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Notary Requirements for Indiana: 2025 Updated

by Ben Camerota
Peaceful sunrise at Coxhall Gardens in Carmel, Indiana, featuring a large white event tent by a reflective pond and the iconic brick bell tower in the background surrounded by manicured lawns and trees.

This guide provides comprehensive information on becoming and renewing as a notary public in Indiana as of May 2025. It covers eligibility, the application process, renewals, required tools, remote notarization rules, and answers common questions.

Eligibility Requirements

To qualify for an Indiana notary commission, you must:

  • Age and Residency/Employment: Be at least eighteen (18) years of age AND be a legal resident of Indiana OR primarily employed within Indiana.

    • Non-residents: Must provide a written statement of employment on company letterhead.

  • Identification: Possess an Indiana driver's license, Indiana non-driver ID, or other acceptable ID for residency verification, OR proof of employment in Indiana for non-residents.

  • Language Proficiency: Be able to read and write English.

  • Criminal History: Not have a conviction or civil ruling involving deceit, dishonesty, or fraud (per IC 33-42-13). Not have a conviction where the sentence imposed exceeded six (6) months (per IC 5-8-3-1).

    • Background Check: Obtain an Indiana State Police Limited Criminal History Record (not older than 30 days from application date, $16.32 fee). Request reason: "Is a candidate for public office or a public official."

  • Disqualification: Not be disqualified under IC 33-42-13-1 (e.g., failure to comply with notary laws, deceitful application statements, felony, etc.) or IC 5-8-3-1 (e.g., evading Selective Service Act, conspiracy to defraud U.S. government, sedition, or other crime against U.S. laws with sentence >6 months). No "notario publico deception."

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Application Process for New Notaries

The entire process is online via the Secretary of State's INBiz website. Create an Access Indiana account on INBiz.

  1. Upload Documents: During online application, upload:

    • Electronic copy of your $25,000 surety bond certificate (8-year term).

    • Specimen of your signature (matching application name, used for all notarizations).

    • Indiana State Police Limited Criminal History Record.

    • For non-residents: Proof of current Indiana employment (e.g., paystub, HR letter).

  2. Pay Fee: Submit a non-refundable $75.00 application fee. This fee covers the mandatory notary education course and exam.

  3. Education and Examination: After fee payment, the mandatory online notary education course and exam become accessible via INBiz. Successfully pass the exam.

  4. Await Approval: SOS office conducts final review (5-10 business days).

    • Important: You are not authorized to notarize until your commission certificate is officially received from the SOS.

Education and Examination Mandatory for all new applicants.

  • Access: Available online via INBiz after paying the $75 application fee.

  • Purpose: Ensures baseline knowledge of Indiana notary laws, duties, and ethics.

Surety Bond Requirements

A $25,000 surety bond is mandatory for the eight-year commission term.

  • Purpose: Protects the public from financial losses due to notary errors, misconduct, or fraud. The notary is personally liable to reimburse the surety company for any payouts.

  • Provider: Obtain from an insurance company licensed in Indiana.

  • Filing: Upload an electronic copy of the bond certificate with your online application.

  • Recommendation: Optional Notary Errors & Omissions (E&O) insurance is recommended for the notary's personal financial protection but is not state-mandated.

Notary Seal Requirements

Mandatory; use an official seal to authenticate every notarial act. Must be clearly copyable.

  • Format: Rubber stamp or embosser.

  • Content (IC 33-42-10-2):

    • "Notary Public"

    • "State of Indiana"

    • Notary's name (exactly as on commission certificate)

    • "Commission Number" followed by your number (e.g., NP0xxxxxx)

    • "My commission expires" followed by the exact expiration date.

    • (The word "seal" is no longer mandatory on the device as of July 1, 2024).

  • Security: Safeguard from misuse. Destroy/disfigure upon commission end.

Oath of Office and Commission Issuance

The application form includes the notary's oath of office. No separate in-person ceremony is typically required. Upon successful application review and exam passage, the SOS issues the official commission certificate. You cannot notarize until this certificate is received.

Commission Term Length and Renewal Process

  • Term: Eight (8) years.

  • Renewal: No automatic renewal. Reapply every eight years. The process mirrors the initial application (new bond, education).

  • Timing: Initiate renewal application if within 90 days of current commission expiration.

  • Lapsed Commission: Failure to renew (especially neglecting CE) results in permanent commission expiration. Must reapply as new (all initial fees and requirements).

Continuing Education Requirements

Mandatory: Complete a CE course every two (2) years (3 courses per 8-year term).

  • Fee: $50.00 per course.

  • Access: Via INBiz account ("Edit License" > "Continuing Education").

  • Failure: Non-completion by due date leads to permanent commission expiration.

Fees for Becoming and Renewing a Notary Public

  • Notary Initial/Renewal Application: $75.00 (includes education/exam).

  • Limited Criminal History Record Check: $16.32.

  • Surety Bond ($25,000): Varies (approx. $50-$75 for an 8-year term).

  • Continuing Education Course: $50.00 (x3 per 8-year term).

  • Remote Notary Authorization Application: $100.00 (includes RON training/exam).

  • Maximum Traditional Notarial Act Fee: $10.00.

