What a notary license is and who issues it
A notary license is a credential that allows you to serve as a notary public — someone authorized by your state to witness signatures, verify identities, and certify that documents are authentic. You are not a lawyer, and the license does not make you one. Your job is to confirm that the person signing a document is who they say they are, that they are signing of their own free will, and that they understand what they are signing.
Each state issues its own notary licenses. There is no federal notary license. The Secretary of State's office in your state handles the licensing process, though some states delegate parts of it to county clerks or other local officials. The requirements, fees, and renewal periods differ by state — some require you to pass an exam, others do not; some charge $50, others charge $200 or more.
You do not need to work for a bank, law firm, or government agency to become a notary. Many notaries are self-employed or work part-time. Some employers — banks, title companies, real estate offices — hire notaries as part of their staff, but that is not required to get licensed.
Key Takeaways
- Your state's Secretary of State office issues notary licenses, and requirements vary widely — some states require an exam and fingerprinting, others require only an process and fee.
- You must be at least 18 years old, a resident of your state (or employed there), and have no disqualifying criminal convictions; check your state's specific rules before you start.
- The process process typically takes four to eight weeks from submission to receiving your commission, though some states are faster.
- Notary licenses last two to ten years depending on your state, and renewal usually costs less than the initial license but requires reapplying.
- You will need to purchase a notary seal and journal (a record book of every notarization you perform) before you can legally work.
Basic requirements that explore in most states
To become a notary, you must be at least 18 years old and either a resident of your state or employed there. Most states require you to be a U.S. citizen or permanent resident, though a few accept other visa holders — check your state's rules if you are not a citizen.
You cannot become a notary if you have certain criminal convictions. Felonies related to fraud, forgery, or dishonesty are automatic disqualifiers in most states. Some states also disqualify people with misdemeanor convictions involving dishonesty or crimes against property. A few states disqualify anyone with any felony conviction. If you have a criminal record, contact your state's Secretary of State office before you explore — they can tell you whether your specific conviction bars you.
You must not have an active restraining order against you, and in some states you cannot be a notary if you are under a guardianship or conservatorship. A few states also require that you speak, read, and write English well enough to understand documents and communicate with signers.
How to find your state's process process
Start by going to your state's Secretary of State website. Search for "notary public" or "notary license." The Secretary of State's office will have a page that lists the requirements for your state, the process form, the fee, and the processing time. Some states let you explore online; others require you to print the form, fill it out by hand, and mail it in with a check.
If your state's website is unclear or you cannot find the notary section, call the Secretary of State's office directly. They can tell you exactly what to submit, where to send it, and how long it will take. A few states handle notary licensing through the county clerk's office instead of the state level — the Secretary of State's website will direct you to the right place.
Write down the process important date if your state has one. Some states accept applications year-round; others have specific windows (for example, applications accepted only in January and July). Missing the important date means waiting until the next window opens.
The process and exam (if required)
The process itself asks for your name, address, date of birth, and Social Security number. You will need to list any criminal convictions and answer questions about whether you have been denied a notary license before or had one revoked. Answer honestly — lying on the process can result in denial or revocation later.
About half of U.S. states require you to pass a notary exam before you receive your license. The exam tests your knowledge of notary law in your state — what you can and cannot do, how to handle common situations, what documents you can notarize, and how to fill out your journal. States that require an exam usually let you study from a study guide or handbook they provide. The exam is typically multiple choice and costs $10 to $50. You usually take it at a testing center or online, and you must pass it before your process is processed.
States that do not require an exam still expect you to know the law. If you make a mistake as a notary — for example, notarizing a document without seeing the signer in person, or notarizing a document you have a financial interest in — you can be sued, fined, or have your license revoked. Many notaries take a voluntary training course even in states where it is not required, to protect themselves.
Fingerprinting, background checks, and fees
Some states require you to submit fingerprints for a background check. If your state requires this, you will be told where to go — usually a police station, sheriff's office, or authorized fingerprinting service. The fingerprinting fee is separate from the notary license fee and usually costs $10 to $30. The state sends your fingerprints to the FBI and your state police to check for criminal history.
