How to Become a Notary in Maine
To become a notary in Maine, you must:
- Meet the eligibility requirements provided in the next section.
- Print and complete the Application for a Notary Public Commission. (The required exam is part of the application.)
- Submit the application to the secretary of state with a $50 application filing fee.
- A certificate of commission will be mailed to you upon approval.
- Appear before a dedimus justice to take the oath within 30 calendar days.
- Return the completed certificate of qualification to the secretary of state within 45 calendar days from the date of appointment.
Note: If a notary applicant fails to be sworn into office by a dedimus justice within 30 days and/or the certificate of qualification is not received by the secretary of state within 45 days of the date of appointment, the Department of the Secretary of State will notify the applicant of failure to qualify. From the date of that notice, the applicant has 90 calendar days to request a reappointment by the Department of the Secretary of State. From the date of reappointment, the applicant has 30 calendar days to be sworn into office by a dedimus justice. If the applicant does not request reappointment within 90 calendar days from the date of notification of a failure to qualify, the applicant must reapply in order to be appointed as a notary public.
Who can become a notary public in Maine?
To become a notary in Maine, a notary applicant must meet the following requirements:
- Be at least 18 years old.
- Demonstrate the ability to read and write the English language.
- Be either a Maine resident or have a business or place of employment in Maine.
- Not have been convicted of or pled guilty or no contest to a disqualifying offense.
- Not have been convicted of or pled guilty or no contest to any crime punishable by one year or more of imprisonment.
- Not have been convicted of any crime involving fraud, dishonesty, or deceit.
- Not have received a finding or have made any admission of liability in any legal proceeding or disciplinary action against you based on fraud, dishonesty, or deceit.
- Not have had a notary commission in any state revoked, suspended, conditioned, or not renewed for cause.
This Maine notary guide will help you understand the following:
- Who can become a notary in Maine
- How to become a notary in Maine
- The basic duties of a notary in Maine
How do I renew my notary commission in Maine?
As a Maine notary public, you may complete the renewal process online up to 45 days before your current commission expires but no more than 90 days after your commission expires. Along with the application, you must pass an exam administered by the secretary of state to demonstrate understanding of the laws, rules, procedures, and ethics relevant to performing notarial acts.
Once you have completed the online renewal process and submitted the renewal payment, you will be required to print the application for renewal, oath of office form, and the notice providing important information on how to complete the renewal process. You must appear before a dedimus justice with your oath of office form to be sworn in just as you did when you were initially commissioned as notary public.
Note: If you do not submit an application for renewal within the allowed timeframe, you will have to apply for a new notary commission.
Who appoints notaries in Maine?
The Maine Department of the Secretary of State receives applications for appointment and reappointment as a notary public, administers the commissioning process, and maintains an electronic database of active notaries. To contact the Department of the Secretary of State, use the following information:
Maine Department of the Secretary of State
Bureau of Corporations, Elections and Commissions
101 State House Station
Augusta, ME 04333-0101
Phone: (207) 624-7736
Fax: (207) 287-5428
Email: cec.elections@maine.gov
Can a non-resident of Maine apply for a commission as a notary public?
Yes. A non-resident notary applicant can become a Maine notary public if they meet the qualifications to become a notary in Maine and have a place of employment or business located in Maine.
Very Important: If a non-resident Maine notary public is no longer employed or no longer has a business in the state of Maine, they must resign and destroy their notary stamp. The resigning notary should also submit their notary journal to the secretary of state.
How long is a notary public's commission term in Maine?
The commission term of a Maine notary public is seven years commencing with the date specified in the notary public commission. However, a notary’s commission may be rendered void:
- By resignation, death, or revocation.
- By suspension for official misconduct in Maine.
- When a notary public ceases to be a resident of Maine during the notary’s commission term.
- When a non-resident notary public ceases to be regularly employed or have a business in Maine.
- When a notary has been convicted of a crime.
Is notary training or an exam required to become a notary or to renew a notary commission in Maine?
Yes. Applicants seeking appointment or reappointment as a Maine notary public are required to take an exam as part of their notary application.
A notary applicant may download the Notary Public Course of Study, which contains information related to the notary exam.
How much does it cost to become a notary public in Maine?
To become a notary public in Maine, you will need to pay a $50 filing fee to process your application for appointment or reappointment as a notary public.
Other (optional) expenses include the cost of purchasing:
- An errors and omissions insurance policy to protect yourself if you are sued for unintentional mistakes or if a false claim is filed against you.
- An official stamp to authenticate all notarial acts (available from $21.95 from AAN).
- A notary journal to record all notarial acts performed (available from $11.95 from AAN). A journal is required for electronic and remote notaries but is optional for traditional notaries.
Do I need a notary errors and omissions (E&O) insurance policy to become a notary in Maine?
