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Notary Requirements for Rhode Island: 2025 Updated

by Ben Camerota
Mohegan Bluffs Stairs to the Beach in Rhode Island

This guide offers comprehensive, up-to-date information on becoming and renewing as a notary public in Rhode Island, based on official state sources as of May 2025. It covers eligibility, application, commission terms, renewals, tools, remote notarization, and FAQs.

Eligibility Requirements

Applicants must meet these criteria:

  • Age & Residency: At least 18 years old; a Rhode Island resident OR have a place of employment/practice in Rhode Island. (Non-residents need a primary RI business/work address. RI attorneys and CPAs in good standing are exempt from RI residency requirements.)

  • Citizenship: U.S. citizen or permanent legal resident.

  • English Proficiency: Able to read and write English.

  • Good Character: No disqualifying criminal or professional history (no felony convictions or issues under RIGL §42-30.1-16 like fraud or prior notary misconduct).

  • Notary Knowledge: Demonstrate sufficient knowledge. New applicants must complete training and pass a Notary Knowledge Assessment (score ≥80%). The RI Department of State (DOS) offers free training and an online open-book assessment. Studying the RI Notary Public Manual and Standards of Conduct is crucial.

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Application Process for New Notary Commission

Applications are handled by the RI DOS Business Services Division via paper forms (no online portal).

  1. Prepare and Learn: Meet eligibility, review the RI Notary Public Manual and laws, attend free training (optional but recommended), and pass the Notary Knowledge Assessment (≥80%).

  2. Fill Out Application Form: Download and complete the two-page Notary Public Application form with original, handwritten signatures. Appear before a current RI notary to take the Oath of Office; the notary completes the certificate on your application.

  3. Pay Commission Fee: $80.00 non-refundable fee (check or money order to "RI Department of State").

  4. Submit Application: Mail or hand-deliver the completed original application (with notarized oath) and payment to RI Department of State, Business Services Division (Notary Public Section), 148 West River Street, Providence, RI 02904. No email/fax submissions.

  5. Wait for Processing: Typically 3-5 business days. If approved, your Notary Public Commission certificate (signed by Governor) is mailed to you.

  6. Purchase Notary Tools: Once commissioned, obtain an official ink stamp meeting state specifications and consider purchasing a notary journal (highly recommended).

No separate county filing is required; the DOS maintains commission records.

Surety Bond

Rhode Island does not require notaries public to obtain a surety bond. Optional Errors & Omissions (E&O) insurance is a personal choice for liability protection and is recommended.

Notary Seal and Journal Requirements

Notary Seal (Stamp): Mandatory inked rubber stamp seal for each notarization.

  • Format: Round or rectangular, with an edge border.

  • Required Information (exactly as on commission):

    1. Your name.

    2. “Notary Public.”

    3. “Rhode Island.”

  • Ink: Dark color (black/blue typical) for clear photocopying.

  • Optional Info: Commission ID number or expiration date (not required on stamp, as expiration must be written on each notarial certificate).

  • Embossers: Optional; if used, must be with an inker for visibility on copies and meet content requirements. Ink stamp is mandatory.

  • Security: Your personal responsibility. Keep secure. Destroy/deface old/expired seals. Report loss/theft to DOS immediately.

Notarial Journal: Not legally mandated in Rhode Island, but strongly suggested by DOS for your protection.

  • Format: Typically a bound record book with pre-printed numbered pages.

  • Recommended Entries: Date/time, type of act, document description, signer’s name/address, ID details, signer’s signature in journal, fee charged, unusual circumstances.

  • Retention: DOS advises retaining journals for seven (7) years after the last entry.

Notarial Certificates: Mandatory for every notarial act. Must be fully completed with appropriate wording for the act (acknowledgment, jurat, etc.). Sample certificates on SOS website. Never sign/stamp an incomplete or false certificate.

Oath of Office and Recording the Commission

The Oath of Office is administered and notarized on the application form before submission to the DOS. No separate post-commission oath or local filing is needed. The DOS issues your commission certificate, which is proof of authority.

Commission Term and Expiration

  • Term: Four (4) years from date of issuance (on certificate).

  • Expiration and Grace Period: A notary may legally continue notarizing for up to 30 days after the commission expiration date while renewal is pending. After 30 days post-expiration, authority ceases until renewed. The commission expiration date must be noted on each notarial certificate.

Commission Renewal Process

Similar to new application; same $80 fee. No exam/training specific to renewal, but stay updated on laws.

  1. When to Renew: As early as 60 days before expiration. Recommended a few weeks prior to ensure continuity. Commission number remains the same if renewed before expiration.

  2. Complete Renewal Form: Download Notary Public Renewal Application from DOS website. Fill out both pages (original signatures). Take Oath of Office on the renewal form before a current RI notary. Include your Notary ID number.

