Notary Requirements for Tennessee: 2025 Updated

This guide covers becoming and renewing as a Tennessee Notary Public, based on official state sources as of May 2025. It includes eligibility, application, bond, seal, oath, remote notarization, and FAQs.

• Eligibility Requirements
• Application Process for New Notary Commission
• Surety Bond
• Notary Seal and Journal Requirements
• Oath of Office and Recording the Commission
• Commission Term and Expiration
• Commission Renewal Process
• Remote Online Notarization (RON)
• Official Resources
• Frequently Asked Questions (FAQ)

Eligibility Requirements

Applicants must meet these criteria:

• Age: At least 18 years old.

• Citizenship/Residency Status: U.S. citizen or legal permanent resident.

• Tennessee Connection: Reside in OR maintain a principal place of business in the Tennessee county of application.

• English Proficiency: Able to read and write English.

• No Disqualifying History: No removal from notary office for misconduct, no revoked/suspended commissions, no court findings of unauthorized practice of law. No convictions for "infamous" crimes (e.g., bribery, larceny) unless rights restored. No unpaid judgments for money collected officially, no treasury defaults. Not an active U.S. military member, member of Congress, or holder of other federal/out-of-state office of profit/trust.

False statements on the application are perjury. Assuming office with disqualifications is a Class C misdemeanor.

Get a notary stamp that meets Tennessee’s official requirements, available in multiple formats and shipped within one business day.

Order Tennessee Notary Stamp

Application Process for New Notary Commission

Commissions are issued at the county level with SOS coordination.

1. Obtain and Complete Application: Get form from your County Clerk’s office (residence or principal business county). Fill out, sign, and have your signature notarized by a current notary.

2. Submit to County Clerk with Fee: Submit completed, notarized application and fee (typically $12-$16, varies by county) to your County Clerk. Check local deadlines (often 2 weeks before county legislative body meeting).

3. Election by County Legislative Body: County Commission/Council votes to approve (elect) eligible applicants.

4. Submission to State & Commission Issuance: County Clerk forwards approved application/certification and state fee portion to TN SOS. SOS issues commission certificate (signed by Governor/SOS) and sends it back to County Clerk.

5. Notification and Qualification (Bond & Oath): County Clerk notifies you upon receiving your commission certificate. Before notarizing:

   • Obtain $10,000 Surety Bond: From an TN-authorized surety company (or two personal sureties approved by county legislative body) for your 4-year term.

   • File Bond with County Clerk: Pay small recording fee (e.g., $2).

   • Take Oath of Office: Appear in person at County Clerk’s office, take and subscribe the official oath.

6. Receive Commission Certificate: After bond/oath, County Clerk delivers official certificate. You are now commissioned.

   • Timeline: 4-8 weeks typically.

Surety Bond

A $10,000 surety bond is mandatory for the 4-year term.

• Purpose: Protects public from damages by notary’s misconduct/negligence. Notary reimburses surety for paid claims.

• Filing: After election, before notarizing. File with County Clerk in county of election ($2 recording fee).

• Provider: TN-authorized surety company (most common) or two approved personal sureties.

• RON: No additional bond required for online notary authorization.

• E&O Insurance: Optional, for notary's personal protection, not state-required.

Notary Seal and Journal Requirements

Official Notary Seal: Mandatory; use an official seal to authenticate notarial acts.

• Design: Circular rubber stamp (or other ink stamp). Ink color other than black or yellow (blue common). Must contain:

  1. Notary’s name (as on commission) at top.

  2. County of election at bottom.

  3. “State of Tennessee Notary Public” (or “Tennessee Notary Public”) in center.

• Embossers: Not sufficient alone; rubber stamp is legally required.

• Purchase/Ownership: Purchase at own expense. Personal property until commission ends, then surrender to county legislative body (or destroy).

• Usage: Affix clearly near signature. Commission expiration date is not required on the seal but must be written/printed on every notarial certificate.

Notary Journal (Record of Notarial Acts):

• Mandatory if Fees Charged: If charging for services, must keep a record (bound journal or electronic) of each act.

• Highly Recommended for All: Even if no fee charged, SOS and professional organizations strongly advise keeping a journal for protection.

• Recommended Entries: Date/time, type of act, document description, signer(s) name/address, ID method (or personal knowledge), fee charged.

• RON Journal: For online notarizations, detailed electronic journal entries and audio-video recording retention (5-year minimum) are mandatory.

• Retention: For traditional journals, prudent to keep for several years post-commission.

Oath of Office and Recording the Commission

• Oath: Taken at County Clerk’s office after commission is issued by state and bond is secured.

• Recording: County Clerk records commission and retains copy of oath. Notary receives original commission certificate.

• Name/Address Changes:

  • Address (within TN): Notify original County Clerk ($7 fee). Commission remains valid statewide.

  • Moving Out of State: Disqualifies; resign commission.

  • Name Change: Request new commission in new name via County Clerk to SOS ($5 fee), providing original commission and Clerk’s certification of name change. Get new seal.

Commission Term and Expiration

• Term: Four (4) years from Governor's issuance date (on certificate).

• Expiration: Note expiration date on every notarial certificate.

