How to Become a Notary in Pennsylvania

How do I renew my notary commission in Pennsylvania?

Pennsylvania notaries must file an application for reappointment with the Department of State at least two to three months prior to the expiration of their current notary public commissions to ensure uninterrupted “commissioned” status. Notaries applying for reappointment as notaries public must follow the same process and procedures as the initial application for appointment as a notary public. All certificates for the approved continuing education course and examination (if required) must be valid at the time of the submission of the application for reappointment. Renewing notaries public should allow at least one month for processing after submitting a completed application for reappointment to the Department of State. An application for reappointment may be submitted to the Department of State either by mail or by applying online at Notaries Online (pa.gov).

Who appoints notaries in Pennsylvania?

The Pennsylvania Department of State appoints notaries public, administers the commissioning process, retains the records on notaries public, and maintains an electronic database of active notaries and electronic notaries. To contact the Department of State, use the following information:

Pennsylvania Department of State
Bureau of Commissions, Elections and Legislation
Legislation and Notaries 
210 North Office Building 
Harrisburg, PA 17120-0029
(717) 787-5280 

Can a non-resident of Pennsylvania apply for a commission as a notary public?

Yes. A non-resident may apply to become a Pennsylvania notary public if the non-resident meets the following requirements (57 Pa C.S. §321a):

1. Has a place of employment or practice in Pennsylvania.
2. Satisfies the same qualifications as Pennsylvania residents, setting aside the residency requirements.
3. Follows the same process and procedures for the initial application for appointment as a notary public as a Pennsylvania resident.
4. Completes a three-hour-minimum, approved notary education course, which is required for all applicants applying for initial appointment or reappointment as a notary public.
5. Passes an examination (for applicants who do not hold a current notary public commission).
6. Continuously maintains a place of employment or practice in Pennsylvania.
7. Relinquishes his or her notary commission if he or she ceases to have a place of employment or practice in Pennsylvania.

How long is a notary public's commission term in Pennsylvania?

The term of office for a Pennsylvania notary public is four years commencing from the date of appointment. However, a notary’s commission may be rendered void:

1. By resignation, death, or revocation.
2. When a notary public is no longer a resident of Pennsylvania.
3. When a nonresident notary ceases to have a place of employment or practice in this Commonwealth.
4. When a notary is no longer a citizen or permanent legal resident of the United States.
5. When a notary no longer has the capability to read and write English.
6. When a notary public becomes disqualified under 57 Pa.C.S. Section 323 [relating to sanctions].
7. When a notary fails to comply with other requirements established by the Department of State by regulation as necessary to ensure the competence, integrity, and qualifications of a notary public and to insure the proper performance of notarial acts.

Is notary training or an exam required to become a notary or to renew a notary commission in Pennsylvania?

Yes. All new applicants seeking an appointment as a notary public, including notaries reapplying for a subsequent commission, are required to complete a three-hour-minimum, approved notary education course within the six months immediately preceding the application for appointment or reappointment as a notary public. This requirement applies to those notaries previously “grandfathered” under the Tritt v. Cortes court ruling.  There is no exemption to the mandatory notary education requirement even for those who were previously “grandfathered.”

An approved notary education course may be comprised of either interactive or classroom instruction and must contain a core curriculum covering the duties and responsibilities of the office of notary public and electronic notarization. The continuing education courses approved for notaries public applying for reappointment as notaries public are more advanced in content and are designed to be relevant for the notary public who has already completed the basic education course and has encountered more complicated documents and advanced notary issues in the course of a previous notary public commission. Please see Notary Education Providers for a list of approved notary public education course providers available on the Department of State’s website.

Examination: All applicants who do not hold a current notary public commission in Pennsylvania at the time the application is received by the Department of State must pass an examination administered by the Department’s examination vendor, Pearson VUE.  This includes applicants who have never held notary commissions and all applicants who previously held notary commissions but whose commissions were lapsed or expired (even for just one day) by the time their applications for reappointment were received by the Department. The examination is based on the basic education course of study, which must cover the statutes, regulations, procedures, and ethics relevant to notarial acts, with a core curriculum including the duties and responsibilities of the office of notary public and electronic notarization.

After the Department’s review and approval of their notary applications, applicants who are required to take the examination will be provided with information via email on Pearson VUE’s testing procedures and sites. The examination will be a computer-based test offered at Pearson VUE test centers in nearly all Pennsylvania counties. The cost of the examination is $65 per test.