No. A notary errors and omissions insurance policy is optional in Maine and is not required to become a Maine notary public or to renew your notary commission. However, the American Association of Notaries strongly recommends that every Maine notary obtain a notary errors and omissions insurance policy. This insurance protects you if a client sues you as a notary. A notary errors and omissions policy covers unintentional notarial mistakes and pays for legal fees and damages up to the policy limit.
Do I need a notary bond to become a notary in Maine?
No. Maine does not require a notary public applicant to obtain a notary bond to be appointed or reappointed as a notary public in the state of Maine.
Do I need to order a notary stamp in Maine?
No. The Maine notary statute does not require notaries public to use an official notary seal. However, the secretary of state strongly suggests that a notary stamp be used on all notarizations, unless the use of the stamp is prohibited.
Notary Stamp Dimensions: The Maine notary statute does not provide dimension requirements for an official notary seal or notary stamp. It only states that it must be a rectangular or circular stamp.
Required Elements of a Notary Seal:
- The notary public’s name exactly as it appears on the notary public’s commission.
- The words “Notary Public.”
- The word “Maine” or “State of Maine” or the Great Seal of the State of Maine. The secretary of state recommends the use of the words rather than the Great Seal, as it is easier to identity the state of the notary public commission.
Important things to know about your notary seal:
- The notary stamp must be capable of being copied together with the record to which it is affixed or attached or logically associated.
- The secretary of state highly recommends that Maine notaries use a notary seal on documents leaving Maine.
- When a notary public who has obtained an official notary seal resigns, or the notary public's commission is revoked or expires, the notary public or their heirs shall destroy the official seal or send it to the secretary of state for destruction.
The American Association of Notaries offers quality notary stamps and seals at savings of up to 40% or more compared to the cost of the same products elsewhere. Click here to order your Maine notary stamp, notary seal, complete notary package, and other notary supplies.
How much can a Maine notary public charge for performing notarial acts?
The State of Maine does not statutorily set fees for notarial services. However, any fee to be charged by a notary public must be disclosed in writing to the individual requesting the services before the notarial act is performed. The notary public must obtain the individual’s agreement to any fee to be charged prior to performing the notarial act. The secretary of state suggests that notaries adopt a fee schedule to be provided when notarial services are requested.
Is a notary journal required in Maine?
A notary journal (also known as a record book, log book, or register book) is your first line of defense in proving your innocence if a notarial act you performed is questioned or if you are requested to testify in a court of law about a notarial act you performed in the past. A properly recorded notarial act creates a paper trail that will help investigators locate and prosecute signers who have committed forgery and fraud. Properly recorded notarial acts provide evidence that you followed your state laws and notary’s best practices.
Notary journal requirements in Maine:
- Traditional Notarizations – A Maine notary performing traditional notarizations is not required to maintain a notary journal. However, the secretary of state strongly suggests that you maintain a journal for of all notarial acts. A journal may be created in a permanent, bound register which contains page numbers or in an electronic format, which must be in a permanent, tamper-evident electronic format complying with the rules of the secretary of state. A Maine notary may only keep one journal at a time for traditional notarizations.
- Electronic Notarizations – A Maine notary is required to maintain a journal of all electronic notarial acts performed. A journal may be created in a permanent, bound register which contains page numbers or in an electronic format, which must be in a permanent, tamper-evident electronic format complying with the rules of the secretary of state. A Maine notary is permitted to keep more than one journal at a time for electronic notarizations.
- Remote Notarizations – A Maine notary is required to maintain a journal of all remote notarial acts performed. A journal may be created in a permanent, bound register which contains page numbers or in an electronic format, which must be in a permanent, tamper-evident electronic format complying with the rules of the secretary of state. A Maine notary is permitted to keep more than one journal at a time for remote notarizations.
The American Association of Notaries offers a wide variety of notary journals.
Click here to purchase a tangible notary journal.
Click here to become a member and access our electronic notary journal.
What information must Maine notaries record in their notary journals?
Traditional Notarizations - If you choose to maintain a notary journal, the secretary of state recommends that you record the same information required for electronic and remote notarizations.
Electronic Notarizations and Remote Notarizations – Maine requires notaries performing these notarizations to record the following information in their notary journals:
- The date and time of the notarial act.
- A description of the record, if any, and type of notarial act.
- The full name and address of each individual for whom the notarial act is performed.
- If the identity of the individual is based on personal knowledge, a statement to that effect.
- If the identity of the individual is based on satisfactory evidence, a brief description of the method of identification and the identification credential presented, if any, including the dates of issuance and expiration of any identification credential.
- The fee, if any, charged by the notarial officer.
What steps should I take if my Maine notary journal is lost or stolen?
A Maine notary must promptly notify the secretary of state upon discovering that their notary journal is lost or stolen.
How long should I retain my Maine notary journal?
On resignation from, or the revocation or suspension of, a notary public’s commission, the former notary public must retain their notary journal for ten years after the performance of the last notarial act chronicled.
