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Notary Requirements for Kansas: 2025 Updated

by Ben Camerota
Dramatic sandstone formations of Monument Rocks in western Kansas glowing under a vibrant sunset sky, casting long shadows across the desert-like terrain.

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

  • Age: Be at least 18 years of age.

  • Citizenship: Be a United States citizen.

  • Residency: Be a legal resident of Kansas OR a resident of a bordering state (Missouri, Nebraska, Colorado, or Oklahoma) who regularly carries on a business or profession in Kansas or is regularly employed in Kansas.

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

  • Disqualification Factors: Not be disqualified under K.S.A. 53-5a24. This includes:

    • No failure to comply with the Revised Uniform Law on Notarial Acts (RULONA).

    • No fraudulent, dishonest, or deceitful misstatement or omission in the application.

    • No conviction of any felony or a crime involving fraud, dishonesty, or deceit (including diversion agreements).

    • No finding against, or admission of liability in, any legal or disciplinary action based on fraud, dishonesty, or deceit.

    • No failure to discharge any required notary duty.

    • No use of false or misleading advertising.

    • No denial, refusal to renew, revocation, suspension, or conditioning of a notary commission in another state.

    • No failure to maintain the required surety bond.

    • No cessation of United States citizenship.

    • No incapacitation making one unable to read or write English.

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Application Process for New Notary Commission (Online/Mail)

  1. Obtain Notary Stamping Device (Seal): Before applying, purchase an inked stamp or impression seal.

    • Content: Must contain your name (exactly as on application), "notary public," and "State of Kansas." May include "My Commission Expires (date)". Must NOT include the county name.

    • An impression or a copy of the impression must be submitted with your application.

  2. Secure a $12,000 Surety Bond: Before applying, obtain a $12,000 commercial surety bond from a Kansas-licensed insurance company.

    • The insurer must complete Section C of the Notary Public Appointment Form (Form NO) or a separate Form NO-S (Notary Public Surety Bond Form). A copy of the bond policy itself is not sufficient.

  3. Complete the Application Form (Form NO) and Oath of Office:

    • Download Form NO from the Kansas Secretary of State (SOS) website.

    • Provide detailed personal information (name matching stamp, physical street address).

    • Affix an impression of your notary stamp in the designated area.

    • Answer notary eligibility questions.

    • Oath of Office: Take and subscribe to the oath (typically Section B of Form NO or separate Form NO-O) administered by another commissioned Notary Public, who will notarize your signature. Important: If the oath notarization is performed remotely, a wet ink signature of the applicant must still accompany the application.

  4. Submit the Application Package:

    • Online: The SOS offers an online appointment electronic form. Upload necessary documents (completed Form NO-S, Form NO-O, stamp image). Pay fee by credit card. (A new online user login system launched in January 2024).

    • Mail: Send the completed, signed, and notarized Form NO (with integrated bond information or attached Form NO-S and Form NO-O), the stamp impression, and fee to the SOS office.

  5. Pay Fee: Pay the non-refundable $25 application fee.

  6. Await Approval: The SOS will review the application and supporting documents.

  7. Receive Commission Certificate: Upon approval, your commission details (name, number, expiration date) will be listed on the SOS online notary search database. A physical notary commission certificate will be mailed to you.

    • Important: You are not authorized to perform notarial acts until your appointment status is officially "active" on the SOS online search and an expiration date is assigned.

Surety Bond

A $12,000 surety bond is mandatory for all Kansas notaries for their four-year term.

  • Purpose: Protects the public from financial harm due to the notary's errors, misconduct, or negligence. The notary is liable to reimburse the surety for any paid claims.

  • Provider: Must be a commercial surety bond issued by an insurance company licensed to do business in Kansas.

  • Filing: The official state bond form (Form NO-S or Section C of Form NO) completed by the insurer must be filed with the SOS as part of the application.

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

Notary Seal and Journal Requirements

Notary Stamping Device (Seal):

  • Physical Stamp: Must include your name (exactly as on commission), "notary public," and "State of Kansas." Impression must be clear and reproducible.

  • Electronic Stamp (for IPEN/RON): Must be clear, legible, photographically reproducible. Must include: notary’s name (exact match), "State of Kansas," "Notary Public," commission number, and commission expiration date.

  • Security: Your sole responsibility. Do not allow others to use it. Report loss, theft, or unauthorized use promptly to the SOS (Form NC or online). If replaced, provide a new impression to SOS via Form NC.

Notary Journal: Mandatory since January 1, 2022.

  • Format: Tangible (permanent, bound register, sequentially numbered pages) OR electronic (permanent, tamper-evident, compliant with SOS rules). Only one tangible journal at a time; one or more electronics allowed.

  • Required Entries (made contemporaneously):

    • The date and time of the notarial act.

    • A description of the record (if any) and the type of notarial act.

    • The full name and address of each individual for whom the notarial act is performed.

    • If identity is based on personal knowledge, a statement to that effect.

    • If identity is based on satisfactory evidence (ID card/credible witness), a brief description of the method and, if ID credential presented, its type, issuance date, and expiration date.

    • The fee charged (if any).

  • Security and Custody: Notary's sole control and responsibility (not employer's, unless specifically transmitted to SOS).

  • Retention Period: 10 years after the performance of the last notarial act chronicled in that journal.

