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Notary Requirements for Washington State: 2025 Updated

by Ben Camerota

This guide outlines the requirements and procedures for becoming and serving as a commissioned Notary Public in Washington State, including eligibility, application steps, bond and seal requirements, term limits, renewal, and remote notarization rules. All information is based on current Washington law and Department of Licensing (DOL) regulations and is up-to-date as of 2025.

Eligibility Requirements

To qualify for a Washington notary commission, you must:

  • Age: Be at least 18 years old.

  • English Proficiency: Be able to read and write English.

  • Residency/Employment: Be a Washington resident OR have a place of employment or practice in Washington. Lawful presence in the U.S. (SSN or ITIN) is required.

  • Good Character: Not have disqualifying convictions (felony or gross misdemeanor involving fraud, dishonesty, or deceit within the past five years). Each case is considered individually.

  • Training/Exam: No state-mandated training course or exam is required for a traditional commission, but reviewing laws and optional education is strongly recommended by DOL.

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Application Process for New Notary Commission

Applications are submitted to the Washington Department of Licensing (DOL).

  1. Prepare Required Documents:

    • Obtain a completed and notarized Notary Public Applicant Oath (Form NP-659-009).

    • Secure a $10,000 surety bond.

    • Decide on your notarial name (no initials per WAC 308-30-030(2)).

  2. Complete the Application:

    • Online (Recommended): Log into SecureAccess Washington (SAW) portal. Select "Electronic Notarization endorsement" during application if desired (adds $15 to fee).

    • By Mail: Download "Notary Public Commission Application" form from DOL website.

  3. Submit Application Fee and Bond:

    • Fee: $40 application fee.

    • Attach a copy of your signed $10,000 surety bond.

    • Submit payment (check/money order to “Department of Licensing” for mail; credit/debit for online).

  4. Submit Oath of Office: The notarized Oath form (NP-659-009) must be submitted with application materials.

  5. Await Approval: DOL reviews (allow at least 30 days). If approved, commission certificate/license issued (self-print or mailed for $5 print fee).

    • Important: Obtain official seal and journal after approval and before notarizing.

Surety Bond Requirements

A $10,000 surety bond from a WA-licensed insurer is mandatory.

  • Term: Must cover commission term (typically 4 years). Shorter bond terms result in shorter commission terms.

  • Filing: Submit a copy with application and each renewal. Originally issued by a bonding company.

  • Cancellation: Surety must notify DOL 30 days prior; notary must stop notarizing if no bond is in effect.

  • Purpose: Protects the public. Notary is ultimately responsible for claims paid by surety. E&O insurance is optional and does not replace the bond.

Notary Seal and Journal Requirements

Official Seal/Stamp: Mandatory. Must be clear, legible, and copyable.

  • Content:

    1. “Notary Public”

    2. “State of Washington”

    3. Notary’s commissioned name (exactly as on commission)

    4. Commission expiration date.

  • Format: DOL specifies shape/size (WAC 308-30-070). Round rubber stamps or embossers are common. Electronic seal for e-notarizations.

  • Obtaining: Purchase after receiving commission. Unlawful to possess a seal before commissioning.

Journal (Record Book): Mandatory. Keep a journal of all notarial acts.

  • Format: Permanent, bound ledger with numbered pages (no loose sheets).

  • Custody: Notary's personal property, stored securely under notary’s direct/exclusive control.

  • Entries (contemporaneous):

    1. Date and time of act.

    2. Type of notarization and document/record description.

    3. Full name and address of each signer/principal.

    4. Method of identifying signer, fee charged. Note if remote act.

  • Retention: Keep for ten years after last entry. Destroy according to DOL rules thereafter.

Oath of Office and Recording the Commission

  • Oath: Complete Notary Public Applicant Oath of Office form (NP-659-009). Sign and swear/affirm before another WA notary, who completes notarial certificate.

  • Submission: Submit notarized Oath form to DOL with application.

  • Recording: No separate county filing. DOL issues license, which is an official record.

Commission Term and Expiration

Valid for up to four years from issue date, determined by surety bond term. Expiration on license. No notarizing after expiration until renewed.

