How to Become a Notary in Illinois

How do I renew my notary commission in Illinois?

To renew your notary commission, you must follow the same process and procedures as you did when you first applied for a notary public appointment. You must submit the following to the secretary of state:

• The notarized notary application.
• The $5,000 surety bond.
• A legible photocopy of your valid Illinois driver’s license or identification card.
• A $15.00 filing fee.
• A copy of your course completion certificate (effective 01/01/2024).

You may apply for reappointment sixty days before your existing Illinois commission expires. To prevent a gap between commissions, you should apply for reappointment at least thirty days before your current Illinois notary commission expires.

Click here to renew your notary commission in Illinois.

The American Association of Notaries offers an online notary course approved by the Illinois Secretary of State. Click here to register for the Illinois notary course.

Who appoints notaries in Illinois?

The Illinois Secretary of State appoints and commissions notaries in Illinois. The Index Department of the Illinois Secretary of State receives applications for appointment and reappointment as a notary public, administers the commissioning process, and maintains an electronic database of active notaries. To contact the secretary of state, use the following information:

Illinois Secretary of State
Index Department
111 East Monroe Street
Springfield, IL 62756
(217) 782-7017
enotary@ilsos.gov 

Can a non-resident of Illinois apply for a commission as a notary public?

Yes. A non-resident applicant may apply to become an Illinois notary public if they meet the following requirements:

1. Have a principal place of work or principal place of business in Illinois.
2. Have worked in Illinois for at least thirty days preceding their notary application.
3. Reside in a qualifying state bordering Illinois that authorizes Illinois residents to be appointed and commissioned as notaries in that state.
4. Have a driver’s license or identification card from the state they reside in.
5. Satisfy the same qualifications as Illinois residents, setting aside the residency requirements.
6. Purchase a one-year, $5,000 surety bond.
7. Submit a Non-Resident Notary Public Application form that includes an executed one-year notary bond, a copy of a state ID or driver’s license, your notary course completion certificate, and a $15 filing fee.

Note:

• The Illinois Secretary of State’s “Non-resident Notary Public Application Checklist” specifies that the qualifying bordering states that offer reciprocation are Iowa, Kentucky, Missouri, Indiana, and Wisconsin. Out-of-state residents are commissioned in the county in which they are employed in Illinois. A non-resident notary commission is valid for one year from the effective date of the appointment.
• Non-resident notaries must continuously maintain a principal place of work or principal place of business in Illinois and must relinquish their notary commission if they no longer maintain a principal place of work or principal place of business in the same Illinois county in which the notary was commissioned.

Click here to download the non-resident notary application and instructions to become a non-resident notary in Illinois.

The American Association of Notaries offers an online notary course approved by the Illinois Secretary of State. Click here to register for the Illinois notary course.

How long is a notary public's commission term in Illinois?

An Illinois notary term of office is four years commencing on the date specified in the notary public commission certificate. The commission term for non-resident Illinois notaries is one year.

Is notary training or an exam required to become a notary or to renew a notary commission in Illinois?

Beginning January 1, 2024, a notary applicant seeking a commission as either a notary public or an electronic notary public must successfully complete a minimum of three hours course of study and acquire a passing score on the course examination, as required by 5 ILCS 312/2-101.5.

The American Association of Notaries offers an online notary course approved by the Illinois Secretary of State. Click here to register for the Illinois notary course.

How much does it cost to become a notary public in Illinois?

The cost to become a notary in Illinois is as follows:

1. $30.00 - For a four-year, $5,000 surety bond.
2. Up to $5.00 - The fee to notarize the oath section of the notary application.
3. $15.00 - The filing fee sent to the secretary of state to process your notary application.
4. $59.00 - The fee to purchase an approved Illinois Notary Course.

Other expenses include the cost of purchasing:

1. A notary stamp (available from $21.95 from AAN).
2. A notary journal (available from $11.95 from AAN).
3. An errors and omissions insurance policy to protect yourself if you are sued for unintentional mistakes or if a false claim is filed against you. Click here to view policy premiums and coverage. (This step is optional.)

Do I need a notary errors and omissions (E&O) insurance policy to become a notary in Illinois?

A notary errors and omissions insurance policy is not required to become an Illinois notary public or to renew your notary commission. However, the American Association of Notaries strongly recommends that every Illinois notary obtain a notary errors and omissions insurance policy. This insurance protects you if a client sues you as a notary. A notary errors and omissions insurance policy covers unintentional notarial mistakes and pays for legal fees and damages based on the coverage an Illinois notary public selects.

You can order an Illinois notary errors and omissions insurance policy online at the American Association of Notaries website at https://www.illinoisnotary.com/notary-insurance.

Do I need a notary bond to become a notary in Illinois?

