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Notary Requirements for Oregon: 2025 Updated

by Ben Camerota
Beachside Highway 101 in Oregon

This guide outlines requirements to become and renew as an Oregon Notary Public, covering eligibility, application, training, exam, remote notarization, and FAQs, based on official state sources as of May 2025.

Eligibility Requirements

Applicants must meet these criteria:

  • Age and Residency: At least 18 years old; Oregon resident or have a place of employment/practice in Oregon.

  • Language: Able to read and write English.

  • Training: Successfully complete a state-approved notary training course within 6 months prior to application (even for renewals, the "Notary Basics" course is required before each new term).

  • Exam: Pass the Oregon SOS Notary Public examination.

  • Prior Misconduct: No notary commission revoked in the past 10 years; no felony or crime involving fraud, dishonesty, or deceit in the past 10 years. A background check is conducted.

  • Legal Compliance: No convictions for impersonating a notary, obstruction of government, unauthorized practice of law, or certain unlawful trade practices.

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Application Process for New Notaries

  1. Complete Mandatory Training: All applicants (new and renewing) must complete the Notary Basics training course (free, offered by SOS online, via webinar, or in-person) within 6 months before applying. Obtain a Notary Education Certificate/ID Number.

  2. Prepare for and Pass the Exam: The state notary exam tests knowledge of Oregon notary laws and procedures. It's typically online via the SOS notary portal and open-book. Your training education ID is needed.

  3. Submit the Application: Preferably use the Online Notary Application system. After passing the exam, fill out the application form (select "Take the Exam and Apply (Training Completed)"). Provide legal name, public contact address, and training/exam certificate details. The non-refundable fee is $40 (credit card or check/money order). Submission consents to a background check.

  4. Await Approval and Oath of Office: SOS reviews materials and background. If approved, an official Notary Public Oath of Office form is emailed.

  5. Take and Submit the Oath: Sign and swear/affirm the oath before a current notary public (who notarizes your signature on the oath). Your signature must match your ID. Submit the completed, notarized oath to the Corporation Division by mail (with fee if not paid online) or fax (with credit card cover sheet).

  6. Commission Issuance: Once the notarized oath and payment are processed, your 4-year commission is finalized. The SOS emails your Notary Commission Certificate and a Certificate of Authorization for an Official Notary Stamp. You cannot notarize until your commission is issued and you have your seal.

    • Commission Name: Issued in your legal name, which must appear on your stamp and be your notarizing signature.

    • Public Records Address: Your provided contact address is public record.

  7. Obtain Notary Seal and Journal: Purchase your official stamp and journal (details below).

Term of Commission and Expiration

  • Term: 4 years from the commission date. Expiration date is on your certificate and stamp.

  • Renewal Timing: Apply for a new commission (reappointment) no more than 30 days before current expiration.

  • No Grace Period: Authority ceases at expiration. Notarizing with an expired commission is illegal.

  • New Commission Number: Each reappointment gets a new commission number, requiring a new seal. Destroy old seals.

Renewal Process (Reappointment)

Renewing is essentially applying for a new commission.

  1. Complete Training Again: Renewing notaries must retake the full Notary Basics training course every 4 years.

  2. Pass the Exam Again: Required for each commission application.

  3. Submit Application (Reappointment): Use the online system ("Take the Exam and Apply"). Update information, provide current commission number, new training ID. $40 fee.

  4. Oath of Office: Receive, notarize, and return a new Oath of Office form after application approval.

  5. New Commission Issued: Obtain a new commission certificate and stamp authorization. Get a new seal with the new commission number and expiration date.

  6. Lapsed Commission: If expired, stop notarizing. You can reapply, but there's no special "late renewal."

Official Notary Seal

Mandatory for performing notarizations.

  • Format and Content: Rectangular or circular ink stamp. Must include:

    1. The Oregon state seal (official emblem) on the left.

    2. “OFFICIAL STAMP” (usually top right).

    3. Notary’s name (as commissioned).

    4. “NOTARY PUBLIC – OREGON.”

    5. “COMMISSION NO. ______” (your commission number).

    6. “MY COMMISSION EXPIRES ______” (expiration date: Month DD, YYYY). All text centered to the right of the state seal. Must be legible and reproducible (dark ink recommended).

  • Required Use: Affix near your signature on every notarial certificate. An embosser alone is not sufficient.

  • Certificate of Authorization: SOS provides this with your commission. Give it to an approved stamp vendor to make your seal. The vendor returns the certificate to you.

  • Embossers: Optional, supplementary to the ink stamp. No Certificate of Authorization needed.

  • Storing and Using: Keep secure, under your exclusive control. Report loss/theft immediately.

Notary Journal

Mandatory for chronicling notarial acts.

  • Required Acts to Record: At minimum, all acknowledgments and witnessing of signatures. Best practice: record every notarial act.

  • Format: Bound book, pre-printed sequentially numbered pages and entries. Inside front cover must list notary name, commission number/expiration, address, and instructions for journal disposition upon death/incapacity (mail to SOS or employer if agreement exists).

  • Required Entries: Date/time of act, type of act, document description, printed name/address of signer, ID method, fee charged, and signer’s signature.