Notary applicants have six months from the time they are authorized to sit for the examination to successfully pass the test. They may take it as many times as needed within the six-month period. Examination results will be electronically reported to the Department by Pearson VUE. Applicants successfully completing the examination will be appointed as notaries public by the Department. Applicants who are unable to pass the examination within six months will be required to retake the basic education course and reapply for appointment and commission to the Department.

How much does it cost to become a notary public in Pennsylvania?

A Pennsylvania notary applicant’s expenses may include the following:

1. A $42 filing fee to process an application for appointment or reappointment as a notary public.
2. The cost of a $10,000 surety bond.
3. The price of an official notary stamp.
4. The cost of a notary journal.
5. Tuition for a mandatory notary public education course.
6. A $65 fee for the mandatory examination for all initial appointments as notaries public.
7. The cost of an E&O insurance policy if a notary public wishes to obtain one for his or her protection against liability.

Do I need a notary errors and omissions (E&O) insurance policy to become a notary in Pennsylvania?

An errors and omissions insurance policy is optional in Pennsylvania. It is not mandatory to have E&O insurance when applying for an appointment or reappointment as a notary public. The American Association of Notaries recommends that Pennsylvania notaries obtain an errors and omissions insurance policy for their protection against liability. Errors and omissions insurance is designed to protect a notary public in the event he or she commits a negligent act or makes an unintentional error or omission while acting in the notary’s official capacity. Such unpremeditated errors and omissions may well result in financial or other type of loss to the public or to a client, who may sue a notary public for recovery. An E&O policy customarily covers legal fees and damages based on the coverage a Pennsylvania notary selects.

Do I need a notary bond to become a notary in Pennsylvania?

Within 45 days after the date of appointment or reappointment as a notary public, any new applicant seeking an appointment as a notary public and all renewing notaries applying for reappointment are required to obtain a surety bond in the amount of $10,000 (57 Pa C.S. §321[d]). The surety bond must be executed and issued by an insurance company authorized to do business in Pennsylvania. A surety or issuing entity must notify the Department of State of a payment made under a notary public’s bond not later than thirty days after making a payment to a claimant under the bond. A notary public may perform notarial acts in Pennsylvania only during the period in which a valid bond is on file with the Department of State.

Do I need to order a notary stamp in Pennsylvania?

The Pennsylvania notary statute requires all notaries public to use an inked rubber stamp to authenticate all their official acts (57 Pa C.S. §317).  Section 317 provides the legal specifications regarding the layout and the information required on a notary’s official stamp.

Dimensions: The rubber stamp must be rectangular, with a maximum height of 1 inch and width of 3½ inches, with a plain border.

Required Elements: The official stamp must show clearly in the following order:

1. The words “Commonwealth of Pennsylvania.”
2. The words “Notary Seal.”
3. The name as it appears on the commission of the notary public and the words “Notary Public.”
4. The name of the county in which the notary public maintains an office.
5. The date the notary public’s commission expires.
6. The notary commission number.

Note: The official stamp will no longer contain the municipality in which the notary maintains an office. The official stamp must be capable of being copied together with the record to which it is affixed or attached or with which it is logically associated. “Notaries may use an embosser in addition to the rubber stamp seal. However, the embosser is optional and may not replace the rubber stamp seal” (website, “Notary Public Equipment”). There are no prescribed dimensions provided for the embosser.

A notary public must provide a written statement to the Department of State within 15 days of discovering that his or her rubber stamp has been lost, stolen, misplaced, destroyed, or otherwise made unavailable and provide the date the notary discovered the stamping device was lost, stolen, misplaced, destroyed, or otherwise made unavailable. DO NOT send old notary stamps to the Department of State unless the notary’s commission has been suspended or revoked or the notary has been instructed or ordered to do so. 

To order a Pennsylvania notary stamp, notary seal, complete notary package, and notary supplies please visit the American Association of Notaries website, or call 713-644-2299.

How much can a Pennsylvania notary public charge for performing notarial acts?

Pennsylvania notary fees are set by the Department of State’s adopted regulation (4 Pa. Code §161.1). The maximum allowable fees that a Pennsylvania notary public may charge for notarial acts are listed below:

1. Executing an affidavit (no matter how many signatures): $5.
2. Taking an acknowledgment: $5; for each additional name -  $2. 
3. Administering an oath, per person: $5.
4. Taking verification on oath or affirmation (no matter how many signatures): $5.
5. Witnessing or attesting a signature (per signature): $5.
6. Certifying or attesting a copy or deposition, per certified copy: $5.
7. Noting a protest, per page: $3.

