Illinois has a unique system where both residents and non-residents working in the state can apply to become notaries. The state also distinguishes itself by allowing applicants to perform remote notarizations, which have gained popularity in recent years. Additionally, Illinois requires all notaries to file their commission with the county clerk’s office, adding an extra local layer of regulation. This guide will walk you through the specific steps to becoming or renewing as a notary in Illinois, ensuring you stay compliant with both state and county rules.
1. Requirements to Become a Notary in Illinois
Becoming a notary public in Illinois requires meeting certain eligibility criteria and following a step-by-step process to ensure you are properly commissioned. Here's how to get started:
Eligibility Criteria
Before you begin the application process, ensure you meet the following criteria:
- You must be at least 18 years old.
- You must be a legal resident of Illinois, or if you live in a neighboring state, you must work in Illinois.
- You must be able to read and write English.
- You cannot have any disqualifying criminal convictions.
Step 1: Complete the Notary Application
In Illinois, notary applications are processed through the Illinois Secretary of State’s office. You must complete an application that includes your personal information, the county where you reside (or work), and the details of your employment if you live out of state.
Step 2: Obtain a $5,000 Surety Bond
Illinois requires all notaries to obtain a $5,000 surety bond. This bond protects the public from any errors or misconduct and must be filed with your application.
Step 3: Submit Your Application and Bond to the Secretary of State
Once you’ve obtained your bond, you must submit your notary application and bond to the Illinois Secretary of State’s office, either online or by mail.
Step 4: Pay the Application Fees
The fee for becoming a notary in Illinois is $15. This fee must be submitted with your application and bond.
Step 5: File Your Commission with the County Clerk
After your application is approved, you must file your commission with the county clerk’s office in the county where you reside (or work). This step is unique to Illinois and must be completed before you begin notarizing documents.
Step 6: Purchase Your Notary Seal
Once your commission is filed with the county clerk, you will need to purchase a notary seal that meets Illinois’ legal requirements. The seal must include your name, the words "Notary Public," "State of Illinois," and your commission expiration date.
Step 7: Receive Your Commission Certificate
After filing your commission and purchasing your seal, you will receive your commission certificate, confirming your official status as a notary public in Illinois.
Frequently Asked Questions (FAQ) For New Notaries
1. How long does it take to become a notary in Illinois?
The processing time is generally 4-6 weeks after the submission of your application and bond.
2. Where do I submit my notary application in Illinois?
Applications must be submitted to the Illinois Secretary of State’s office either online or by mail. You will also need to file your commission with your local county clerk’s office after approval.
3. What happens if my application is denied?
If your application is denied, the Illinois Secretary of State will inform you of the reasons, and you may correct the issues and reapply.
4. Do I need to maintain a notary journal in Illinois?
While Illinois does not require notaries to keep a journal, it is highly recommended. A journal can help protect you from liability and provide a record of your notarial acts.
2. Requirements for Notary License Renewal in Illinois
In Illinois, notary commissions are valid for four years, after which you must renew your license to continue performing notarial acts. Here’s what you need to know about renewing your commission:
Step 1: Submit Your Renewal Application
Renewal applications must be submitted to the Illinois Secretary of State. The process is similar to the initial application, and you must file your new commission with the county clerk once again.
Step 2: Obtain a New $5,000 Surety Bond
Each renewal period requires securing a new $5,000 surety bond. This bond must be submitted along with your renewal application.
Step 3: Pay the Renewal Fees
The renewal fee is $15, which must be submitted with your bond and renewal application.
Step 4: File Your New Commission with the County Clerk
After your renewal application is approved, you must file your new commission with the county clerk’s office. This step is required for every renewal.
Step 5: Update or Replace Your Notary Seal
If your notary seal has become worn or no longer meets state requirements, you will need to purchase a new one. Ensure the updated seal reflects your renewed commission expiration date.
Frequently Asked Questions (FAQ) For Renewing Notaries
1. What happens if my notary commission expires before I renew?
If your commission expires, you must stop performing notarial acts immediately. You will need to reapply and complete the full application process again.
2. Can I perform remote notarizations in Illinois?
Yes, Illinois allows for remote online notarization (RON). You must register with the state and meet the additional requirements, including using state-approved technology platforms.
3. What fees can I charge for notarial services in Illinois?
Illinois allows notaries to charge a reasonable fee for their services. Fees must be agreed upon with the client in advance.
4. What should I do if my notary seal or journal is lost or stolen?
If your notary seal or journal is lost or stolen, you must notify the Illinois Secretary of State immediately. You will need to order a new seal and report any lost or stolen entries if you maintain a journal.