• Statewide Authority: Valid throughout Tennessee.

• No Grace Period: Acting after expiration is a Class C misdemeanor. Surrender/destroy seal.

Commission Renewal Process

Essentially a new application process.

1. When to Start: 2-3 months before current expiration to avoid lapse.

2. Application Form: Use same county form, indicate "Renewal," provide current expiration.

3. County Approval & State Commission: Re-elected by county legislative body. SOS issues new commission.

4. Bond and Oath: New $10,000 bond and new Oath of Office required for new term.

5. Seal: New seal if name/county changed, or if old seal is non-compliant/worn. (As seal must be surrendered at term end, practically, a new seal is obtained).

If commission lapses, apply as new (no penalty, but no notary authority during gap).

Remote Online Notarization (RON) in Tennessee

RON authorized since July 1, 2019 (Online Notary Public Act).

• Eligibility: Must hold current, active traditional TN notary commission.

• Registration/Application: Apply for Online Notary Public Commission via TN SOS Business Services online portal.

  • Upload: e-seal sample, digital certificate sample, vendor instructions for verifying digital certificate, description of vendor’s ID proofing/credential analysis.

  • Pay $75.00 application fee.

• Approval: SOS issues Online Notary Public Commission (same expiration as traditional commission). Reapply for RON with commission renewal.

• Bond/E&O: No additional bond. E&O optional but recommended (e.g., $25k policy).

• RON Notarial Acts & Technology:

  • Use compliant RON platform with two-way live, secure audio-video.

  • ID Verification: Notary's personal knowledge OR platform’s multi-factor ID proofing (KBA + credential analysis of government photo ID).

  • Location: Notary must be physically in Tennessee. Signer can be anywhere.

  • Certificate: Must state "online notarization."

  • E-seal/E-signature: Notary attaches electronic seal (digital version of traditional seal design) and electronic signature.

• Recordkeeping (Mandatory for RON):

  • Secure electronic journal of all online notarizations.

  • Unedited audio-video recording of entire RON session.

  • Retain e-journal and A/V recordings for at least five (5) years.

• Fees for RON: Up to $25 per remote online notarization (plus any customary notary fees, if applicable).

• No Additional State Training/Exam for RON: Familiarity with RON laws (T.C.A. § 8-16-301 et seq.) and rules (TN Rules Ch. 1360-07-03) expected.

Official Resources

• TN Secretary of State – Notary Commissions: sos.tn.gov > Business Services > Notaries Public (guidance, FAQs, online search).

• County Clerk Offices: Primary contact for applications, qualification. Websites often have forms.

• Tennessee Code Annotated (T.C.A.): Title 8, Chapter 16 (Notaries Public); §§ 8-16-301 to 8-16-313 (Online Notary Public Act).

• TN Administrative Rules for Online Notaries: Chapter 1360-07-03.

• TN SOS Online Notary Portal: For RON applications (TNBeAR system).

• Contact SOS Business Services: (615) 741-2286.

Frequently Asked Questions (FAQ)

Q: How much can a Tennessee notary charge for their services?

A: Traditional acts: "Reasonable fee" (no set state schedule, often $0-$10). RON: Max $25 per act (plus other customary fees). Must keep journal if fees charged.

Q: Do I have to live in the county where I apply to be a notary?

A: No. Reside in OR have principal place of business in county of application.

Q: What do I do if I move or change my name during my notary term?

A: Address (within TN): Notify original County Clerk ($7 fee). Name Change: Request new commission in new name via County Clerk to SOS ($5 fee), provide old certificate, Clerk's certification. Get new seal. Move Out of State: Resign.

Q: Is there a test or exam I must take to become a notary?

A: No state-mandated exam or course for traditional commission. No specific state training/exam for RON authorization (familiarity with laws/rules expected).

Q: My notary commission is about to expire. Does the state send a renewal notice, and can I continue to notarize while a renewal is in process?

A: Some County Clerks send courtesy reminders; state does not. Cannot notarize after expiration unless new commission issued. No grace period. Start renewal 6-8 weeks early.

Q: Can I notarize for a family member, such as my spouse or relatives?

A: Strongly discouraged for spouse. Avoid if you have beneficial interest. Notary must be impartial.

Q: Can a Tennessee notary notarize documents for use in other states, or for out-of-state signers?

A: Yes, if notarization occurs physically within TN (or via authorized RON with notary in TN).

Q: What are the restrictions on advertising notary services in Tennessee?

A: If advertising in non-English language, must include disclaimer: not an attorney, cannot give legal advice. Cannot use "Notario Público" or imply attorney status if not licensed.

Q: What records or bookkeeping does a notary need to keep?

A: Journal mandatory if fees charged (traditional); highly recommended for all. For RON, e-journal and A/V recordings mandatory (5-yr retention).

Q: How can I verify if someone is a valid notary or if my own commission is active?

A: TN SOS website has an online Notary Public search database (by name/county).

Q: What if I no longer want to be a notary before my term ends?

A: Send resignation letter to SOS via County Clerk. Surrender seal to county legislative body (via County Clerk).

Always rely on official TN state and county resources for the most current information.