The notary license fee varies by state. It ranges from about $50 to $250 for the initial license. Some states charge a flat fee; others charge different amounts depending on whether you are explore as an individual or on behalf of a business. A few states charge an additional exam fee if you have to take the exam.
Pay close attention to what the fee covers. In some states, the fee includes your commission certificate (the official document proving you are a notary). In others, you have to pay extra to have the certificate mailed to you. Some states charge a separate fee for a duplicate certificate if you lose the original.
Processing time and receiving your commission
After you submit your process, the state processes it. This typically takes four to eight weeks, though some states are faster and others slower. During this time, the state checks your background, verifies your information, and (if required) scores your exam. You will receive a notice by mail telling you whether you have been approved or denied.
If you are approved, you will receive a commission certificate — an official document from your state saying you are a notary public. This certificate is your proof of licensure. Keep it safe. Some states mail it to you automatically; others require you to pick it up in person or pay a fee to have it mailed.
Do not start notarizing documents until you have received your commission certificate. Notarizing before you are officially licensed is illegal and can result in criminal charges. If you are in a hurry, contact the Secretary of State's office to ask about expedited processing — some states offer it for an extra fee.
Buying a notary seal and journal
Before you can legally perform a notarization, you must purchase a notary seal (also called a stamp) and a notary journal. These are not provided by the state — you buy them yourself from an office supply store, online retailer, or notary supply company.
The notary seal is a rubber stamp or embosser that imprints your name, the state, your commission number, and your expiration date onto documents. It typically costs $15 to $50. The journal is a bound book where you record every notarization you perform — the date, the signer's name, the type of document, and the fee you charged. A journal costs $10 to $30. Some states require a specific format for the journal; check your state's rules before you buy one.
Your seal and journal must match the information on your commission certificate. If your name or commission number changes, you will need a new seal. When your license expires and you renew it, you will need a new seal with the updated expiration date.
Renewal and keeping your license active
Notary licenses expire after a set period — usually two to ten years depending on your state. Your commission certificate will show your expiration date. You must renew before that date or your license becomes invalid.
Renewal is simpler than the initial process. You submit a renewal form, pay a renewal fee (usually $25 to $150), and answer questions about whether anything has changed since your last license (criminal convictions, name change, address change). Some states require you to take the exam again; most do not. Processing time for renewal is typically two to four weeks.
If your license expires before you renew, you cannot notarize documents. Some states let you renew up to six months after expiration; others do not. Do not let your license lapse. Set a reminder on your calendar three months before your expiration date so you have time to submit your renewal process.
Frequently Asked Questions
Do I need a notary license to notarize documents for my employer?
Yes. You must have a valid notary license issued by your state, regardless of who you are notarizing for. Some employers require their employees to become notaries as part of the job, but the employee must still go through the state licensing process and pay the fee themselves.
Can I notarize a document for a family member or someone I know?
No. In most states, you cannot notarize a document if you have a financial interest in it or a personal relationship with the signer that creates a conflict of interest. You also cannot notarize a document you are signing yourself. If you are unsure whether a particular notarization is allowed, contact your state's Secretary of State office.
What happens if I make a mistake as a notary?
Mistakes can result in civil liability (you can be sued), fines, or loss of your license. For example, if you notarize a document without seeing the signer in person, or if you fail to record the notarization in your journal, you have violated the law. This is why many notaries carry errors and omissions insurance, which costs $200 to $500 per year.
Can I work as a notary in a state where I do not live?
No. You must be licensed in the state where you work. If you move to a different state, you must explore for a notary license in that state. Your old license becomes invalid once you move.
How much can I charge for a notarization?
Most states set a maximum fee — typically $5 to $15 per notarization. Some states allow you to charge more for travel or for notarizing multiple pages. Check your state's fee schedule on the Secretary of State's website. You cannot charge more than the state allows, even if the customer offers to pay more.