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.

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.

You will receive a written notice by mail from the Illinois Secretary of State at least sixty days prior to the expiration of your notary commission (5 ILCS 312/5-101). The notice includes a preprinted notary application.

Click here to renew your notary commission in Illinois.

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

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, 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 such 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 or 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.

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 course of study and acquire a passing score on the course examination, as required by 5 ILCS 312/2-101.5.

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 to the secretary of state to process your notary application.

Other expenses include the cost of purchasing:

1. A notary stamp (available for $21.95 from AAN).
2. A notary journal (available for $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 optional in Illinois and 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 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?

The Illinois notary statute requires all notaries public to record their notarial acts in a notary journal. 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. A notary journal is designed to deter fraud and can serve as a protective measure against liability.

The American Association of Notaries offers a wide variety of notary journals. Click here to purchase a notary journal.  Furthermore, members of the American Association of Notaries have access to an online electronic notary journal. Click here to become a member and access your electronic notary journal.

What information must Illinois notaries record in their notary journals?

Every Illinois notary public, whether or not also an electronic notary public, must record each notarial act in a notary journal at the time of notarization. Each journal entry must contain at least the following information:

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 information that can be recorded in a notary journal: In addition to the entries required, a notary journal may contain the wet signature of the individual for whom the notarial act is performed and any additional information about a specific transaction that might assist the notary public to recall the transaction.

Prohibited information to record in a notary journal: 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

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 notarizations such as “n/c”, “0” (zero), or " − " (dash).  Clerical and administrative fees, if charged, shall be separately itemized in the journal.

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.

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 10 business days after the date you reacquire possession of the lost or stolen notary journal, including 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 7 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.

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

To become an Illinois electronic notary public, you must:

1. Be a current Illinois notary public.
2. Provide proof of a $25,000 notary bond.
3. Complete an approved course of study on electronic notarization and pass an exam.
4. Submit an application to the secretary of state. (The secretary of state has not yet made it available.)
5. Notify the secretary of state of the  electronic notarization system provider you intend to use to perform electronic notarizations.

Can I perform remote notarizations in Illinois?

Any current Illinois notary has the authority to conduct remote notarizations on tangible products by means of audio/video notarization by submitting a $25,000 notary bond to the secretary of state.

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 at the time you are completing a notary application.

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?

If you have moved from the county in which you are registered, or if you are a non-resident notary public and your employment county has changed, you must resign your notary commission and reapply.

If your address or employer changes within the same county in which you are registered, you are required to notify the secretary of state in writing within thirty days.

If a notary public doesn’t notify the secretary of state in writing within thirty days  of such changes, or, if the notary public is a resident of a state bordering Illinois and no longer maintains a principal place of work or principal place of business in the same county in Illinois in which he or she was commissioned, the commission of that notary ceases to be in effect.

When the commission of a notary public ceases to be in effect, their official seal must be surrendered to the Illinois Secretary of State, and their commission certificate must be destroyed. Those individuals who desire to become notaries public again must apply for new appointments with the secretary of state [5 ILCS 312/4-101(a)]. Failing to do so results in secretary of state denying you a new notary commission for a period not less than five years.

To update your address within the same county, complete a Notary Public Change of Address or Employer form and mail or email it  to the Index Department.

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

If your name changed due to marriage, divorce, or any other reason, you must resign your notary commission within 30 days and apply for a new one.

Revised:

August 2023