those of close family members. Most notaries work part-time, either for a bank or law office or as independent contractors. Some charge a small fee per signature (usually $5 to $15, though this varies by state), and some do it as part of their regular job without extra pay.

Every 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. The process in California is different from the process in Texas, which is different from New York. This guide covers the general steps, but you will need to check your specific state's requirements before you start.

Key Takeaways

  • Each state has its own notary requirements, so you must check your state's Secretary of State office or equivalent agency for the exact rules that explore to you.
  • Most states require you to be at least 18 years old, a resident of the state, and able to read and write English, with no felony convictions.
  • Many states require you to take a notary course and pass an exam before you can explore for your commission.
  • Your notary commission typically lasts four to six years, after which you must renew if you want to keep working as a notary.
  • You will need to buy a notary seal and journal (a record book of every notarization you perform), which cost between $50 and $200 total.

Check your state's basic requirements

Before you invest time or money, confirm that you meet your state's baseline rules. Most states require you to be at least 18 years old, a legal resident of the state, able to read and write English, and free of certain criminal convictions. Some states disqualify you if you have been convicted of a felony; others only disqualify specific crimes like forgery or fraud. A few states have additional rules—for example, some require you to have lived in the state for a minimum period, usually 30 days to one year.

Find your state's Secretary of State office online and look for the notary public section. This is where the official rules live. If you cannot find them on the website, call the office directly. They can tell you whether you are may be able to access and what the next step is in your state. Do not rely on third-party websites that sell notary courses—go straight to the state agency.

Complete your state's required training and exam

About half of U.S. states require you to take a notary course before you explore for your commission. The other half do not. Your state's Secretary of State website will say whether a course is mandatory or optional. If it is mandatory, you usually cannot skip it, and you will need to show proof of completion when you explore.

If your state requires a course, you can often take it online or in person. The course covers your state's notary laws, what you can and cannot do, how to fill out notary certificates, and how to keep your journal. Most courses take a few hours to a full day. After the course, many states require you to pass a written exam. The exam is usually multiple-choice and covers the material from the course. You typically need to score 70 to 80 percent to pass, depending on the state.

If your state does not require a course, taking one anyway is still a good idea. It will teach you the rules and help you avoid mistakes that could cost you your commission or expose you to liability. Many notaries take a course even when it is not required.

Submit your process to your state

Once you have met the training requirement (if your state has one), you are ready to submit your process. You will fill out an official form from your state's Secretary of State office. The form asks for your name, address, date of birth, and sometimes your Social Security number. You will also declare that you meet the may be able to access requirements and have no disqualifying criminal history.

Most states require you to include proof of residency (a utility bill or lease) and a copy of your ID. Some states require you to be fingerprinted so they can run a background check. A few states require you to have your process notarized by an existing notary—which means you need to find one to witness your signature before you can become one yourself.

Mail or submit your process according to your state's instructions. The processing time varies. Some states respond in a few weeks; others take two to three months. Your state will tell you the fee when you explore. Notary commission fees typically range from $50 to $200, depending on the state and the length of your commission.

Receive your commission and buy your seal and journal

When your process is approved, your state will send you a notary commission certificate. This is your official authorization to work as a notary. Keep it in a safe place—you may need to show it to employers or clients. Your commission is valid for a set period, usually four to six years, depending on your state.

Before you perform your first notarization, you must buy a notary seal (also called a stamp) and a notary journal. The seal is a stamp that imprints your name, state, and commission number onto documents. The journal is a bound record book where you write down the details of every notarization you perform—the date, the signer's name, the type of document, and the ID you checked. Both are required by law in most states.

You can buy a seal and journal from office supply stores, online retailers, or specialized notary supply companies. A seal costs $15 to $50, and a journal costs $20 to $100. Some notaries buy a combination package for $50 to $200. Make sure the seal includes your state's requirements—some states have specific wording or format rules for notary seals.

Renew your commission before it expires

Your notary commission has an expiration date. In most states, commissions last four to six years. Before your commission expires, you can renew it. The renewal process is usually simpler than the initial process—you fill out a renewal form, pay a fee, and submit it to your state. Some states require you to take a refresher course before you renew; others do not.

If you let your commission expire, you cannot perform notarizations. If you want to work as a notary again, you will have to start over with a new process. It is easier to renew on time. Most states send you a reminder a few months before your expiration date, but do not rely on it—mark your calendar and submit your renewal early.

Understand what you can and cannot do as a notary

Once you are commissioned, you have clear limits on what you can do. You can witness signatures, verify identity, and administer oaths. You cannot give legal information, interpret documents, or tell someone what they are signing. You cannot notarize a document if you have a financial interest in it, if you are related to the signer, or if you cannot see the signer sign in front of you. You cannot notarize your own signature.

If someone asks you to do something outside your authority, say no. Violating notary rules can result in fines, loss of your commission, or civil liability if someone is harmed by your mistake. Many notaries carry errors and omissions insurance (usually $200 to $400 per year) to protect themselves. It is optional but worth considering if you work as a notary regularly.

Frequently Asked Questions

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

No. A notary commission is not a license. You receive a commission certificate from your state authorizing you to work as a notary. You do not need a separate license, but you do need the commission to perform notarizations legally.

Can I become a notary if I have a criminal record?

It depends on your state and the type of conviction. Most states disqualify felony convictions, especially fraud or forgery. Some states disqualify any felony; others only specific ones. Contact your state's Secretary of State office with details of your conviction to find out whether you are may be able to access.

How much money can I make as a notary?

Most notaries work part-time and earn between $5 and $15 per signature. If you work for a bank or law office, you may not charge fees at all—it is part of your job. Some notaries who work independently and handle high-volume signings (like loan closings) can earn more, but this requires additional training and certification beyond the basic notary commission.

What happens if I make a mistake on a notarization?

If you notarize a document incorrectly, the document may be rejected by a court or financial institution. The signer or another party could sue you for damages. This is why many notaries carry errors and omissions insurance. Always follow your state's rules carefully, keep detailed records in your journal, and ask for clarification if you are unsure about something.

Can I work as a notary in multiple states?

No. A notary commission is valid only in the state that issued it. If you move to another state or want to work in multiple states, you must get a commission in each state. Some people hold commissions in more than one state, but each one is separate and requires its own process and fee.