Becoming a notary in Pennsylvania involves meeting state eligibility rules, completing required education, applying through the Pennsylvania Department of State, and taking an oath after approval. The process also includes registering a signature with the county Recorder of Deeds before performing notarial acts. Understanding the sequence—and the deadlines—can help applicants avoid delays and begin a four-year commission prepared to follow Pennsylvania law.
Pennsylvania Notary Requirements
Applicants must satisfy Pennsylvania’s eligibility requirements before applying for a notary public commission. In general, an applicant must be at least 18 years old, be a U.S. citizen or permanent legal resident, and be able to read and write English. The applicant must also be a Pennsylvania resident or have a place of employment or practice in the state.
Applicants must disclose relevant criminal convictions and other information requested by the Department of State. A conviction for a felony or certain other offenses within the five years preceding the application can prevent a person from receiving a commission. The Department reviews applications and makes eligibility decisions, so applicants with questions about a particular conviction or legal status should consult the department’s current guidance before applying.
A Pennsylvania notary commission lasts four years. A commission is not automatically renewed: the notary must apply for a new term and complete any education or examination requirements that apply. A notary whose commission expires should stop performing notarial acts until a new commission is active.
How to Become a Notary in Pennsylvania
The usual path includes education, an application, an examination for applicants who must take one, and post-approval steps with the county. The order matters: completing the course does not itself authorize someone to notarize, and submitting an application does not make an applicant a notary.
Complete an Approved Notary Education Course
First-time applicants must complete a three-hour basic notary education course approved by the Pennsylvania Department of State. The course must be completed within the six months before the application is submitted. Approved courses explain the Pennsylvania Notary Public Law, the duties and limits of a notary, document handling, identification, certificates, recordkeeping, and common errors.
Applicants should confirm that a course is approved and that its completion will be documented as required. A general seminar or an unapproved online course may not satisfy the state requirement. The Department of State maintains current information about approved education providers.
Education rules can also apply to renewing notaries. A renewal applicant should check the department’s current instructions, especially if the prior commission has expired or there has been a break in service. Taking the required course early helps prevent a lapse in authorization.
Submit the Application
After completing the required education, applicants submit a notary commission application to the Pennsylvania Department of State, generally through the state’s online system. The application requests personal and eligibility information, employment or practice details when relevant, and confirmation of required education. Applicants should enter their legal name and contact information carefully because the commission and seal must meet state requirements.
The state application fee is listed by the Department of State and may change. Applicants should verify the current fee and payment instructions on the official application page rather than relying on an older fee quoted by a training provider or third-party website. The application fee is separate from possible education, examination, seal, and county recording costs.
Pass the Notary Examination When Required
First-time applicants generally must pass the Pennsylvania notary examination. Applicants whose previous commission expired may also be required to take it. The Department’s instructions explain whether an applicant must test and how to schedule the exam through the designated testing provider.
The test assesses practical knowledge of Pennsylvania notary law, including the difference between an acknowledgment and an oath, how to identify a signer, how to complete a certificate, and when a notary must refuse a request. Applicants can prepare by reviewing the course materials and the state’s current notary guidance. A passing exam score does not replace the commission approval process.
Wait for the Commission and Complete the Oath
Once the Department approves an application, it issues a commission and instructions for completing the remaining steps. A newly appointed notary must take the required oath of office and register a specimen signature with the Recorder of Deeds in the county where the notary’s office is located. These steps must generally be completed within 45 days of the commission’s effective date.
The county office may have its own procedures, appointment rules, and recording charges. Applicants should contact the appropriate Recorder of Deeds promptly after receiving the commission. Missing the 45-day deadline can jeopardize the commission, so the oath and signature registration should not be treated as optional paperwork.
Obtain a Compliant Notary Seal and Journal
Before performing notarial acts, a notary needs an official stamp that meets Pennsylvania’s specifications. The stamp generally includes the notary’s commissioned name, the words “Notary Public,” “Commonwealth of Pennsylvania,” the county where the notary’s office is located, and the commission expiration date. The state’s current rules should be checked before ordering, since a seal with incorrect information can cause documents to be rejected.
Pennsylvania requires notaries to maintain a journal of notarial acts. A tangible-record journal must be a permanent, bound register with numbered pages; electronic notarial acts require an electronic journal. A journal entry typically records information such as the date and time, type of act, document, signer, identification method, and fee, as applicable. The journal helps create an accurate record and supports responsible handling of questions or complaints.