The fees fixed by the Department of State are for notarial services regardless of whether the services occur in the traditional pen and paper manner or electronically. The notary public may waive the right to charge a fee and/or may charge reasonable clerical or administrative fees for services provided in addition to the notarization of a document. The fees for notarial services are presumed to be the property of the notary public and do not belong to the entity that employs the notary public, unless mutually agreed upon by the notary and the employer.

Is a notary journal required in Pennsylvania?

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 Pennsylvania for traditional notarizations, electronic notarizations (eNotarizations) and remote online notarizations (RONs) – A notary public must maintain a journal in which they record all notarial acts performed in chronological order. A journal may be created on a tangible medium or in an electronic format. A notary may maintain a separate journal for tangible records and for electronic records. If the journal is maintained in an electronic format, it must be in a tamper-evident electronic format complying with the regulations of the Pennsylvania Department of State.

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 Pennsylvania notaries record in their notary journals?

Pennsylvania requires notaries to chronicle the following information in their notary journals regarding traditional notarizations, electronic notarizations and remote notarizations:

1. The date and time of the notarial act.
2. A description of the record, if any, and type of notarial act.
3. The full name and full address (street and number, city and state) of each individual for whom the notarial act is performed.
4. If the identity of the individual is based on personal knowledge, a statement to that effect.
5. If the identity of the individual is based on satisfactory evidence, a brief description of the method of identification and any identification credential presented, including the date of issuance and expiration of an identification credential.
6. The fee charged by the notary public.

Where can I perform notarial acts in Pennsylvania?

A Pennsylvania notary public has statewide jurisdiction and may perform notarial acts in all counties within the geographic borders in the Commonwealth of Pennsylvania. A notary public must be physically present in Pennsylvania regardless of whether the notarization is in-person or remote. A Pennsylvania notary public commission is only valid in and for the Commonwealth of Pennsylvania.

What notarial acts can a Pennsylvania notary public perform?

A Pennsylvania notary public is authorized to perform the following notarial acts (57 Pa.C.S. §302[4]):

1. Taking an acknowledgment
2. Administering an oath or affirmation
3. Taking a verification on oath or affirmation
4. Witnessing or attesting a signature
5. Certifying or attesting a copy or deposition
6. Noting a protest of a negotiable instrument

Can I perform electronic notarizations in Pennsylvania?

Yes. The State of Pennsylvania has adopted the “Revised Uniform Law on Notarial Acts” (Pa.C.S. Title 57, Chapter 3), which includes a provision authorizing a notary public to select one or more tamper-evident technologies to perform notarial acts with respect to electronic records from the tamper-evident technologies approved by the Pennsylvania Department of State by adopted rule. In addition, Pennsylvania has adopted the “Uniform Electronic Transactions Act,” which authorizes a notary public to obtain an electronic or digital signature and electronic seal to notarize electronic documents in the physical presence of the individual seeking the notarization. Pennsylvania has also adopted the Uniform Real Property Electronic Recording Act, which states a requirement that a document or a signature associated with a document be notarized, acknowledged, verified, witnessed, or made under oath is satisfied if the electronic signature of the person authorized to perform that act, and all other information required to be included, is attached to or logically associated with the document or signature. Until the passage of the new remote notarization laws that allows Pennsylvania notaries to perform notarial acts for remotely located individuals by using electronic communication technology, Pennsylvania law required notarial acts (even those performed electronically with respect to electronic records) to be performed in the physical presence of the notary public.  

Before a notary public performs the initial notarial act with respect to an electronic record, a notary public shall notify the Department of State that the notary public will be performing notarial acts with respect to electronic records and identify each technology the notary public intends to use. If the Department of State has established standards for approval of technology under Section 327 (relating to regulations), the technology must conform to the standards. If the technology conforms to the standards, the Department of State shall approve the use of the notary’s technology (57 Pa.C.S. §320).

A person may not require a notary public to perform a notarial act with respect to an electronic record with a technology that the notary public has not selected. Effective October 29, 2020, a recorder of deeds may accept for recording a tangible copy of an electronic record containing a notarial certificate as satisfying any requirement that the record be an original, if the notarial officer executing the notarial certificate certifies that the tangible copy is an accurate copy of the electronic record. The Department of State has not yet established the standards and procedures by rule for electronic notarizations as specified by state notary law.

What is the process to become a Pennsylvania electronic notary public?

