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Notary Requirements for Illinois: 2025 Updated

by Ben Camerota
Twin waterfalls cascading into the lush, forested Tonti Canyon at Starved Rock State Park, Illinois, with mist rising from the splash pools surrounded by mossy rock walls and green foliage.

This guide provides a comprehensive overview of obtaining and renewing an Illinois Notary Public commission, including traditional, electronic, and remote notarization, based on official sources as of May 2025.

Eligibility Requirements

To qualify for an Illinois Notary Public commission, an applicant must meet all of the following criteria:

  • Citizenship/Residency: Be a U.S. citizen or lawful permanent resident. Illinois residents must have lived in the state at least 30 days; non-residents from bordering states (Iowa, Kentucky, Missouri, Indiana, or Wisconsin) may qualify if they have a principal place of work or business in Illinois for at least 30 days and their home state has reciprocal provisions.

  • Age: Be at least 18 years old.

  • Language: Have proficiency in English (written and spoken).

  • Criminal History: Have no felony convictions and no prior notary commission revoked by the Secretary of State.

  • Other: Have no administrative disqualifications (e.g., outstanding government disciplinary actions) and possess sound moral character.

  • Education/Exam: First-time and renewing applicants must complete a Secretary of State (SOS)-approved notary study course and pass its exam. The course covers Illinois notary law and procedures. (Applicants qualifying for an exemption, e.g., attorneys, should refer to SOS Exemption form I-279.)


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Application Process

  • Online Application (Preferred): Effective August 1, 2024, Illinois requires applicants to use the SOS online notary application system for new appointments, renewals, and adding electronic-notary commissions. Applicants provide their Illinois driver’s license or ID number and date of issue for auto-fill and verification against SOS databases. See the Online Notary Application link on the SOS website.

  • Hardship Exemption (Paper Application): Applicants unable to use the online system may request a paper “hardship” application (Forms: I-269 for residents, I-270 for non-residents, available on SOS website).

  • Application Types: Select one: (1) New Commission (Notary Public only, or Notary+Electronic Notary); (2) Renewal (Notary only or Notary+Electronic); or (3) Add Electronic Notary to an existing active Notary commission. If adding electronic, list intended e-notary system provider(s), device(s), and include electronic signature on file.

  • Required Documents and Steps:

    • Name/Address Verification: Must exactly match current Illinois driver’s license or ID card.

    • Proof of Course Completion: Include a copy of the certificate from an Illinois-approved notary study course (required for initial or renewal).

    • Surety Bond: Attach a $5,000 surety bond (or $30,000 if performing electronic/remote notarial acts). Use bond form I-263 (paper) or I-264 (online).

    • Application Fee: $15 for Notary Public commission. $25 additional for Electronic Notary commission (total $40 for Notary+Electronic combo). Adding Electronic to existing commission: $25. Pay to “Secretary of State” (check/money order or credit card via SOS payment link).

    • Oath/Affirmation: Affirm on application under penalty of perjury that all statements are true and requirements are met. This is your notarial oath. Online applications use an electronic affirmation.

    • Identity Verification: Submit a legible photocopy of your Illinois driver’s license or ID showing current home address and matching name.

    • Signature Notarization (Paper Applications): Applicant’s signature on paper applications must be notarized by another Illinois notary with their seal.

  • Submission: For online applications, upload documents and pay electronically. For paper, mail complete packet (application, course certificate, bond, ID copy, fee) to: Secretary of State – Index Department, 111 East Monroe St., Springfield IL 62756.

  • Receiving and Activating Commission: SOS Index Department reviews. If approved, a commission certificate is issued. No County Clerk recording required since July 1, 2022. Commission active upon SOS approval and notary obtaining official seal.

Bond and Insurance Requirements

Illinois law requires all notaries to purchase a surety bond to protect the public.

  • Amount:

    • $5,000 for a standard (traditional) commission.

    • $30,000 if the notary intends to perform electronic/remote notarial acts via audio-video communication (can be a single $30,000 bond or a $5,000 bond plus an additional $25,000 bond for electronic/remote services).