What a Pennsylvania Notary Is Allowed to Do
A notary verifies identity, administers oaths and affirmations, takes acknowledgments, and performs other acts authorized by Pennsylvania law. The notary’s role is to complete the notarial act impartially and accurately—not to decide whether a document is legally sound or to advise a signer about its effect.
For an acknowledgment, the signer confirms that they signed a document voluntarily. For a verification on oath or affirmation, the signer swears or affirms that the document’s statements are true. The signer generally must personally appear before the notary, either physically or through a legally authorized remote process, and must be identified using a method permitted by law.
A notary may not notarize their own signature or a document in which they have a direct or pecuniary interest that would compromise impartiality. A notary should also refuse a request when the signer is not present, the signer’s identity cannot be satisfactorily established, the signer appears unwilling or unaware, or the act would be unlawful.
Pennsylvania Notary Costs and Timeline
The total cost depends on the applicant’s choices and county procedures. The state application fee is only one part of the budget. Applicants may also pay for an approved education course, an examination when required, a stamp, a journal, and county filing or recording services. Optional errors-and-omissions insurance is another possible expense; it is not a substitute for following the law.
| Step | What to check |
|---|---|
| Education | Course approval, three-hour requirement, and six-month application window |
| Application | Current state fee, online instructions, and accurate applicant details |
| Examination | Whether the applicant must test and how to schedule it |
| County filing | Oath, signature registration, local process, and 45-day deadline |
| Supplies | Compliant stamp and journal appropriate to the notarial acts performed |
Processing times vary. Course scheduling, exam availability, application review, and county office hours can all affect the timeline. Applicants should begin well before an intended start date and avoid notarizing anything until the commission is active and all required post-approval steps are complete.
Electronic and Remote Online Notarization
Pennsylvania permits electronic notarization and remote online notarization under state rules. These are related but distinct processes: electronic notarization involves an electronic record and electronic signature, while remote online notarization allows the notary and signer to communicate through approved audiovisual technology without being in the same physical location.
A traditional commission alone may not be enough to perform every electronic or remote act. Notaries must follow the Department of State’s registration, technology, identity-proofing, journal, and record-retention requirements that apply to the service they intend to provide. They should use a provider and procedure authorized under current state rules and confirm any required notices or approvals before performing the act.
Remote notarization does not remove the need to establish identity, confirm willingness and awareness, complete the correct certificate, and keep required records. The notary should also consider whether the document recipient accepts the format and whether another state or federal rule applies to the transaction.
Common Mistakes to Avoid
- Using an unapproved course: Confirm approval through the Department of State before paying for education.
- Applying too late: Complete the course within the required six-month window before applying.
- Assuming approval is immediate: Do not notarize until the commission is active and the oath and county signature registration are completed.
- Missing the county deadline: Complete the oath and signature registration within 45 days of the commission’s effective date.
- Using an incorrect seal: Check the official stamp specifications and verify the printed commission details.
- Giving legal advice: A notary may explain the notarial act but should not interpret a document or recommend a legal course of action unless separately authorized to do so.
- Leaving journal entries incomplete: Make a timely, accurate entry for each notarial act and protect the journal from loss or unauthorized access.
Renewing a Pennsylvania Notary Commission
Renewal should begin before the existing commission expires. The notary must submit a renewal application, meet any applicable education and examination requirements, and follow the Department’s instructions for the new term. The new commission is a separate authorization, so the notary should verify its effective date and complete any required county steps before continuing to notarize.
Notaries should keep their address and other required information current with the Department of State. Changes in the notary’s name, county, or employment situation may trigger additional reporting or administrative steps. The department’s current rules explain which changes require notice and how to submit it.
Official Pennsylvania Notary Resources
Because fees, application procedures, approved technology, and administrative guidance can change, applicants should use official sources for final verification. The Pennsylvania Department of State’s Notaries Public information page provides state guidance on commissions, education, examinations, electronic notarization, and forms. The Pennsylvania General Assembly provides access to state law, including the Revised Uniform Law on Notarial Acts. For county oath and signature-registration procedures, contact the Recorder of Deeds in the county where the notary’s office is located.