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Notary Requirements for Iowa: 2025 Updated

by Ben Camerota
Intricate stone and crystal architecture at the Grotto of the Redemption in West Bend, Iowa, featuring a white angel statue, arched walkway, and ornamental spires crafted from colorful minerals.

This guide provides comprehensive information on becoming and renewing as a notary public in Iowa 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 Iowa Notary Public commission, you must:

  • Age: Be at least eighteen (18) years of age.

  • Citizenship and Residency: Be a citizen or permanent legal resident of the United States.

  • Iowa Connection: Be a resident of Iowa OR have a place of employment or practice in Iowa.

    • Non-Iowa Residents: Must reside in a state bordering Iowa and maintain their Iowa employment/business. Commission expires if Iowa employment/business ceases.

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

  • Disqualification Criteria (Iowa Code 9B.23): Not be disqualified due to acts demonstrating a lack of honesty, integrity, competence, or reliability. This includes convictions for felony offenses involving fraud, dishonesty, or deceit.

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Application Process for a Traditional Notary Public

Iowa's process is primarily online via the Secretary of State's Fast Track Filing System.

  1. Online Application: Complete the "Application for Appointment as Notary Public" on the Fast Track Filing System (filings.sos.iowa.gov).

    • Provide personal and employer information. Home information can be kept private.

  2. Oath of Office Integration: The affirmation section within the online application serves as the legally executed oath of office. No separate in-person oath ceremony is needed for initial commissioning through this system.

  3. Submission and Fee: Submit the completed application and pay the $30.00 application fee online.

  4. Commission Issuance: Upon SOS approval, the official Notary commission certificate is sent to the applicant.

    • Important: You are not authorized to perform notarial acts until you have physically received your official commission certificate. Processing time is typically 4-14 business days.

Fees Associated with Initial Commissioning

The application fee for a new Notary Public commission is $30.00. Additional costs include an official seal and optionally, a notary journal. For traditional notarial acts, Iowa law permits a "reasonable fee" but does not specify a maximum.

Commission Term Length

  • Iowa Residents: Three (3) years.

  • Non-Iowa Residents (working in Iowa, residing in bordering states): One (1) year.

Surety Bond Requirement

Iowa does not require notaries public to purchase a surety bond. However, obtaining Errors & Omissions (E&O) insurance is strongly recommended by the state for personal liability protection.

Maintaining and Renewing an Iowa Notary Public Commission

A. Commission Term and Renewal Cycles Terms are three years for residents, one year for non-residents, dictating renewal cycles.

B. Renewal Application Process

  • Notifications: SOS typically sends expiration notices and blank reappointment applications ~60 days prior (Iowa Legislators excluded).

  • Online Renewal: Preferred method via Fast Track Filing system. Log in, select "File Renewal," enter commission number, update info, e-sign, pay $30.00 fee.

  • Expired Commissions: If not renewed before expiration, must complete a new Notary Commission Application and pay $30.00 fee (apply as first-time notary).

C. Continuing Education Requirements (for traditional notaries) Formal notary training or continuing education is not mandated by law for traditional notaries. However, the SOS strongly recommends it. (Mandatory training is required for RON authorization).

D. Procedures for Changing Notary Information (Name, Address, Employer) Notify SOS promptly of name or address changes.

  • Complete and submit the "Notary Public Change/Amendment to Application form."

  • If changing names to perform acts under a new name, inform SOS immediately.

  • No fee for submitting the "Request for Change of Name/Address" form.

Notary Public Duties, Responsibilities, and Prohibitions

A. General Duties and Responsibilities Serve as an independent, disinterested public official. Key duties:

  • Determine Willingness: A certain signer acts voluntarily, not under coercion. Refuse if coercion is suspected.

  • Determine Awareness: Ensure signer understands the transaction's significance. Refuse if reasonable belief of lack of understanding.

  • Determine Identity: Establish satisfactory evidence of signer's identity using:

    • Personal Knowledge: Sufficient prior dealings for reasonable certainty.

    • Identification Documents: Current government-issued photo ID (passport, driver's license, non-driver ID), current or expired not more than three years prior.

    • Credible Witness: Sworn word of a witness personally known to a notary (or identified by ID) who personally knows the signer. Witnesses and signers must be physically present.

  • Personal Appearance: Signer must personally appear (physically or electronically for RON) at time of act.

B. Notarial Certificates: Requirements and Completion Mandatory for every notarial act.

  • Contemporaneous Completion: Complete and sign with the notarial act.

  • Signature and Date: Sign exactly as on file with SOS; date the certificate.

  • Required Information:

    • Jurisdiction: "State of Iowa" and "County of [physical location of notary]."

    • Title: "Notary Public" under signature.

  • Comply with Iowa Code sections 9B.15 and 9B.16. Short-form certificates permitted if compliant.

C. Official Notary Seal: Requirements and Security Mandatory; use on all notarized documents. Must be legibly copyable.

  • Content:

    1. Notary's name (as on commission).

    2. "Notarial Seal" and "Iowa."

    3. "Commission Number" followed by the assigned number.

    4. "My Commission Expires" followed by the exact expiration date (or blank line to write date).

  • Security: Notary's personal responsibility. Do not allow others to use it. Report loss/theft promptly to SOS.

D. Notary Journal: Recommendations and Best Practices Not legally mandated for traditional (paper) notarizations, but strongly recommended by SOS.

  • Recommended Entries: Date/time, type of act, document date/type, signer's printed name/address, ID method (ID details or credible witness info), fees, unusual circumstances, signer's signature in journal.