  • Electronic Journal: Allowed for electronic or remote notarizations (must be tamper-evident, secure).

  • Custody and Retention: Belongs to notary (unless employer agreement exists). Keep for 10 years after last entry, even after commission ends. Then, send to SOS or as per employer agreement.

  • Journal Entries: Contemporaneous with notarization. Correct errors with a single line and initial.

  • Multiple Journals: Allowed if each meets requirements.

Remote Online Notarization (RON) in Oregon

Oregon allows RON (authorized 2021). Requires specific qualification.

  • Notary Eligibility for RON: Active Oregon notary, physically located in Oregon during RON. Signer can be anywhere.

  • Technology/Vendor: Use a qualified RON platform meeting Oregon security, authentication, and recordkeeping standards (OAR 160-100-0800 & 0850). SOS lists some known vendors. Standard video chat apps are not compliant.

  • RON Training: Complete mandatory, free SOS Remote Online Notarization Training course (additional to Notary Basics).

  • Application / Notice to Perform RON: Submit RON Notice form to SOS (email to notary-team.sos@oregon.gov). Include:

    1. Commission info, chosen RON vendor(s) details.

    2. Electronic seal and signature samples from the RON platform.

    3. Compliance statement (certifying chosen technology meets OR requirements). Await SOS approval before performing RON.

  • RON Authorization Term: Expires with your notary commission. Reapply for RON authorization with each commission renewal.

  • Performing RON:

    1. Signer ID verified via platform (ID credential analysis, KBA questions).

    2. Live, clear audio-video session. Confirm signer understanding/willingness.

    3. Electronic document signed electronically by signer, witnessed by notary.

    4. Notary electronically completes certificate, applies e-seal and e-signature. Platform tamper-seals document.

    5. Session recorded; recording retained for at least 10 years.

    6. Notarization recorded in an electronic journal (must include signer's e-signature and note remote act).

  • RON vs. Electronic Notarization (IPEN): IPEN is notarizing e-documents with signer physically present. Requires a separate notice to SOS.

  • Limitations on RON: Some documents (e.g., electoral petitions) require in-person notarization. Wills have specific execution requirements; current guidance is to handle their notarization (if any part) in person.

  • Fees for RON: Max $25 per remote notarial act.

  • Recordkeeping: Maintain electronic journal and audio-video recordings (usually via RON platform).

Official Resources and Contacts

  • Oregon SOS Notary Website: sos.oregon.gov/business/notary (main portal for applications, training, laws, FAQs).

  • Notary Public Guide (2024 Edition): Comprehensive PDF guide from SOS.

  • Notary Forms: Application, Change forms, Missing Stamp/Journal form, etc., on SOS website.

  • Remote/Electronic Notarization Resources: Specific pages on SOS website.

  • Statutes and Rules: ORS Chapter 194 (notary laws), OAR Chapter 160, Division 100 (rules).

  • Contact Notary Team (Corporation Division):

  • Notary News: SOS email newsletter for updates.

Frequently Asked Questions (FAQs)

Q: What fees can an Oregon notary charge for their services?

A: Max $10.00 per traditional notarial act. Max $25.00 per Remote Online Notarization. Travel fees by prior agreement. Must display or present fee schedule.

Q: Am I required to post a bond or carry errors & omissions (E&O) insurance?

A: No, Oregon does not require bonds or E&O insurance for notaries. E&O is optional for personal protection.

Q: What do I do if my notary stamp is lost, stolen, or damaged?

A: File a police report (if theft suspected). Immediately notify SOS Corporation Division using "Missing, Lost or Stolen Notary Stamp/Journal/Certificate" form. SOS will invalidate old stamp authorization and issue a new one with a new commission number. Obtain a replacement seal.

Q: How do I change my name or update my address on my notary commission?

A: Notify SOS within 30 days. Address/contact info: Use Notary Information Change online form (no fee). Name change: Submit Notary Information Change – Name/Signature form (notarized) to SOS. State issues new commission certificate/stamp authorization. Get new stamp.

Q: My commission expired and I’ve applied for a new one – can I still use my old stamp or notarize documents while waiting?

A: No. Authority ceases at expiration. Do not use old stamp. Destroy it. Stop notarizing until new commission is active and new stamp obtained.

Q: Can I notarize a document for use in another state, or notarize if the signer is in another state?

A: Traditional: Can notarize docs for out-of-state use if act performed within Oregon. Cannot notarize if physically outside Oregon. RON: Notary must be in Oregon; signer can be anywhere globally.

Q: What if a signer doesn’t have ID? Can I use personal knowledge or a credible witness to identify a signer in Oregon?

A: Yes. If acceptable ID (current or expired not more than 3 years government-issued photo/signature ID) is unavailable, you can use personal knowledge (if you are certain of identity) or a credible witness (personally known to you, knows signer, unrelated, no interest in document, takes oath). Document method in journal. RON uses platform ID verification.

Q: Can I refuse to perform a notarial act?

A: Yes, for just cause: improper ID, signer unwilling/unaware, incomplete document, suspected fraud, conflict of interest, or if request is improper/illegal. Politely explain reason. Document refusal in journal.

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

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