How to Become a Notary in Illinois

How do I renew my notary commission in Illinois?

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To renew your notary commission, you must follow the same steps 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. Click here to access our Illinois Notary Course.

You may renew your notary commission within sixty days of your current Illinois notary commission expiration date. To prevent a gap in your notary commission, you should submit your renewal application at least thirty days before your current term expires.

Click here to start the application process to renew your notary commission in Illinois.

Who appoints notaries in Illinois?

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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.

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?

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Residents of a qualifying bordering state (Iowa, Kentucky, Missouri, Indiana, or Wisconsin) may apply for a one-year notary commission in Illinois under these circumstances:

• The applicant meets the eligibility requirements, with the exception of the Illinois residency requirement.
• The applicant has maintained a place of work or business within a county in Illinois for at least thirty days preceding the application.
• The laws of the applicant’s state of residence authorize residents of Illinois to be appointed and commissioned as notaries public in that state.

To apply, complete a nonresident notary application. Mail it to the secretary of state with a notarized oath of office, a properly executed one-year notary bond, your Notary Course Certificate of Completion, a copy of your state driver’s license or ID, and a $15.00 filing fee.

Click here to download the nonresident notary application and instructions to become a nonresident notary in Illinois.

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

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An Illinois notary’s term of office is four years. 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?

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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 three-hour course of study and acquire a passing score on the course examination.

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?

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The cost to become a notary in Illinois includes:

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. The fee to register for an approved Illinois Notary Course.
5. The cost of a notary stamp. Click here to view our notary stamp prices.
6. The cost of a notary journal. Click here to view our notary journal prices.
7. An errors and omissions (E&O) insurance policy (optional) 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 amounts. 

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

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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?

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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?

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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).

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.

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 a lost or stolen Illinois notary seal?

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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?

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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?

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Notary Journal requirements for each type of notarization 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. 

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 or fraud. Properly recorded notarial acts provide evidence that you followed your state laws and notary’s best practices. 

The American Association of Notaries offers notary journals in tangible and electronic formats.

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?

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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?

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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?

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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?

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An Illinois notary public has statewide jurisdiction and may perform notarial acts in any county within the geographic borders of the state of Illinois. 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?

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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

What type of notarizations are allowed in Illinois?

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Illinois law allows the following four types of notarizations: 

Traditional notarization – This type of notarization requires the signer and the notary to meet physically in the same room, within face-to-face proximity of one another. Traditional notarization involves an individual signing a tangible document with an inked pen and a notary public signing and affixing an inked notary stamp impression to the tangible notarial certificate.

Electronic notarization (in person) – This type of notarization requires the signer and the electronic notary to meet physically in the same room, within face-to-face proximity of one another; however, the document, the signatures and the notary seal are all in an electronic format.

Electronic notarization (by means of audio-video communication) – The signer appears before an electronic notary via audio-video communication technology. This method involves notarizing an electronic document and using an electronic signature, electronic notarial certificate, and electronic notary seal. The audio-video session must be recorded.

Remote notarization – The signer appears before a notary via audio-video communication technology. This type of notarization requires the signer and the notary to send the document to each other and for the notary public to use their physical stamp to notarize the document without the aid of an electronic seal or signature. The audio-video session must be recorded.

What are the steps to become an electronic notary in Illinois?

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To become an electronic notary public in Illinois, follow the steps listed below: 

1. Complete an Illinois approved notary public study course on electronic notarizations.
2. Order a four-year, $30,000 Illinois notary bond available on our website. 
3. Complete a notary application. Include the name(s) of the approved electronic notarization system provider(s) and the type of device(s) you will be using.
4. Take the notarial oath before an Illinois notary.
5. Mail the following documents to the Illinois Secretary of State: 

• Your completed notary application.
• A legible copy of your driver’s license or state-issued identification card.
• A $40 filing fee.
• A copy of your notary course certificate of completion.
• A copy of your electronic signature(s) provided to the electronic notarization system provider(s).

Click here to start the application process to become a traditional and an electronic notary public in Illinois.

If you are a current Illinois notary public and you wish to be commissioned as an electronic notary public, follow the steps below:

1. Complete an Illinois approved notary public study course on electronic notarizations.
2. Purchase a separate $25,000 notary bond available on our website. If you already have a combined $30,000 notary bond, you do not need to submit an additional bond.
3. Complete a notary application. Include the name(s) of the approved electronic notarization system provider(s) and the type of device(s) you will be using.
4. Take the notarial oath before an Illinois notary.
5. Mail the following to the Illinois Secretary of State:

• Your completed notary application.
• A $25,000 notary bond (if applicable).
• A legible copy of your driver’s license or state-issued identification card.
• A $25.00 filing fee.
• A copy of your course certificate of completion.
• A copy of the electronic signature(s) you provided to the electronic notarization system provider(s).

Click here to start the notary application process to add an electronic notary commission to your current notary commission.

What are the steps to register to perform remote notarizations in Illinois?

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If you are a current Illinois notary public and you wish to perform remote notarizations, follow the steps below:

1. Purchase a $25,000 notary bond available for immediate download on our website.
2. Mail the signed bond to the secretary of state’s office. (No additional filing fee required)

If you do not hold an Illinois notary commission, click here to learn how to become an Illinois notary and perform remote notarizations.

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

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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?

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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:

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December 2023