Commission Renewal Process

  1. When to Renew: Online up to 120 days before expiration. Early renewal encouraged. If expired, must reapply as new.

  2. Requirements:

    • Your license number.

    • New $10,000 surety bond effective for new term.

    • Renewal Fee: $42 (no e-endorsement) OR $57 (with e-endorsement).

  3. How to Renew:

    • Online: Log into SAW, select Renew. Pay and upload bonds. Fastest processing.

    • By Mail: Complete “Notary Public Commission Renewal Application,” mail with bond copy and fee.

  4. Updates: Update name/contact info via SAW or email ([email protected]). No fee for contact updates; use name-change form for name.

Remote Online Notarization (RON) in Washington State

Legal; requires DOL endorsements.

  • Endorsements:

    1. Electronic Notary Endorsement: $15 fee (apply at initial commission or renewal). Authorizes notarizing e-documents in person.

    2. Remote Online Notary Endorsement: No extra fee. Added after electronic endorsement (via SAW or DOL instruction).

  • Standards & Technology: Use approved audio-video platform meeting DOL security/ID standards (two-way, real-time audio/video, identity proofing like KBA/credential analysis).

  • Procedure: Notary witnesses e-signing remotely. Applies e-seal/e-signature. Certificate notes remote act.

  • Journal: Enter each RON in physical journal, note as remote act.

  • Location: Signer can be anywhere if document for WA use or meets WA jurisdiction.

  • Fees for RON: WAC 308-30-510 (generally $15–$25 per signature).

Official Resources

  • Department of Licensing – Notaries Public: dol.wa.gov (Notaries section for licensing, forms, fees, FAQs, RON).

  • Notary Forms: Application (NP-659-007), Renewal, Oath (NP-659-009) on DOL site.

  • Revised Code of Washington (RCW) 42.45: Notary statutes.

  • Washington Administrative Code (WAC) 308-30: Notary rules.

  • SecureAccess Washington (SAW): State portal for licenses.

  • Contact DOL Notaries Public: Email [email protected]; Phone (360) 664-1550.

Frequently Asked Questions (FAQs)

Q: What are the basic requirements to become a notary in Washington?

A: ≥18, read/write English, WA resident or workplace in WA. Good moral character (no recent disqualifying convictions). No mandatory state training/exam for traditional commission.

Q: How do I apply for a notary commission?

A: Apply online (SAW) or mail DOL Notary Application. Include notarized Oath, $10k surety bond copy, $40 fee (+ $15 for e-endorsement if desired).

Q: How long does it take to get my commission?

A: ~30 days after complete application, oath, bond, fee received.

Q: How much does it cost (fees)?

A: New app: $40 (+ $15 for e-endorsement). Renewal: $42 (or $57 with e-endorsement). Optional $5 DOL print fee for license. Bond/supplies separate.

Q: Do I need a surety bond? How much?

A: Yes, $10,000 surety bond from WA-licensed insurer.

Q: Is Errors & Omissions insurance required?

A: No. Optional personal protection. Surety bonds protect the public.

Q: Can I take a class or exam before becoming a notary?

A: No state-mandated class/exam for traditional commission. Training recommended.

Q: What happens if I notarize after my commission expires?

A: Acts invalid. Cannot renew expired commission; must reapply as new.

Q: How do I renew my notary commission?

A: Online (SAW) or mail, up to 120 days pre-expiration. New $10k bond, renewal fee ($42 or $57).

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

A: Update mailing/contact info via SAW or email DOL (no fee). For legal name change, submit a name-change form.

Q: Can I notarize my own signature or documents?

A: No. Cannot notarize own signature or if direct beneficial interest. Impartial witness only.

Q: Can I notarize documents for people not physically in Washington?

A: In-person: Signer must be before you in WA. RON: If RON-endorsed, signer can be anywhere if the act complies with WA RON rules.

Q: What records do I need to keep?

A: Official seal and mandatory journal (log every act). Keep a journal 10 years after your last entry. Report lost/stolen journal to DOL immediately.

Q: Who do I contact with questions?

A: WA DOL Notaries Public program: (360) 664-1550

Always rely on official Washington DOL resources for the most current information.

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