Alternatively, a former notary may transmit the journal to the secretary of state or a repository approved by the secretary of state.
Furthermore, on the death or adjudication of incompetency of a current or former notary public, the notary public’s personal representative or guardian or any other person knowingly in possession of the journal must transmit it to the secretary of state or a repository approved by the secretary of state.
Where can I perform notarial acts in Maine?
A Maine notary public has statewide jurisdiction and may perform notarial acts in any county anywhere within the geographic borders of the state of Maine.
What notarial acts can a Maine notary public perform?
A Maine notary public is authorized to perform the following notarial acts:
- Take an acknowledgment of a record.
- Verification on Oath or Affirmation (Jurat).
- Witness or attest to a signature.
- Certify or attest a copy of a record.
- Make or note a protest of a negotiable instrument.
Can I perform electronic notarizations in Maine?
Yes. Effective July 1, 2023, Maine adopted the Revised Uniform Law on Notarial Acts (RULONA), which allows notaries to perform in-person electronic notarizations.
In an electronic notarization, the signer of the record must be in person with the notarial officer and not remotely located. The notarial officer will provide the mechanism for the record to be signed electronically using the technology of an approved technology provider.
What is the process to become a Maine electronic notary public?
To perform electronic notarizations in Maine as a current notary public, you must:
- Read and understand the notary public laws set forth in 4 M.R.S Chapter 39 and the Secretary of State’s Rules Governing Notaries Public, Notarial Officers, Notarial Acts and the Procedures for Electronic and Remote Notarization, Chapter 700 regarding electronic and remote notarization.
- Select the approved technology provider(s) you will be using.
- Take the training required by the technology provider(s).
- Submit the Notarial Officer’s Notice to Perform Electronic and/or Remote Online Notarizations form to the secretary of state along with:
- A certification from each technology provider confirming that you have received training in the use of that technology and have been approved as a user of that technology.
- An example of your electronic signature and official electronic stamp.
Can I perform remote notarizations in Maine?
Yes. Effective July 1, 2023, Maine adopted the Revised Uniform Law on Notarial Acts (RULONA), which allows notaries to perform remote notarizations on both tangible and electronic documents.
In a remote notarization, the signer of a document is not in person with the notarial officer; rather, the notarization process is conducted using a technology provider that has been approved by the secretary of state so that a notarial officer and a remotely located individual are able to communicate with each other simultaneously by sight and sound.
How do I become a remote notary in Maine?
To perform remote notarizations in Maine as a current notary public, you must:
- Read and understand the notary public laws set forth in 4 M.R.S Chapter 39 and the Secretary of State’s Rules Governing Notaries Public, Notarial Officers, Notarial Acts and the Procedures for Electronic and Remote Notarization, Chapter 700 regarding electronic and remote notarization.
- Select the approved technology provider(s) you will be using.
- Take the training required by the technology provider(s).
- Submit the Notarial Officer’s Notice to Perform Electronic and/or Remote Online Notarizations form to the secretary of state along with:
- A certification from each technology provider confirming that you have received training in the use of that technology and have been approved as a user of that technology.
- An example of your electronic signature and official electronic stamp.
How do I update my address on my Maine notary commission?
You must notify the secretary of state within 30 calendar days of any changes to your notary commission. A change of address can be reported online by logging in to your notary record on Total Notary Solution and making any changes needed.
An amended certificate of commission will be issued by the secretary of state upon receipt of the notice of change of residence to a new municipality.
How do I change my name on my notary commission in Maine?
- You must notify the secretary of state within 30 calendar days of any changes to your notary commission. The change can be reported online by logging in to your notary record on Total Notary Solution and making any necessary changes.
- You will also need to complete the Notice of Change in Official Notary Signature form and submit it to the secretary of state. This form can be submitted via email to cec.notaries.maine.gov.
- An amended certificate of commission will be issued by the secretary of state upon receipt of the notice of name change.
- If you were using a notary seal prior to changing your name, then you will have to obtain a notary seal with your new name.
Revised:
October 2023
Legal disclaimer: The American Association of Notaries makes no claims, promises, or guarantees about the accuracy, completeness, or adequacy of the information contained on this page. Information on this page is not intended as legal advice. We are not attorneys. We do not pretend to be attorneys. Though we will sometimes provide information regarding federal laws and statutes and the laws and statutes of each state, we have gathered this information from various sources. We do not warrant the information gathered from those sources. It is your responsibility to know the appropriate laws governing your state. Notaries are advised to seek the advice of an attorney in their states if they have legal questions about how to perform notarial acts.
Notary bonds and errors and omissions insurance policies provided by this insurance agency, American Association of Notaries, Inc., are underwritten by Western Surety Company, Universal Surety of America, or Surety Bonding Company of America, which are subsidiaries of CNA Surety.