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Notary Requirements for Pennsylvania: 2025 Updated

by Ben Camerota
Kinzua Bridge in Pennsylvania

Pennsylvania notaries public, commissioned by the Department of State, serve as impartial witnesses to deter fraud. This guide outlines requirements to become and remain a notary in Pennsylvania as of May 2025.

Eligibility Requirements

Applicants must meet these criteria:

  • Age and Residency: At least 18 years old; U.S. citizen or permanent legal resident who resides or has a place of employment/practice in Pennsylvania.

  • Language: Able to read and write English.

  • Integrity: Possess honesty, integrity, competence, and reliability. No disqualifying criminal convictions (especially fraud/dishonesty) or prior notary disciplinary sanctions.

  • Education: Complete a mandatory 3-hour notary education course from a state-approved provider within six months before applying.

  • Examination: Pass the official notary exam (administered by Pearson VUE) if a first-time applicant or if commission has lapsed. Renewing notaries with no lapse are exempt.

  • Ineligibility: Members of U.S. Congress, PA legislature, or holders of federal/state offices of profit/trust cannot be commissioned.

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Application Process for a New Notary Commission

  1. Complete Education: Take the required 3-hour notary course from a state-approved provider within six months prior to application. Obtain a course completion certificate.

  2. Prepare for Examination (if applicable): First-time applicants must pass the state notary exam after application submission. The Department of State will provide scheduling information via Pearson VUE.

  3. Submit Application Online: Via the Department’s Notaries portal (notaries.pa.gov). Complete the form, upload proof of education, answer background questions, and pay the $42 non-refundable fee.

  4. Await Approval and Exam (if applicable): Processing is typically 2-4 weeks. If an exam is required, you'll receive scheduling instructions. Pearson VUE reports results to the Department.

  5. Appointment by the State: After all requirements are met (education, exam if needed, background review), the Department of State appoints you. Notification is by email. Your commission certificate is sent to the Recorder of Deeds in your designated county. Further steps (oath, bond, recording) are needed before notarizing.

Surety Bond Requirements

A $10,000 surety bond is required.

  • Provider: From a surety/insurance company authorized in Pennsylvania.

  • Coverage: Full 4-year commission term. Protects public from notary misconduct.

  • Liability: Notary reimburses surety if a claim is paid.

  • Maintenance: Bond must remain in force. Cancellation requires 30-day notice to Department.

  • Recording: Recorded with the county Recorder of Deeds along with oath (see below). State filing fee included in application; county may charge recording fees.

Notary Seal

Mandatory rubber stamp for all tangible document notarizations.

  • Specifications:

    • Rubber inked stamp (embossers may be used additionally but are not sufficient alone).

    • Must contain: “Commonwealth of Pennsylvania,” “Notary Seal,” notary’s name (as on commission) followed by “Notary Public,” county of office, and commission expiration date.

    • Max size: 1 inch high x 3.5 inches wide, with a plain border.

    • Imprint must be legible and reproducible.

  • Security: Notary's responsibility. Never allow others to use it. Disable/destroy upon commission end or if lost/stolen (notify Department within 15 days if lost/stolen). Surrender to Department if commission suspended/revoked.

Notary Journal

Mandatory chronological journal of all notarial acts.

  • Format: Tangible (bound paper book, consecutively numbered pages) or electronic (tamper-evident, compliant with DOS regulations). One combined journal or separate paper/electronic journals allowed.

  • Entries (contemporaneous with notarization):

    1. Date and time.

    2. Type of notarial act and brief document description.

    3. Full name and address of signatory.

    4. Identification method: personal knowledge or ID details (type, issuing agency, issue/expiration dates).

    5. Fee charged (if any).

  • Security: Exclusive property of notary, keep secure.

  • Retention and Disposal: Upon ceasing as a notary (expiration without renewal, resignation, revocation), deliver journal to Recorder of Deeds in the county of last office within 30 days. Same for personal representative upon notary's death/incompetency.

  • Copies: Provide certified copies of journal entries upon public request within 15 days (reasonable copying fee allowed).

Oath of Office and Commission Recording

Within 45 days of appointment, complete these steps:

  1. Obtain Your Bond: Secure the $10,000 surety bond.

  2. Take the Oath: Take and sign the constitutional oath of office, typically at the Recorder of Deeds office or before an authorized official.

  3. Register Official Signature: Register your signature in the county prothonotary’s office or Recorder of Deeds (county of office). Required within 45 days of appointment and within 30 days if moving office to a new county.

