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Notary Requirements for Maine: 2025 Updated

by Ben Camerota
Bass Harbor Head Lighthouse perched on rugged coastal cliffs in Acadia National Park, Maine, with a vibrant sunset sky.

This guide details becoming a Maine Notary Public and renewing a commission, based on official state sources as of May 2025. It covers eligibility, application, tools, remote notarization, and FAQs.

Eligibility Requirements

Applicants must meet these criteria:

  • Age and Language: At least 18 years old; able to read and write English.

  • Residency/Employment: Maine resident OR a non‐resident with a business or place of employment in Maine.

  • Good Character: No disqualifying convictions (felony or crime involving fraud, dishonesty, deceit) or disciplinary history (fraud, dishonesty, prior notary commission revocation/suspension).

  • Examination: Pass the Secretary of State’s (SOS) notary exam (part of application).

  • Oath: Willing to take and submit a notarized Oath of Office.

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Application Process for New Commission

Maine's application process is paper-based.

  1. Obtain Application Form: Download "Application for a Notary Public Commission" (Form ME NOT APP) from ME SOS website.

  2. Complete Application: Fill out all sections (personal info, criminal history, etc.).

  3. Pay Fee: $50 filing fee (check to "Treasurer, State of Maine" or credit/debit via voucher).

  4. Submit Application: Mail or hand-deliver completed application and fee to: Office of the Secretary of State (Notary Public), Division of Corporations, UCC & Commissions, Ballard Center (5th Floor), 6 E. Chestnut Street, Augusta, ME 04330. Processing: ~10-15 business days.

  5. Pass Notary Exam: The application form contains the exam (questions on ME notary law). Answer all correctly.

  6. Receive Certificate of Qualification: If application/exam approved, SOS issues Certificate of Qualification.

  7. Take Oath of Office: Within 30 days of appointment date (on certificate), appear before a Dedimus Justice of the Peace (or other authorized official) to take the official Notary Oath.

  8. Return Oath and Documents: Within 45 days of appointment, notary or Dedimus Justice returns signed oath and original application/exam to SOS. Failure to qualify in time may require reapplication.

  9. Commission Issued: Once oath is filed, SOS issues official Notary Public Commission (valid 7 years).

Surety Bond

No surety bond is required for Maine notaries. Optional Errors & Omissions (E&O) insurance is a personal choice.

Notary Stamp and Journal Requirements

Official Stamp (Seal): Permitted but not required by law if all required info is on the notarial certificate. However, using a stamp is highly encouraged and standard practice.

  • Content (if used): Notary’s name, jurisdiction ("Maine"), and commission expiration date. Must be reproducible.

  • Security: Notary's responsibility. Cannot allow others to use. Destroy/disable upon commission end. Promptly notify SOS if lost/stolen.

Journal of Notarial Acts:

  • Mandatory for Electronic/Remote Notarizations: Must keep a journal for all electronic or remote online notarizations.

  • Traditional In-Person, Paper Notarizations: Journal not strictly required, but strongly recommended by SOS for record-keeping and liability protection.

  • Format (if kept): Bound, numbered ledger or secure electronic log.

  • Retention: Retain for 10 years after last entry.

  • Entries (contemporaneous): Date/time, act type, document description, signer name/address, ID method, fee charged (if any).

Oath of Office and Commission Recording

After SOS approves the application and issues Certificate of Qualification, take the official Oath of Office before a Dedimus Justice. Return signed oath to SOS to finalize commission. No separate county recording; SOS maintains official records.

Commission Term and Expiration

Valid for seven (7) years from issuance date. Expiration date on commission certificate. Authority lapses at expiration unless renewed.

Commission Renewal Process

Renew via online "Total Notary Solution" portal.

  1. Eligibility/Timing: Renew up to 45 days before expiration. 90-day grace period post-expiration for renewal application (cannot notarize if lapsed). If >90 days lapsed, apply as new.

  2. Online Renewal Application: Log in to Total Notary Solution (via SOS website). Complete online form, including exam.

  3. Repeat Notary Exam: Required for renewals (online).

  4. Pay Renewal Fee: $50.00 (credit/debit card).

  5. Print Renewal Documents: Includes Renewal Application (with exam answers) and Oath of Office form.

  6. Residency Verification and Oath: Have Renewal Application notarized and residency confirmed by municipal clerk/registrar. Take a new Oath of Office before Dedimus Justice.

  7. Submit Renewal Materials: Send completed originals (notarized application, residency verification, oath) to SOS.

Remote Online Notarization (RON) in Maine

Permitted under RULONA (effective July 1, 2023), but requires prior SOS approval.

  • SOS Approval Required: Submit "Notice to Perform Electronic and/or Remote Online Notarizations" form to SOS before starting RON. Include chosen approved technology provider(s) details, training evidence, e-signature/e-seal samples. Await explicit SOS acceptance.

  • Approved Technology Providers: Must use SOS-approved communication technology platforms. No generic apps (Zoom, FaceTime).

  • Training: Complete training from chosen RON provider(s). Certify familiarity with ME laws/rules.

  • Notary Location: Must be physically in Maine.

  • Signer Identification: Multi-factor authentication (ID verification, credential analysis, KBA) via platform.

  • Journal/Recording: Mandatory journal entry for all RON acts. Audio-visual recording of session mandatory, retained 10 years.

  • Prohibited Acts: No RON without SOS approval or with non-approved tech.

  • Change in Provider: Notify SOS within 10 business days.

Official Resources

  • Maine SOS – Notary Public Pages: Maine.gov (SOS Division of Corporations, UCC & Commissions) for forms, rules, guides, FAQs.

  • Notary Public Forms: Application, RON Notice, etc., on SOS site. "Course of Study" PDF also available.

  • Total Notary Solution: Online portal for renewals/updates (via SOS website).

  • Contact Info: SOS Corporations/Commissions: (207) 624-7752; Email [email protected] Mail: Ballard Center, Augusta.

  • Legal Sources: ME Statutes Title 4, Ch. 39 (RULONA).

Frequently Asked Questions (FAQs)

Q: Is there a maximum fee I can charge as a notary?

A: Maine law does not set a fixed fee schedule for most notarial acts. Charge a reasonable fee. (Only "noting" dishonored instruments limited to $1.25).

Q: What if I lose my notary stamp or embossing device?

A: Destroy/disable immediately if possible. Promptly notify the SOS. Obtain a new stamp if needed.

Q: I changed my name (or address). How do I update my notary commission?

A: Update via online Profile Update service (Total Notary Solution). For name change, also file Notice of Change in Official Notarial Signature form.

Q: Can I renew my commission if it has already expired?

A: Yes, if within 90 days post-expiration (via online renewal). If >90 days, must reapply as new. Cannot notarize during lapse.

Q: Do I have to repeat the notary exam when renewing?

A: Yes, Maine requires retaking the notary exam for renewal (online).

Q: How soon before my commission expires can I renew?

A: Up to 45 days before expiration.

Q: Is a journal required for in-person notarizations?

A: Not required by law for traditional paper acts, but highly recommended. Mandatory for all remote or electronic notarizations (plus A/V recording for RON).

Q: Can I notarize documents for my family members?

A: Generally no for spouse, parent, child, sibling, or step/half-relatives if a "direct beneficial interest" exists. Avoid maintaining impartiality.

Q: Where can I get more information or help?

A: Maine SOS Notary Public website (maine.gov/sos), email [email protected], or call (207) 624-7752.

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

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