  3. Pay Fee: $80.00 (check/money order to "RI Department of State").

  4. Submit Renewal: Mail or deliver completed original form (with notarized oath) and payment to DOS. No email/fax. Processing 3-5 business days; new certificate mailed.

  5. Continue Notarizing: Can continue during processing if within 30-day grace period. Update records with new expiration date.

  6. Notary Tools: If stamp information is outdated (e.g., name change, or if expiration was on stamp), get a new stamp. Start new journal if old one is full.

Remote Online Notarization (RON) in Rhode Island

RON is legal but requires specific DOS authorization.

  • Authorization Required: Must apply for and receive written DOS permission before performing electronic or remote notarizations.

  • Becoming a Remote Notary:

    • Choose Approved RON Technology Provider: Use a state-approved RON platform (DOS lists providers like NotaryLive, DocVerify, Pavaso, SIGNiX). No consumer video apps (Zoom, Skype). Platform must provide audiovisual communication, multi-factor ID verification, digital stamping/signing, recording/journaling.

    • Obtain Electronic Signature and Seal: Via RON provider or vendor. Secure samples for application.

    • Submit Request to State: Fill out Notary Public Information Update Form, indicating intent for electronic/remote notarization. Include e-signature/e-seal samples. No fee. Mail to DOS.

    • Await Written Approval: Receive email confirmation from DOS before starting RON.

  • RON Guidelines:

    • Notary Location: Must be physically in Rhode Island during RON. Signer can be anywhere.

    • ID Verification: Standard ID methods + dynamic knowledge-based authentication (KBA) via platform.

    • Session: Live, interactive, recorded audio-video. Platform records session and often creates e-journal entry. State standards may specify retention (e.g., 7 years).

    • E-docs & E-signatures: Applied digitally via platform; tamper-evident.

    • Fees: Max $25 per remote notarial act.

    • RIN (Remote Ink Notarization) for Paper Docs: Possible. Signer shows/signs paper on camera, sends copy to notary, mails original signed paper within 30 days. Notary completes certificate on original paper (dated as remote session) and uses ink stamp.

Official Resources

  • RI Department of State – Notary Public Division: sos.ri.gov (official portal for rules, forms, FAQs, training).

  • Rhode Island Notary Public Manual (Revised July 2024): Comprehensive guide.

  • Rhode Island General Laws, Title 42 Chapter 30.1 – Notary Public: State statutes (RULONA).

  • Standards of Conduct for Notaries Public (RI Rules): Supplements law with specific conduct rules.

  • Electronic/Remote Notarization Standards: Technical standards for RON.

  • Contact Notary Public Section: Phone (401) 222-3040; Email [email protected] Address: 148 W. River Street, Providence, RI 02904.

Frequently Asked Questions (FAQ)

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

A: Immediately report to RI DOS Notary Public Section by emailing [email protected] Consider a police report for theft. Destroy seal if later found. Obtain a replacement stamp.

Q: How much can a Rhode Island notary charge for notarizations?

A: Maximum $25.00 per notarial act (applies to traditional and RON). Travel fees by separate agreement.

Q: My notary commission expired! Can I still notarize, and how do I renew if I’ve missed the deadline?

A: Can notarize for up to 30 days post-expiration (grace period). After 30 days, must stop until renewed. Can still renew using normal process even if long expired (no penalty, no re-exam), but new term starts upon approval.

Q: Do I need to get a new notary stamp when I renew my commission?

A: Not necessarily. If current stamp meets RI requirements and info is accurate (name, "Notary Public," "Rhode Island"), it can be reused. If expiration date was on stamp or name changed, new stamp needed.

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

A: Notify DOS within 10 days using Notary Information Update Form. No fee for address/contact updates. For name change, form must be notarized; DOS issues updated certificate (no fee); get new stamp with new name.

Q: Can I notarize a document for a family member or relative?

A: No for spouse, domestic partner, parent, grandparent, child, sibling, or their in-laws/step-relatives. Avoid for any relative if you have beneficial interest.

Q: Am I allowed to notarize documents that come from out-of-state?

A: Yes, if notarization occurs physically within Rhode Island. Notary cannot use RI commission outside RI borders.

Q: When should I refuse to notarize a document?

A: If signer not present (or not via approved RON process), ID unsatisfactory, signer appears incompetent or unwilling/coerced, document incomplete/blank, act unlawful/false, or if you suspect fraud.

Q: If my employer paid for my notary commission or I only notarize at work, what happens if I change jobs?

A: Commission belongs to you, not employer. Take stamp/supplies. Can continue notarizing. May resign if desired.

Q: Is remote online notarization (RON) considered the same as in-person notarization in Rhode Island?

A: Legally, yes, if performed per RI law/authorization. RON certificate notes remote act. Advise signers to confirm recipient acceptance for RON docs, though legally valid.

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