Yes. An Illinois notary is required to post a four-year, $5,000 notary bond to protect the public from any fraud, mistakes, or misconduct on the part of the notary. If a member of the public files a claim against a notary’s bond, the bonding company is very likely to sue the notary to recoup the funds it paid on the notary’s behalf. A notary bond does not protect notaries from mistakes they make. This is why notary errors and omissions insurance (commonly known as “E&O” or “E&O insurance”) is vital.

You can order a four-year Illinois notary bond online at the American Association of Notaries website: https://www.illinoisnotary.com/illinois-notary-bond.

Do I need to order a notary stamp in Illinois?

The Illinois notary statute requires all notaries public to use an official rubber stamp seal to authenticate all their official acts (5 ILCS 312/3-101).

Notary stamp dimensions: The official rubber stamp seal must be in a rectangular form and not more than 1 inch in height by 2½ inches in length with a serrated or milled edge border. The rubber stamp seal must be in black ink, clear and legible, and capable of being photographically reproduced.

Required elements of a notary stamp: The rubber stamp seal must include the following information inside of the border in descending order:

• The words “Official Seal”
• The notary’s official name.
• The words “Notary Public, State of Illinois”
• The words “Commission No." immediately followed by the notary public's commission number.
• The words “My Commission Expires" immediately followed by the notary’s commission expiration date, expressed in terms of the month, one- or two-digit day, and complete year.

The American Association of Notaries offers quality notary stamps and seals at savings of up to 40% or more compared to the same products elsewhere. Click here to order your Illinois notary stamp, complete notary package, and other notary supplies.

What are the steps to replace my lost or stolen notary seal in Illinois?

If your notary official seal is lost or stolen, you must notify the Index Department of the Illinois Secretary of State in writing the next business day after discovering the seal was lost or stolen. Obtain a replacement official seal or electronic seal that contains a distinct difference from the original lost or stolen notary seal.

If your lost or stolen official or electronic seal is found or recovered after a replacement has been obtained, you must destroy the original seal.

How much can an Illinois notary public charge for performing notarial acts?

The notary fees in Illinois are set by 5 ILCS 312/3-104. The maximum fee an Illinois notary can charge in Illinois is:

1. $5 for any notarial act performed.
2. $25 for any electronic notarial act performed pursuant to the Illinois Notary Public Act.

An electronic notary public may charge a reasonable fee to recover any cost of providing a copy of an entry or a recording of an audio-video communication in an electronic journal maintained pursuant to 5 ILCS 312/3-107. Fees for a notary public, agency, or any other person who is not an attorney or an accredited representative filling out immigration forms can be found in 5 ILCS 312/3-104(a).

Note: All notaries public must provide receipts and keep records for fees accepted for services provided [5 ILCS 312/3-104(e)].

Is a notary journal required in Illinois?

A notary journal (also known as a record book, log book, or register book) is your first line of defense in proving your innocence if a notarial act you performed is questioned or if you are requested to testify in a court of law about a notarial act you performed in the past. A properly recorded notarial act creates a paper trail that will help investigators locate and prosecute signers who have committed forgery and fraud. Properly recorded notarial acts provide evidence that you followed your state laws and notary’s best practices. 

 

Notary journal requirements in Illinois for traditional, remote, and electronic notarizations - Illinois notaries are required by law to maintain a notary journal to record each notarial act performed. The notary journal can be in a tangible medium or in an electronic format and must comply with Title 14, Subtitle A, Chapter I, Part 176, Subpart J of the Administrative Code. 

 

The American Association of Notaries offers a wide variety of notary journals.

Click here to purchase a tangible notary journal.

Click here to become a member and access our electronic notary journal.

What information must Illinois notaries record in their notary journals?

Illinois requires notaries to chronicle the following information in their notary journals when performing traditional notarizations, remote notarizations, and electronic notarizations:

1. The name of the principal.
2. The name of each credible witness relied upon to verify the identity of the principal.
3. The name of any other person who signed for the principal.
4. The title or a description of the document notarized.
5. The date of the notarization.
6. Whether the notarization was conducted in person, remotely, or electronically.
7. The fee charged if any.
8. The physical location of the notary and the principal (city and state only).
    

Optional - In addition to the entries required, a notary journal may contain:

1. Any additional information about a specific transaction that might assist the notary public to recall the transaction.
2. The principal’s signature, if performing a traditional notarization.
    

Prohibited - An Illinois notary public must NOT record in their notary journal the following:

1. An electronic signature of the person for whom an electronic notarial act was performed or for any witnesses.
2. An identification number that was assigned by a governmental agency or by the United States to the principal that is set forth on the identification card or passport presented as identification.
3. Any other number that could be used to identify the principal of the document.
4. A biometric identifier, including a fingerprint, voice print, or retina image of the principal.
5. An individual’s first name or first initial and last name in combination with and linked to any one or more of the following data elements when the data elements are not encrypted or redacted:
   A) Social Security number.
   B) Driver’s license number or a state identification card number.
   C) Financial account information.
    