  • Issuing Company: Must be licensed in Illinois. An Errors and Omissions (E&O) policy or corporate bond cannot substitute the surety bond.

  • Form: Use official SOS bond forms (I-263 for paper, I-264 for online). Applicant and surety sign; surety affixes corporate seal. Bond must state a penal sum ($5k or $30k).

  • Existing Notaries Adding E-Notary: If adding electronic privileges and intending remote acts, update bond to $30,000 (e.g., add $25k bond via Form I-263).

  • Submission: Submit original bond form(s) with application. Bond must show the correct name/address matching application.

Notary Commission Term and Expiration

  • Term Length:

    • Illinois Residents: Four years from commission date.

    • Non-Residents (bordering states): One year.

    • County listed is the county of residence or IL work.

  • Expiration: Expires at midnight on date printed on commission certificate. SOS notifies ~60 days prior.

  • No Automatic Renewal: No grace period. Stop notarizing upon expiration until reappointed. Notarizing after expiration is a crime.

Renewal Process

Reapply for a new commission (mark “Renewal”). Similar to the original application.

  • Notice: SOS reminder ~60 days before expiration.

  • Course & Exam: Retake required study course and pass exam. Include a new course completion certificate.

  • Fees: Renewal fee: $15 (Notary only), or $40 (Notary+Electronic). Adding Electronic to existing: $25.

  • Bond: Obtain new bond for the new term ($5k or $30k).

  • Application: Complete application (online or paper hardship), including notarized oath.

  • Submission: Send renewal packet to SOS before current commission expires.

  • New Seal: Required to reflect new commission expiration date.

Notary Seal and Journal

Official Seal (Rubber Stamp): Mandatory. Authenticate notarial acts.

  • Format: Rectangular rubber stamp (maximum 1″×2½″), serrated or milled border.

  • Content (in this order):

    1. “Official Seal”

    2. Notary’s full official name (as commissioned)

    3. “Notary Public – State of Illinois”

    4. “Commission No.” followed by your commission number

    5. “My Commission Expires” followed by the commission expiration date (month, day, year - machine-imprinted).

  • Ink Color: Black ink only.

  • Placement: Near signature, not obscuring writing; ensure legible imprint.

  • Verification: Order from reputable vendor; verify text against commission certificate.

Notary Journal: Mandatory (since June 5, 2023). Record all notarial acts.

  • Format: Paper or electronic. Multiple journals permitted. Personal official record.

  • Security: Keep secure. Notify SOS Index Department within 10 business days if lost, stolen, or compromised.

  • Retention: Per Illinois rules (typically 4-year term and beyond).

  • Required Info (in journal): Notary name, commission #, expiration, office address, disposition statement, abbreviation key, notary signature.

  • Required Entries (per act): Date/time, act type, document description, signer’s name/signature, ID method (type, issuer, number), fee.

  • Exception: Notarizations of certain election documents exempt.

Performing Notarial Acts

  • Notarial Certificate: Every notarized document needs proper Illinois wording (venue, date, act type, notary signature, seal). Example acknowledgment: State of Illinois ) County of Sangamon ) On this 15th day of June, 2025, before me, a Notary Public in and for said State, personally appeared John Doe, who is personally known to me (or proved to me on the basis of satisfactory evidence) to be the same person whose name is subscribed to the foregoing instrument, and acknowledged that he executed the same for the purposes therein stated.

  • Signature: Use black ink, sign exactly as the name on commission.

  • Fees: Max $5/act (in-person); max $25/act (electronic/RON). Immigration forms have special limits. Itemized receipt required.

  • Authorized Acts: Acknowledgments, jurats, verifications, copy certifications, signature witnessing, protests. No UPL. Ensure signer appears (in-person or approved e-means) and signs willingly.

Remote Online Notarization (RON)

Requires Electronic Notary Public commission.

  • Separate Commission: Apply concurrently or add to existing traditional commission.

