How to Become a Notary Public

Understanding What a Notary Public Does

A notary public is an official appointed by a state government to serve as an impartial witness. The primary role involves verifying the identities of people who sign important documents and confirming that they are signing of their own free will, without pressure or fraud. When a notary stamps and signs a document, they are essentially certifying that the signing ceremony took place in their presence and that the signer appeared to be of sound mind and acting voluntarily.

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Notaries perform several specific functions. They witness signatures on affidavits, which are written statements made under oath. They administer oaths and affirmations to people who need to swear that information is truthful. They certify copies of original documents by comparing a photocopy to the original and confirming they match. They may also perform jurats, which involve witnessing a signature and administering an oath that the contents of the document are true.

The role varies slightly by state, but notaries typically cannot provide legal advice, prepare legal documents, or determine whether someone truly owns property or has authority to sign on behalf of a company. They are not lawyers and should not be consulted for legal interpretation. Their job is limited to identity verification and witnessing the act of signing.

Notaries work in diverse settings. Some are employed full-time by banks, law offices, or government agencies. Others work part-time while maintaining other employment. Many operate as independent notaries, charging fees for their services—typically between $5 and $25 per notarization, depending on the state and type of document. Understanding these boundaries helps people know what notaries can and cannot do and sets realistic expectations for their services.

Practical Takeaway: Before seeking out a notary, understand that their role is limited to witnessing signatures and verifying identity. If you need legal advice about a document, consult an attorney rather than a notary.

Requirements and Eligibility Standards by State

Each state sets its own requirements for becoming a notary public, so the process differs across the United States. However, most states share common baseline requirements. You must generally be at least 18 years old, a legal resident of the state where you wish to become a notary, and a U.S. citizen or permanent resident. Some states require that you have been a resident for a minimum period, such as 30 days or 6 months, before you can begin the process.

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Most states require applicants to have a clean criminal background. This typically means you cannot have felony convictions, and in many states, you cannot have certain misdemeanors on your record. Some states conduct background checks through fingerprinting, while others rely on disclosure statements where you declare any criminal history. A few states have specific restrictions on individuals with crimes involving dishonesty or fraud.

Mental competency is another requirement. You must be of sound mind and capable of understanding the duties and responsibilities of a notary. States do not typically require medical documentation for this; it is assumed unless there is evidence to the contrary. However, if someone is under a guardianship or conservatorship, they generally cannot become a notary.

Some states have additional specific requirements. For example, Georgia requires notaries to be able to read and write English. Louisiana, which uses a civil law system different from other states, has more detailed requirements and typically mandates that applicants be practicing attorneys. New York requires a written examination. Other states may require completion of a training course or attendance at a notary education workshop.

A handful of states have restrictions on who can become a notary based on employment. Some states prevent current government employees in certain positions from being notaries, while others allow notaries to work in any setting. A few states restrict notaries from notarizing documents for immediate family members or business partners, though these are less common restrictions.

Practical Takeaway: Research your specific state's requirements before beginning the process, as they vary significantly. Contact your state's Secretary of State office or visit their official website to obtain accurate, current information about prerequisites.

The Application Process and Documentation

The notary process begins with completing an official application form. In most states, this form is available through the Secretary of State's office website or can be obtained by contacting that office directly. The application typically requests personal information including your full legal name, date of birth, current address, and contact information. You will need to provide your Social Security number, as states use this for background checks and record-keeping purposes.

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Most applications require you to list any criminal history, even if the charges were dismissed or resulted in acquittal. You will be asked to disclose whether you have ever been convicted of a felony or certain misdemeanors. Some applications ask about civil judgments, bankruptcy, or other legal matters. It is crucial to answer these questions truthfully, as providing false information can result in denial of your application and may have legal consequences.

You will need to provide proof of residency in your state. Acceptable documents typically include a driver's license, state ID card, utility bill, lease agreement, mortgage statement, or similar official documents that show your name and current address. Most states require documentation dated within the last 30 to 90 days. You may also need to provide proof of citizenship or legal permanent residency, such as a passport, birth certificate, or naturalization papers.

Some states require notary exam passage before or after your application. If your state requires a test, you will study material covering state-specific notary laws, ethics, and procedures. These exams are typically multiple-choice and may be taken at a testing center or proctored online, depending on your state's rules. Exam fees generally range from $20 to $100. States that require exams often provide study guides and sample questions to help applicants prepare.

After submitting your application and any required fees—which typically range from $40 to $250 depending on your state—the Secretary of State's office processes your request. This usually takes between 1 and 8 weeks, though it can take longer during busy periods. Some states now offer expedited processing for an additional fee. You will receive notification by mail when your application is approved or denied, along with your notary commission certificate or information about next steps.

Practical Takeaway: Gather all required documentation before starting your application to avoid delays. Keep copies of everything you submit and note the submission date, as you may need this information if you need to follow up on your application status.

Training, Education, and Exam Preparation

While not all states require formal training, many states strongly recommend or mandate that new notaries complete educational courses before or shortly after their commission. These courses cover the legal responsibilities of notaries, proper procedures for witnessing documents, common types of notarizations, and how to identify fraud. Some states have made these courses mandatory, while others treat them as optional but valuable preparation.

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Notary training courses are offered through various providers, including the Secretary of State's office, community colleges, online education platforms, and private notary training companies. In-person courses typically last 4 to 8 hours and cost between $20 and $100. Online courses offer flexibility and usually cost between $30 and $150, with access available for 30 to 90 days. Many courses allow you to complete them at your own pace, with quizzes or practice exams to test your understanding.

Course content typically covers several key areas. You will learn how to properly identify a person who comes to you for notarization, including what types of identification are acceptable and how to spot fraudulent documents. Training addresses different types of notarizations—such as acknowledgments, jurats, and certified copies—and the specific language and procedures required for each. You will study ethical standards, including information about impartiality, conflict of interest, and when to refuse a notarization.

If your state requires a notary exam, preparation materials are usually provided by the Secretary of State or through study guides created by notary organizations. These materials review state-specific laws about notary duties, prohibited actions, and record-keeping requirements. Sample exams and practice questions help you become familiar with the question format and topics covered. Most states provide their study materials at no charge through their Secretary of State website.

Preparation strategies include reading your state's notary handbook multiple times, taking practice exams until you consistently score well, and reviewing any areas where you initially struggled. Joining online notary forums or local notary associations can connect you with others who have recently taken the exam and can share what topics were emphasized. Some notaries also work with experienced notaries to observe and learn proper procedures before they