Important:

• Each notary journal, whether maintained in a tangible medium or in an electronic format, must contain the notary’s commission information. This is required by Admin. Code 176.900.
• A notary public who inadvertently records information prohibited must redact such information before providing public access to or copies of the journal.
• Each notarial fee charged should correspond to the notarial act performed. If a fee is waived or not charged, the notary public shall indicate so in the journal entry using notations such as “n/c”, “0” (zero), or " − " (dash).  Clerical and administrative fees, if charged, shall be separately itemized in the journal.

What steps should I take if my Illinois notary journal is lost or stolen?

If your tangible or electronic notary journal is lost, stolen, or compromised, you must notify the Illinois Secretary of State in writing or electronically the next business day after the discovery of the loss, theft, or breach of security. The notification must include all of the following:

1. A statement of whether the notary journal is lost, compromised, destroyed, or stolen.
2. An explanation of how the notary journal became lost, compromised, destroyed, or stolen.
3. The date you discovered that the notary journal was lost, compromised, destroyed, or stolen.
4. A statement that the notary journal has been destroyed or that you do not possess the notary journal and do not know who possesses it or where it is located.
5. A statement that, if you subsequently acquire possession of the lost or stolen notary journal, you will file a written statement to the Illinois Secretary of State within ten business days after the date you reacquire possession of the lost or stolen notary journal, and include a written explanation of how the journal was recovered.

How long should I retain my Illinois notary journal?

A journal maintained in a tangible or electronic format must be retained for a minimum of seven years after the final notarial act chronicled in the notary journal. The retention requirements do not apply to notaries in the course of their employment with a governmental entity.

Where can I perform notarial acts in Illinois?

An Illinois notary public has statewide jurisdiction and may perform notarial acts in any county within the geographic borders of the state of Illinois so long as the notary resides in the same county in which he or she was commissioned. Likewise, a non-resident notary may perform notarial acts anywhere in Illinois, so long as the notary’s principal place of work or principal place of business is in the same county in Illinois in which he or she was commissioned (5 ILCS 312/3-105).

What notarial acts can an Illinois notary public perform?

An Illinois notary public is authorized to perform the following notarial acts (5 ILCS 312/6-101):

• Take acknowledgments
• Administer oaths or affirmations
• Witness or attest signatures
• Take verifications upon oath or affirmation

Can I perform electronic notarizations in Illinois?

Yes. Illinois law allows current Illinois notaries to register with the secretary of state to perform electronic notarizations for remotely located individuals by means of audio-video communication technologies.

Can I perform in-person electronic notarizations in Illinois?

Yes. Illinois electronic notaries commissioned by the Secretary of State are allowed to perform in-person electronic notarizations.

What is the process to become an Illinois electronic notary public?

To become an electronic notary public in Illinois, you must submit a notary application to the secretary of state along with:

• A $40.00 application fee if you are applying for a new notary commission or $25.00 if you are a current notary.
• A copy of your completed notary course certificate.
• The name(s) of the electronic notarization system provider(s) you will be using.
• The type of device you will be using to perform electronic notarial acts.
• A copy of your electronic signature(s) provided to the electronic notarization system provider(s).
• Your completed oath of office (must be notarized by an Illinois notary).
• Proof of either a $25,000 notary bond if you are a commissioned notary or a $30,000 notary bond if you are applying as a new notary.
• A legible copy of your Illinois driver’s license.

The American Association of Notaries offers an online notary course approved by the Illinois Secretary of State. Click here to register for the Illinois notary course.

Can I perform remote notarizations in Illinois?

Yes. A current Illinois notary public may perform remote notarizations via audio-video communication. The notarizations are conducted on tangible document(s) and require the notary to affix their tangible notary seal and original notary signature. The remote signer must be physically present in Illinois at the time of the notarization.

To perform remote notarizations in Illinois, you must:

1. Provide proof to the secretary of state of a $25,000 notary bond, if you are a current notary, or
2. Provide proof of a $30,000 notary bond if you are applying as a new notary.  

Click here to purchase a remote notary bond and learn what is required to conduct remote notarizations.

How do I update my address on my Illinois notary commission?

You are required to notify the Index Department of the Illinois Secretary of State in writing within thirty days if your residential, business, or email address changes.

To update your address complete a Notary Public Change of Address or Employer form and email it to the secretary of state at eNotary@ilsos.gov.

How do I change my name on my notary commission in Illinois?

If your name changes due to marriage, divorce, or any other reason, you must notify the secretary of state within thirty days of the name change. You will have to resign your current notary commission and reapply with your new name.

Revised:

December 2023