  • Lost/Stolen Journal: Promptly notify the SOS (Form NC or online).

  • Disposition (Resignation, Revocation, Death): Continue to retain for 10 years or transmit to an SOS-approved repository (currently the SOS office). Inform SOS of the journal's location. Personal representative/guardian handles upon death/incompetency.

Commission Term and Expiration

  • Term: Four (4) years. Start and expiration dates set by SOS.

  • Authority: Statewide jurisdiction when physically within Kansas.

  • Expiration: Authority ends precisely on expiration date; no grace period for notarizing.

Commission Renewal Process

  • Process: Same as initial application (no simplified renewal). Requires new $12,000 bond, new oath, stamp impression (if stamp changed), and $25 fee.

  • Timeline: Submit renewal application (Form NO, checking "reappointment") not more than 90 days before current commission expires to avoid a lapse.

Electronic and Remote Online Notarization (RON & IPEN)

Kansas permits IPEN (signer physically present, electronic document) and RON (signer remote, electronic document).

A. In-Person Electronic Notarization (IPEN):

  • Training & Exam: Before the first e-notarial act, must pass the SOS exam on e-records. Submit exam certificate.

  • Registration & Fee: Submit Form NC to SOS, list approved IPEN technology provider(s). $20 fee for IPEN authorization.

  • Electronic Stamp: Use compliant e-stamp.

B. Remote Online Notarization (RON) (K.S.A. 53-5a21, K.A.R. 7-43-20):

  • Authorization: Must be commissioned KS notary.

  • Notary Physical Location: Must be physically in Kansas during RON. Signer can be anywhere.

  • Training & Exam: Complete SOS course/exam on e-records/RON. Submit certificate.

  • Approved RON Technology Provider: Must use one or more SOS-approved RON platforms (list on SOS website).

  • Registration & Fee: Submit Form NC, identify RON provider(s). $20 fee for RON authorization. (If registering for IPEN and RON simultaneously, combined fee is $40).

  • Electronic Stamp & Digital Certificate: E-stamp needs commission number. Digital certificate for tamper-evident e-signature often required by platform.

  • Audiovisual Recording & Journal: Mandatory A/V recording of all RON acts (plus detailed journal entry).

  • Notarial Certificate for RON: Must include statement: "This notarial act involved the use of audiovisual communication technology".

Maintaining Your Notary Commission

  • Reporting Changes (Form NC): Notify SOS of:

    • Name Change: Obtain new stamp with new name. Provide image/impression to SOS.

    • Address Change: Report new mailing address.

    • Stamping Device Change/Loss.

    • Surety Bond Change: Report new bond info (Form NO-S). No fee unless registering for IPEN/RON.

  • Resignation: Notify SOS via mail or Form NC. Indicate journal retention location.

  • Grounds for Suspension/Revocation (K.S.A. 53-5a24): Include fraud, dishonesty, non-compliance, certain criminal convictions, bond lapse.

Official Resources

  • Kansas SOS – Notary Division: sos.ks.gov (Notary section for search, online login, forms, handbook).

    • Address: Memorial Hall, 1st Fl, 120 S.W. 10th Ave, Topeka, KS 66612-1594.

    • Phone: (785) 296-4564. Email: [email protected]

  • Kansas Statutes Annotated (K.S.A.): Chapter 53, Article 5a (RULONA).

  • Kansas Administrative Regulations (K.A.R.): Agency 7, Article 43.

Frequently Asked Questions (FAQs)

Q: What is the difference between In-Person Electronic Notarization (IPEN) and Remote Online Notarization (RON)?

A:

  • IPEN: Signer physically present, documents/signatures electronic.
  • RON: Signer remote, appears via audio-visual tech, documents/signatures electronic. Both require SOS registration and passing an exam.

Q: Do I need a separate journal for RON acts?

A: You must maintain a journal for all acts. It can be one electronic journal for IPEN/RON or separate from a paper journal for traditional acts. An A/V recording is also mandatory for each RON session.

Q: Can I notarize documents for my family members?

A: Prohibited if notary or spouse is a party to the record or has direct financial/beneficial interest. Exercise extreme caution and avoid if impartiality could be questioned.

Q: What happens if my surety bond is cancelled?

A: Surety notifies SOS. SOS notifies you. Must file a new $12,000 bond by cancellation date or stop notarizing.

Q: How much can I charge for a notarization?

A: Kansas law doesn't set maximum fees. If charging: disclose/agree with signer before act, collect at time of act, record in journal, inform signer fee is permitted but not state-required.

Q: Do I need to take a test to become a traditional notary performing only paper-based notarizations?

A: No. The mandatory exam is only if you wish to perform notarial acts on electronic records (IPEN or RON).

Q: How long do I keep my notary journal after my commission expires?

A: Retain for 10 years after the date of the last notarial act chronicled in that journal.

Q: Can I use my Kansas notary commission in other states?

A: No. Valid only when physically within Kansas. For RON, the notary must be in KS.

Q: What are some common reasons a notary commission is denied or revoked?

A: Fraudulent application, felony/dishonesty convictions, failure to perform duties (e.g., no journal, improper ID), false advertising, bond lapse, prior commission revocation.

Q: Where can I find the official Kansas Notary Handbook?

A: On the Kansas SOS website (sos.ks.gov) under the Notary section.

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

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