  • Maximum Remote Online Notarial Act Fee: $25.00.

Remote Online Notarization (RON) in Indiana

Indiana permits RON for remotely located individuals.

A. Authorization and Application for RON

  • Prerequisite: Hold an existing, active traditional IN Notary Public commission with at least 90 days remaining. Meet all CE requirements.

  • Process: Online form, specialized online RON education course, and RON exam via INBiz.

  • Fee: $100.00 non-refundable (covers RON training/exam).

  • Validity: RON authorization valid through current traditional commission expiration; renew concurrently.

B. Approved Remote Technology Vendors Must use an SOS-approved remote technology vendor.

  • Selection: Choose one or more from SOS list (e.g., BlueNotary, Cyberize It, Notarize).

  • Notification: Notify SOS within 30 days if changing or adding vendors.

  • Vendor Fees: Approved vendors may charge separate platform usage fees.

C. Identification Procedures for Remote Notarization Multi-step process:

  • Personal Knowledge: If known, describe relationships on A/V recording.

  • Three-Step ID Process (via vendor system):

    1. Remote Presentation of ID: Principal presents current government-issued photo ID via camera.

    2. Credential Analysis: System analyzes ID for fraud/modifications.

    3. Identity Proofing (KBA): Principal answers 4/5 dynamic knowledge-based questions correctly within 2 minutes. Restart the entire 3-step process if interrupted.

  • Credible Witness: Known to notary (or identified via 3-step process) who personally knows principal; witness takes oath. Refuse notarization if ID cannot be verified.

D. Audiovisual Recording and Electronic Journal Requirements Mandatory for all RON acts:

  • Audiovisual Recording: Record entire session. Principal must be informed and verbally state e-signature is free/voluntary. Retain recording (completed or not) for at least ten (10) years. Secure creation, storage, transmission.

  • Electronic Journal: Automatic entries via RON system typical. Exclusive notary control. Secure. Notify SOS within 15 days if lost/stolen/compromised. No deletion unless SOS/court order.

    • Entries: Date/time, act type, document title/description, principal's full name, ID method, ID credential details (no sensitive numbers), fees.

E. Electronic Notarial Certificates, Signatures, and Seals

  • E-Certificate: Completed contemporaneously. State "remote notarization" and principal's appearance method (audiovisual communication). Specify notary's IN city/county and principal's physical city/county/state/country.

  • E-Signature & E-Seal: Affixed via digital certificate (verifies notary identity, ensures tamper-evidence). Refuse if a digital certificate cannot provide tamper-evidence.

  • Security: Protect access information (credentials, passwords). E-seal same info as physical seal. Destroy/erase e-seal upon commission end.

F. RON Fees Max $25.00 per remote notarial act. Additional reasonable fees for copies of e-journal/recordings.

Official Resources and Contact Information

  • Indiana SOS Notary Division: INBiz portal (inbiz.in.gov/certification/notary) - main hub.

  • Notary Guide (PDF): Comprehensive guide on INBiz.

  • Phone (INBiz/General): (317) 234-9768. Email: [email protected]

  • Physical Address: IN SOS, Notary Division, 200 W Washington St, Rm 201, Indianapolis, IN 46204.

  • Indiana Code: iga.in.gov/laws/current/ic/ (Title 33, Art. 42 - Notaries; Title 5, Art. 8, Ch. 3, Sec. 1 - Disqualification).

Frequently Asked Questions (FAQs)

Q: What is the commission term length for an Indiana Notary Public?

A: Eight (8) years.

Q: Is a notary journal required for all notarial acts in Indiana?

A: No for traditional paper acts (but highly recommended). Yes, electronic journal AND audiovisual recording mandatory for RON.

Q: What are the fees associated with becoming a new Indiana Notary Public?

A: Initial app $75 (includes education/exam), background check $16.32, $25k surety bond (~$50-$75).

Q: How often is continuing education required for Indiana Notaries Public?

A: Every two (2) years ($50 fee per course). Three courses per 8-year term.

Q: Can a non-resident of Indiana become a Notary Public?

A: Yes, if primarily employed in Indiana and meeting other criteria. Proof of IN employment needed.

Q: What are the key requirements for an Indiana Notary Public's official seal?

A: Must include: "notary public," "State of Indiana," notary's name (as on commission), commission number, and "My commission expires [date]". (Word "seal" no longer mandatory after July 1, 2024).

Q: What is the maximum fee an Indiana Notary Public can charge for services?

A: Traditional acts: $10.00/act. RON acts: $25.00/act. Reasonable travel/incidental fees by prior agreement.

Q: What are the consequences of failing to complete continuing education or renew a commission on time?

A: Permanent expiration of commission. Must reapply as a new notary (all initial fees/requirements).

Q: Where can I find official forms and detailed guidance for Indiana Notaries Public?

A: Indiana SOS INBiz website: inbiz.in.gov/certification/notary.

Q: Can an Indiana Notary Public provide legal advice or act as an immigration consultant?

A: No. Prohibited unless licensed as an attorney. Cannot use "notario publico" if not an attorney.

Always rely on official Indiana SOS resources for the most current notary information.

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