Before a notary public performs the initial notarial act with respect to an electronic record, the following steps must be completed:  

Step 1.   A commissioned Pennsylvania notary public who holds a current and unrestricted commission completes the Electronic Notary Public Application (https://www.notaries.pa.gov/Pages/ENotaryHome.aspx) on the Department of State’s Online ENotary Public Application System. The application is available only on the Department of State’s website at https://www.notaries.pa.gov (Link to ENotary Services/Application). The same form is used for electronic notaries and remote notaries.

Step 2.  The Bureau of Commissions processes the electronic notary public application. The approved applicant will be notified by an email from the Bureau, authorizing the notary public to act as an electronic notary public until the end of the notary public’s current four-year commission. At this time, all communications state “electronic notarization,” regardless of whether or not remote notarization capabilities are sought.

Step 3.  The approved electronic notary public will go to the Department of State’s website at https://www.notaries.pa.gov to select approved electronic notary technology provider(s) (link to ENotary Services/Select Vendors). The electronic notary public may select more than one approved electronic notary technology provider from the List of Approved Electronic and Remote Notarization Technology Providers (https://www.dos.pa.gov/OtherServices/Notaries/E-Notary).

Step 4.  The Bureau notifies the selected electronic notarization technology provider(s) that the Pennsylvania notary public is authorized to receive an electronic notary technology and has selected his or her technology.

Step 5.  The notary public and the selected electronic notary technology provider work together directly to obtain and pay for an electronic notary technology.

Step 6.  Once an electronic notary technology has been issued to the notary public by the approved technology vendor, the technology provider will notify the Department of State through https://www.notaries.pa.gov (Partner Login/Keystone Login) and the notary public’s record with the Department of State will be updated showing that particular electronic notary technology has been issued to that notary.

The notary public will show as “e-notary capable” on the Department of State’s searchable public database (https://www.notaries.pa.gov/Pages/NotarySearch.aspx) when the technology vendor notifies the Department of State that it has given the notary authorization to use its services. The term “e-notary capable” on the Department of State’s database means that the notary public has been authorized to use either an electronic notary solution or a remote notary solution or both. The notary public may now use the selected electronic and/or remote notary technology until the end of the notary public’s current four-year commission or for a lesser period as necessitated by the particular electronic notary technology, whichever is shorter. There are no requirements for additional education courses or a bond to become an electronic notary public under the Electronic Notarization Program. Steps 1-6 are repeated at the beginning of each four-year notary public commission. For further information, visit the Department of State’s website at https://www.dos.pa.gov/notaries, or click here.

Can I perform remote online notarizations in Pennsylvania?

Yes. Remote notarization came in phases, beginning temporarily for limited transactions on March 25, 2020 and culminating with Act 97 of 2020. The 2020 General Assembly of Pennsylvania passed House Bill 2370 by adding Section 306.1 to the “Uniform Law on Notarial Acts” (57 Pa.C.S. Chapter 3). This bill became effective on October 29, 2020. Act 97 made remote online notarization a permanent part of Pennsylvania law. House Bill 2370 authorizes a Pennsylvania notary public, commissioned as a remote notary public, to perform notarial acts for remotely located individuals using communication technology that conforms to the adopted regulations and standards by the Department of State. Section 306.1[g] authorizes the Department of State to adopt regulations for remote notarizations, and such regulations shall: (1) prescribe the means of performing a notarial act involving communication technology to communicate with a remotely located individual; (2) establish standards for communication technology and identity proofing that include the use of credential analysis, dynamic knowledge-based authentication, biometrics, and other means of identification; (3) establish requirements or procedures to approve providers of communication technology and the process of identity proofing; and (4) establish standards and periods for the retention of an audio-visual recording created under this Subsection (b)(3) of the performance of a notarial act.

Before a notary public performs his or her initial remote online notarial act, a notary public must notify the Department of Licensing that he or she intends to perform notarial acts using communication technology for remotely located individuals. Before a notary public performs the notary public's initial notarial act for a remotely located individual, the notary public must notify the Department of State that he or she will be performing notarial acts facilitated by communication technology and identify the technology. If the Department of State has established standards for approval of communication technology or identity proofing under Subsection (g) and Section 327 (relating to regulations), the communication technology and identity proofing must conform to the standards.

The Department of State maintains a list of approved technology vendors and continues to add new remote notary vendors. Skype, Zoom, and FaceTime alone are NOT acceptable remote notarization technologies. The Department of State advises notaries public to research the various vendors before applying to them. The cost and use of the approved remote notary solutions vary – some are eClosing and lender-oriented, while other solutions may be better applied to different sectors and types of transactions. The notarial certificate must disclose that the notarization was conducted using communication technology. This requirement is satisfied by using the following statement: “This notarial act involved the use of communication technology.”