  • Guidelines: Entries in ink, complete before certificate, record refusals. Retain 10 years recommended.

E. Prohibited Acts and Limitations (Iowa Code 9B.25) A notary commission does not authorize:

  • Assisting in drafting legal records, providing legal advice, or practicing law.

  • Acting as an immigration consultant/expert or representing in immigration proceedings.

  • Receiving compensation for prohibited activities.

  • False or deceptive advertising.

  • Using "notario" or "notario publico" (unless licensed IA attorney).

  • Non-Attorney Advertising Disclaimer: If advertising in non-English, must include: "I am not an attorney licensed to practice law in this state. I am not allowed to draft legal records, give advice on legal matters, including immigration, or charge a fee for those activities." Display prominently.

  • Withholding access to original records provided by a person seeking notarization (unless permitted by law).

F. Notary Fees for Services Iowa law permits a "reasonable fee."

  • Traditional Acts: No state-set maximum.

  • RON: Platforms may set charges (e.g., $25/meeting + $10/additional seal).

Remote Online Notarization (RON) in Iowa

A. Overview and Legality of RON Legal in Iowa (Senate File 475). Governed by Iowa Code 9B.14A and Iowa Admin. Code 721—Chapter 43.

B. Requirements for Becoming an Iowa Remote Online Notary

  • Hold active Iowa traditional notary commission.

  • Complete mandatory SOS-approved RON training course (currently NNA, $30 fee) within 6 months prior to first remote act. Submit proof.

  • File "Application for Approval to Perform Remote Notarizations" with SOS (no fee for this form). Identify tech/vendors.

  • Contract with SOS-approved RON technology provider (listed on SOS site, e.g., BlueNotary, DocVerify). Generic video apps (Skype, Zoom) are insufficient.

  • Obtain e-seal, e-journal, digital certificate (often via RON vendor).

  • RON approval expires with traditional commission; reapply for RON with renewal (update training if initial RON training >12 months prior).

C. Technology Requirements for RON Platforms (Iowa Admin. Code 721—43.9(9B)) Must be SOS-approved. Must provide: continuous, synchronous audio-visual feeds; image resolution for ID proofing; authentication for access; quality recording; tamper-evident records; confirmation of record integrity; e-seal affixation; compliant e-journal; security measures; notification of tech changes.

D. Record Keeping for RON: Audiovisual Recordings and Electronic Journals Mandatory.

  • Audiovisual Recording: Entire RON session. Retain a minimum 10 years. Parties informed of recording. Recording includes ID verification details, principal's statement of free/voluntary e-signature.

  • Electronic Journal: Mandatory. Exclusive notary control. Secure. Notify SOS within 15 days if lost/stolen/compromised. Entries: date/time, act type, document title/description, principal's name, ID method/details, fees. No deletion unless SOS/court order.

E. Location Requirements for Notary and Principal during RON

  • Notary: Must be physically in Iowa.

  • Principal: Can be anywhere globally (conditions for international principals: act not prohibited by foreign state, matter has U.S. connection).

F. Excluded Documents for RON Official sources reviewed do not explicitly list excluded documents. Assume most documents eligible for traditional notarization can be notarized remotely if RON requirements are met.

Key Considerations and Best Practices for Iowa Notaries

Adhere to Iowa Code and Administrative Rules. SOS investigates violations and can impose sanctions. Recommendations: Notary journal (traditional), continuing education, E&O insurance, due diligence in screening.

Official Resources and Contact Information

Frequently Asked Questions (FAQs)

Q: What are the basic eligibility requirements to become an Iowa Notary Public?

A: ≥18, U.S. citizen/permanent legal resident, read/write English, reside in IA or have IA employment/practice (if non-resident, live in a bordering state). No disqualifying felony (fraud, dishonesty, deceit).

Q: How do I apply for a new Iowa Notary Public commission?

A: Via SOS online Fast Track Filing System. Complete application (includes oath), pay $30 fee. Receive commission certificate upon approval.

Q: Is there a fee to apply for or renew an Iowa Notary Public commission?

A: Yes, $30.00 for new application or renewal.

Q: How long does an Iowa Notary Public commission last, and how do I renew it?

A: SOS sends renewal notice ~2 months prior. Renew online via Fast Track Filing. If expired, apply as new.

  • Residents: 3 years.
  • Non-residents (working in IA): 1 year.

Q: Is a surety bond required for Iowa Notaries Public?

A: No. E&O insurance is strongly recommended.

Q: What are the requirements for an Iowa Notary Public seal?

A: Mandatory. Must include name, "Notarial Seal," "Iowa," commission number, and commission expiration date (or blank line for date). Must be copyable.

Q: Am I required to keep a notary journal in Iowa?

A: Not for traditional (in-person) acts, but strongly recommended. Mandatory electronic journal (and A/V recording) for RON.

Q: What are the rules for Remote Online Notarization (RON) in Iowa?

A: Legal. Requires active traditional commission, SOS-approved RON training ($30), separate RON authorization application (no fee for form), contract with SOS-approved RON provider, e-seal/e-journal/digital cert. Notary in IA, signer anywhere.

Q: What are the maximum fees an Iowa Notary Public can charge for services?

A: "Reasonable fee" for traditional acts (no state-set max). RON platforms may have their own fees (e.g., $25/mtg + $10/add'l seal).

Q: What activities are prohibited for an Iowa Notary Public?

A: No legal advice/drafting, no immigration consulting. Non-attorneys: no "notario" term, must use ad disclaimer. Cannot withhold original records.

Always consult official Iowa SOS resources for the most current information.

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