  4. Record Commission, Oath, and Bond: File commission certificate, executed bond, and oath with the Recorder of Deeds in your county. County recording fees apply. A copy of bond/oath is forwarded to Department of State by Recorder.

    • Crucial Deadline: Failure to complete these steps within 45 days voids the commission.

Commission Term and Expiration

Valid for four years from appointment date. Expiration date on certificate and seal. No grace period for notarizing past expiration. No limit on renewal terms.

Commission Renewal Process

Similar to initial application; renewal avoids re-examination if timely.

  1. Timing: Start a few months before expiration. Apply before commission expires to avoid re-testing.

  2. Education Requirement: Complete a 3-hour continuing notary education course (approved provider) within six months prior to reapplication.

  3. Application: File online via notaries.pa.gov. Indicate reappointment. $42 fee.

  4. No Exam if Timely: If application submitted before expiration, no exam needed. If lapsed, treated as new applicant (exam required).

  5. Processing and Oath/Bond: Upon reappointment, new commission sent to Recorder of Deeds. Must record new bond, take new oath, and file with Recorder within 45 days. Update seal (at least expiration date).

Remote Online Notarization (RON)

Pennsylvania permits RON (Act 97 of 2020, effective October 29, 2020).

  • Authorization: Must be currently commissioned and notify/apply to Department of State for electronic/remote notarization authorization via online system. Identify intended Department-approved RON technology provider.

  • Notary Location: Notary must be physically in Pennsylvania during RON. Signer can be anywhere (conditions apply for foreign signers).

  • Personal Appearance: Satisfied by live, two-way audio-visual communication on an approved platform.

  • Identity Verification: Personal knowledge, credible witness (appearing with notary or signer), OR at least two different identity proofing methods (e.g., credential analysis of ID + KBA questions) via RON platform.

  • Electronic Seal and Signature: Notary electronically signs and applies e-seal. Certificate must state notarization was "by means of communication technology."

  • Recording: Mandatory audio-video recording of entire RON session, retained for at least 10 years.

  • Technology Standards: Use Department-approved RON platform meeting PA security, ID proofing, and recording standards.

  • Foreign Signers: Document must be for U.S. use/related to U.S. matter, and act not prohibited by foreign country's law.

  • Journal: RONs must be journaled, noting remote method and ID verification.

  • No Separate Commission: RON is an authorization on existing commission. Renew e-notary status with commission renewal.

Official Resources

  • PA Department of State – Notaries Public Program: pa.gov/notaries (official portal, FAQs, forms, education). Contact: ra-notaries@pa.gov or 717-787-5280.

  • Notary Public Law (Title 57, Pa.C.S.): legis.state.pa.us (Chapter 3, RULONA).

  • PA Notary Public Handbook/Guides: Available on Department website (Notary Public Equipment, Education, Electronic/Remote Notarization sections).

  • Regulations (4 Pa. Code § 161.1 et seq.): Detail fees and standards.

  • Online Notary Portal: www.notaries.pa.gov for applications, renewals, updates.

  • County Recorder of Deeds and Prothonotary Offices: For commission recording, oath, signature registration.

Frequently Asked Questions (FAQ)

Q: How long does a notary commission last in Pennsylvania?

A: Four years from the date of issuance.

Q: What happens if I do not complete the oath, bond, and recording within 45 days of appointment?

A: Your commission becomes null and void. You must reapply from scratch.

Q: Can I renew my notary commission when it expires?

A: Yes. Apply before expiration to avoid re-examination. Requires 3-hour continuing education, $42 fee, new bond, and re-qualifying (oath/recording) with the county.

Q: Do I have to take the notary exam every time I renew?

A: No, if you reapply before your current commission expires. If it lapses, the exam is required.

Q: What fees can Pennsylvania notaries charge for their services?

A: Max $5.00 for most acts (acknowledgments, oaths, verifications, witnessing signatures, certifying copies). Protests $3.00/page. Travel/incidental fees separate, by prior agreement.

Q: Does Pennsylvania allow remote online notarization (RON)?

A: Yes. Notary must be in PA, apply for e-notary authorization, use a state-approved RON platform, and follow specific ID verification, recording, and procedural rules.

Q: What should I do if I change my name or address as a notary?

A: Notify Department of State within 30 days using official forms. For name change, provide proof, register new signature with county, get new seal if using new name. For address change to new county, register signature in new county and update seal if county name changes.

Q: Where is my notary commission valid – can I notarize outside of Pennsylvania?

A: Valid throughout Pennsylvania. Cannot notarize if physically outside PA (unless performing RON, where notary must be in PA but signer can be elsewhere).

Always refer to official Commonwealth of Pennsylvania sources for the most current notary information.

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