How do I become a remote online notary in Pennsylvania?

Before a notary public performs the initial remote notarial act using communication technology for a remotely located individual, the following steps must be performed:  

Step 1.   A commissioned Pennsylvania notary public who holds a current and unrestricted commission completes the Electronic Notary Public Application (https://www.notaries.pa.gov/Pages/ENotaryHome.aspx) on the Department of State’s Online ENotary Public Application System. The application is available only on the Department of State’s website at https://www.notaries.pa.gov (Link to ENotary Services/Application). The same form is used for electronic notaries and remote notaries.

Step 2.  The Bureau of Commissions processes the remote notary public application. The approved applicant will be notified by an email from the Bureau, authorizing the notary public to act as a remote notary public until the end of the notary public’s current four-year commission. At this time, all communications state “electronic notarization,” regardless of whether or not remote notarization capabilities are sought.

Step 3.  The approved remote notary public will go to the Department of State’s website at https://www.notaries.pa.gov to select approved remote notary technology provider(s) (link to ENotary Services/Select Vendors). The remote notary public may select more than one approved remote notary technology providers from the List of Approved Electronic and Remote Notarization Technology Providers (https://www.dos.pa.gov/OtherServices/Notaries/E-Notary).

Step 4.  The Bureau notifies the selected remote notarization technology provider(s) that the Pennsylvania notary public is authorized to receive a remote notary technology and has selected his or her technology.

Step 5.  The notary public and the selected remote notary technology provider work together directly to obtain and pay for a remote notary technology.

Step 6.  Once a remote notary technology has been issued to the notary public by the approved technology vendor, the technology provider will notify the Department of State through https://www.notaries.pa.gov (Partner Login/Keystone Login). The notary public’s record with the Department of State will be updated showing that particular remote notary technology has been issued to that notary.

The notary public will show as “e-notary capable” on the Department of State’s searchable public database (https://www.notaries.pa.gov/Pages/NotarySearch.aspx) when the technology vendor notifies the Department of State that it has given the notary authorization to use its services. The term “e-notary capable” on the Department of State’s database means that the notary public has been authorized to use either an electronic notary solution or a remote notary solution or both. The notary public may now use the selected remote notary technology until the end of the notary public’s current four-year commission or for a lesser period as necessitated by the particular remote notary technology, whichever is shorter. There are no requirements for additional education courses or a bond to become a remote notary public under the Electronic Notarization Program. Steps 1-6 are repeated at the beginning of each four-year notary public commission. For further information, visit the Department of State’s website at https://www.dos.pa.gov/notaries or click here.

How do I update my address on my Pennsylvania notary commission?

A Pennsylvania notary public must notify the Department of State within thirty days of any change in the information on file with the Department of State, including the notary public’s office address, home address, or email address. The applicant's employer/business address and telephone number as provided on the application is public information. In the absence of an employer or business address and phone number, the home address and phone become the public address and phone number by default. The notice of a change in address must be made in writing or by email and must include the effective date of the change. The Department of State has a Change of Address form on their web page to assist notaries in complying with this requirement. If the notary’s new office address is in a different county, the notary public must register the notary’s official signature in the Prothonotary’s Office of the new county within thirty days of moving into the new county. The address change form may be submitted online at www.notaries.pa.gov (link to “Notary Services” and then “Update Information”). To download the Notary Public Change of Address/Email form, click here: Update Information (pa.gov).

How do I change my name on my notary commission in Pennsylvania?

A notary public must notify the Department of State within thirty days of any change in the information on file with the Department of State, including the notary public’s legal name. The notice of a change in name must be on a form prescribed by the Department and accompanied by evidence of the name change (such as a marriage certificate, court order, or divorce decree).

Following notification to the Department of State, a notary public may:

1. Use the new name or continue to perform notarial acts in the name in which he or she was commissioned until the expiration of his or her commission term.
2. Change his or her commission name to the new name after submitting the required application for reappointment and the supporting documents to the Department of State.

Before the notary public uses the new name for the performance of notarial acts, the notary public must register the new official signature with the Prothonotary’s Office of the county where the notary’s office address is located. The notary must also purchase a new rubber stamp seal. The Name Change form may be submitted online at www.notaries.pa.gov (link to “Notary Services” and then “Update Information”). To download the Notary Public Change of Name form, click here: http://www.dos.pa.gov/OtherServices/Notaries/NotaryServices/Pages/Update-Information-.aspx

Revised:

January 2021