Become a Notary in Pennsylvania

Becoming a notary public is a great way to give back to your community and may even be a requirement of your job. A notary verifies the identity of people who are signing certain types of legal documents, which is important to protect people from fraud and corruption. To become a notary, take an educational class, fill out an application, pass a state-given exam, and take an oath of office. The entire process can take a few months, so if this is something you’re interested in, now is the time to get started!

Steps

Meeting Qualifications

1. Check that you meet the minimum state requirements to be a notary. The Pennsylvania Department of State’s website lists all the basic requirements you have to meet in order to be eligible to become a notary. Applicants with misdemeanors are generally approved, though felony or fraud charges may disqualify you from becoming a notary. In general, you need to be at least 18 years of age, be able to read and write English, and be a citizen or permanent resident of the US. Check out a few of the other Pennsylvania-specific requirements:
   • Have a place of employment or be a resident of the state of Pennsylvania.
   • There is no minimum-education requirement for the state of Pennsylvania.
   • You are not eligible to become a notary public if you are a member of the US Congress or a member of the General Assembly of Pennsylvania.
   • Visit https://www.dos.pa.gov/OtherServices/Notaries/NotaryServices/Pages/default.aspx# for a detailed list of all requirements.
2. Take a state-approved 3-hour training course. There are some classroom courses offered through various providers if you prefer learning that way, but most providers offer online options so you can complete this requirement at your convenience. During this course, you’ll learn how to perform your notary duties, what kinds of things you can or cannot notarize, how much you can charge for your services, and other helpful things. Complete this 3-hour course within 6 months of applying to become a notary.
   • Check out https://www.dos.pa.gov/OtherServices/Notaries/Resources/Pages/Education-Providers.aspx for state-approved online courses.
   • Most courses do come at a cost, though the majority of them are less than $50 for the entire 3-hour session.
3. Obtain the certificate of completion from your education course. If you weren’t given one right away or if the provider you chose doesn’t report directly to the state of Pennsylvania, you’ll need to get a copy of your certification of completion to prove that you finished the course. You may be able to access this certificate online, or it may need to be sent to you in the mail, just depending on the provider you used. But because everyone who takes the course needs their certificate, your provider should make it clear how you can obtain your copy.
   • Many companies now offer to include sending that certificate directly to the state for you. Check out what offers are available through the provider you choose.
4. Purchase a $10,000 surety bond. This bond protects you and your customers from any mistakes you might make during the course of business. Pennsylvania requires a $10,000 bond for which you’ll pay a small premium ($50 to $100 per year). Contact your insurance carrier to see if they offer this product, or check out the state’s website for approved providers. Generally, you just have to fill out and sign an application and wait for the paperwork to be processed.
   • Check out https://www.dos.pa.gov/OtherServices/Notaries/NotaryServices/Pages/Bonding-Requirement.aspx for more information on the bonding requirements in the state of Pennsylvania.
   • You have to obtain and prove that you have this bond within 45 days of getting approved as a notary, and the paperwork can sometimes take a few weeks to come through. Getting it ahead of time will save you some effort in the months to come.

Submitting an Application and Taking the Notary Test

1. Fill out an application and submit your nonrefundable filing fee. You’ll fill out sections for your background information, contact information, criminal history, and employment information. When you submit the application, you’ll also need to pay a $42 fee. You can access the online application for the state of Pennsylvania at https://www.notaries.pa.gov/Pages/Home.aspx.
   • Look up the name and district number of the state Senator in whose district you reside (or work, if you don’t reside in the state of Pennsylvania). Use the “Locate your Senator” tool at https://www.legis.state.pa.us/cfdocs/legis/home/findyourlegislator/#address.
2. Wait to get approval via email from the state of Pennsylvania. The state has to review and approve your application, verifying you took the 3-hour course and the rest of the information you provided before you can register to take the notary exam. This usually takes 4 to 6 weeks. You will get an email from the state with the next steps to register for that exam through the state’s vendor, Pearson VUE.
   • The information in the email will direct you to the different locations at which you can take the exam, which is a computer-based test.
3. Take and pass the notary test and pay the exam fee within 6 months. After getting your email of approval, you have 6 months to register for and take the notary exam. The state will provide you with either a physical or digital copy of the official notary handbook, which can be read and studied to help you prepare for the test. There are also practice exams you can take online. Follow the instructions in your approval email to register for your test, and make sure to write down the address for the testing location you choose.
   • There is a $65 exam fee that will need to be paid when you register to take your test.
   • If you don’t take the test within 6 months, you will have to retake the 3-hour educational course and submit a new application. You’ll also have to pay the $42 filing fee again.
4. Wait to receive the Notice of Appointee letter from the state. It generally takes 4 to 6 weeks before you receive notice that you have been approved as a notary. The notice will be sent to whichever address you included in your application, so either your home address or your work address. It’ll also include an official bond and oath form that will have to be completed with 45 days of you receiving your letter.
   • You can check your status online through the same place you submitted your application.

Finalizing the Notary Process

1. Get sworn in at the Recorder of Deeds within 45 days. After you get the Notice of Appointee letter, it’s time to take your oath of office. Arrange to do this at the same time that you submit your surety bond paperwork. Go to the court that is in the county where your application address is listed. Call ahead or go online to set an appointment to take your oath of office.
   • There are no extensions possible for this action, so make sure you get it done within the 45-day time limit.
2. Register your signature within 45 days at the Prothonotary’s office. This is most likely going to be at the same location as the Recorder of Deeds office, so you can probably get that done at the same time as your oath. This puts your signature into the system so that your future notarized documents can be verified.
   • Remember, you can’t do any notarizing until all of these steps have been completed. Anything done before that time will be invalid.
3. Purchase the remaining notary supplies that you need. Every notary has an individual, customized stamp (also sometimes called a seal), which you can order from a state-approved provider. You’ll also need a notary journal, in which you will keep track of all notary services you provide. Check out https://www.dos.pa.gov/OtherServices/Notaries/General%20Information%20and%20Equipment/Pages/Notary-Public-Equipment.aspx for more details.
   • It can take several weeks to receive your stamp. Once it comes in, double-check that all the information is correct. The stamp will have your name, your notary expiration date, your county, and the words “Notary Public” on it.
4. Renew your notary license every 4 years. Every 4 years, complete an additional 3-hour educational course. These can be found online by searching for “Pennsylvania notary continuing education courses.” This is a refresher course to review your duties as a notary, and you’ll also learn if any regulations or laws have changed since you were appointed. Once you’ve done the course, complete a renewal application online at the Department of State’s website. Aim to submit your application for reappointment at least 2 to 3 months before your license is set to expire.
   • Visit https://www.notaries.pa.gov/Pages/OnlineApplication.aspx to find the link for the reappointment application.
   • If you apply for renewal after your license expires, you’ll have to pass the exam again.
   • 4 years is a long time and it’s easy to forget these kinds of things! You should get a letter in the mail reminding you when it’s time to renew, but set a reminder in your phone, too, just to be safe.

Tips

• Consider getting Buy Errors and Omissions Insurance (E&O). It’s not required in the state of Pennsylvania, but it can help protect you from adverse legal consequences that may come up in the course of duty.
• Don’t forget that you can add your notary commission to your resume! It can be a great way to earn a little extra money and help out in your community.

Quick Summary

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