  • Training/Exam: Required.

  • Technology Providers: Use SOS-approved e-notarization platform (list on SOS site). Register platform/device(s) with SOS.

  • Identity Verification (RON): Multi-factor: personal knowledge OR government ID + credential analysis + dynamic KBA. Webcam-quality ID image transmitted.

  • Audio-Video Session (RON): Real-time, live two-way audio/video. Observe e-signing. Record session (retain 7+ years). Inform participants of recording.

  • Notary Location (RON): Physically in Illinois. Signers can be anywhere in the U.S. (conditions for out-of-country).

  • Certificate (RON): State act performed by audio-video. E-seal/e-signature attached tamper-evidently.

  • Bond (RON): $30,000.

  • "Traditional" Remote Notarization (Physical Stamp via Audio-Video):

    • Requires $30k bond. Signatory must be physically in IL (attests on recording).

    • Signatory faxes/emails/mails signed doc copy to notary (by next day). Notary signs copy as witness, returns (24 hrs). Notary may sign original if received (30 days). Certificate notes audio-video. Signatory keeps A/V recording for 3+ years.

Official Resources and Forms

  • Illinois SOS Index Department: ilsos.gov (Notary Services Home for online application, handbook, forms).

  • Notary Public Handbook (I PUB 16).

  • Application Forms: I-269 (Resident), I-270 (Non-Resident).

  • Surety Bond Forms: I-263 (Paper), I-264 (Online).

  • Other Forms: I-243 (Change of Address/Employer), e-notary forms on SOS site.

  • Notary Search: apps.ilsos.gov/notarysearch.

  • Contact: IL SOS Index Dept: 217-782-7017; Email [email protected]

Frequently Asked Questions (FAQs)

Q: Do I need to take a course and pass an exam to become or renew as an Illinois Notary Public?

A: Yes. All new and renewing applicants must complete an SOS-approved course and pass its exam.

Q: What is the current application fee for a traditional Illinois Notary Public commission?

A: $15. For traditional + electronic simultaneously: $40. Adding electronics to existing: $25.

Q: My Illinois Notary commission is about to expire. Is there a grace period to continue notarizing while I renew?

A: No. Stop notarizing upon expiration. Resume only after renewal approved and new seal obtained.

Q: Do I still need to record my Notary commission with my County Clerk after it's issued by the Secretary of State?

A: No. Requirement repealed July 1, 2022. SOS handles all commissioning.

Q: What are the specific requirements for the information that must be on my official Illinois Notary seal?

A:

  • Black ink, rectangular rubber stamp (max 1"x2.5"), serrated/milled border.
  • Must show: "Official Seal," notary's official name, "Notary Public," "State of Illinois," "Commission No. [number]," and "My commission expires [full date]".

Q: Am I required to keep a journal of my notarial acts in Illinois?

A: Yes, mandatory from June 5, 2023 (paper or electronic).

Q: I live in a state that borders Illinois, but I work in Illinois. Can I apply to become an Illinois Notary Public?

A: Yes, if residing in IA, KY, MO, IN, or WI, employed/business in IL for 30+ days, and home state has reciprocity. Commission is for one year.

Q: What is the maximum fee I am allowed to charge for a traditional notarization in Illinois? What about electronic notarization?

A: Traditional: max $5.00/act. Electronic/RON: max $25.00/act. Specific limits for immigration form assistance.

Q: To perform Remote Online Notarization (RON) using audio-video communication, do I need a special commission and a different surety bond?

A: Yes, must hold an Electronic Notary Public commission and a $30,000 bond. Use an SOS-approved RON system provider.

Q: If I legally change my name or move my residence or place of business, what steps do I need to take regarding my Notary commission?

A:

  • Name Change: Resign, reapply under new name.
  • Address/Email (same county/IL employment): Notify SOS within 30 days (Form I-243). Move out of commission county/cease IL employment (non-residents): Resign.

Always refer to official Illinois SOS resources for the most current information.

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