Section 3: The Application Process

Applications for appointment or reappointment as a notary public may be obtained from the Department of State's Bureau of Commissions, Elections and Legislation. Proof of having completed the three-hour preapproved mandatory notary education course (if required – see exceptions below) within six months preceding application, and a $42 non-refundable fee must accompany the application. This amount includes both the application fee for commission and a fee for filing the bond with the department.

*Checks or money orders must be made payable to the "Commonwealth of Pennsylvania."

Applicants must use their full first and last name (full middle name or middle initial is optional) or first initial, full middle and last name on the application. Neither initials alone nor a nickname will be accepted. It is imperative that the information on the application be legibly written. If you use a “stylized” signature, you must print your name below it.

If the Secretary of the Commonwealth determines that the notary public applicant has fulfilled the mandatory requirements, the applicant will be notified of his/her appointment. The notary's commission is sent to the recorder of deeds in the county where the notary public will maintain an office.

Within 45 days after the notary’s appointment, the appointee is required to execute a $10,000 bond, register his/her signature with the prothonotary of the county where the office is located, take and subscribe the constitutional oath of office, and record the bond, commission and oath of office in the recorder of deeds office.

The notary must sign the notary’s name exactly and only as it appears on the commission. The fee to be charged by the prothonotary for recording a notary’s signature is 50 cents ($.50).

If an applicant, does not have a current and unexpired notary commission in Pennsylvania, they must pass an examination as administered by the Department of the State of the Commonwealth or an entity approved by the Department to administer an examination. This includes applicants who have never held a notary commission and any applicant whose commission has since expired at the time their application appointment is received by the department.

If an applicant is approved and is required to take an examination, they will be given information on the computer-based testing procedures and sites. The examination will be a computer-based test, which will be taken at Pearson Vue test centers located in most Pennsylvania counties.

The cost of an examination will be around $65.

Failure to adhere to these requirements will render the commission null and void and the application process must begin again.

The most common reasons why applications are returned to applicants unapproved are for additional or missing information, such as:
  • The application is not accompanied by the $42.00 non-refundable application fee.
  • The applicant has not signed the application.
  • The applicant's signature does not match the applicant's name as listed in Part I of the application.
  • The applicant has not provided sufficient information for the business or home address.*
  • The applicant required to complete a mandatory education course has not provided the proof of education certificate.
  • The information provided on the application is illegible.
  • The application does not include the applicants signature and name printed below it.
*A post office box number is not a sufficient address for Department of State records.

A commission certificate will be issued to an applicant by the Department if determined that the applicant has complied with all necessary requirements, and the commission certificate will be sent to the Recorder of Deeds of the county where the notary maintains an office.

The Department will then send the appointee notice of the following:
  • The commission certificate has been issued and sent to the appropriate Recorder of Deeds
  • The appointee must obtain a bond without delay
  • The appointee must appear within 45 days of appointment to take the oath of office before the Recorder of Deeds in the proper county and record the bond, oath and commission in the office of the Recorder of Deeds. The appointee will need to present satisfactory evidence of their identity before taking their oath of office.
  • The appointee will need to register their notary bond and official signature in the appropriate county and office of the Recorder of Deeds in the county where the notary public maintains an office within 45 days of their appointment.
Following the administration of the oath of office, the recorder of deeds will deliver the commission certificate to the notary public.

Mandatory Education

The mandatory notary public education course was implemented as a means of enhancing notary performance. Pennsylvania notaries public are required to be familiar with the duties and responsibilities of their appointment.

RULONA now requires all applicants who are seeking appointment or reappointment as a notary public to complete a minimum of three hours of preapproved notary education within the six months preceding their application.

The Department will provide and update a list of approved education courses available online at the Department’s website, which will include:
  • The name of the approved course, and whether it is approved for basic or continuing education.
  • Name and contact information of the provider, including mailing address; telephone number; fax number; e-mail address; and website address.
  • Under RULONA, the exemption previously available for notaries whose commission was in effect on July 1, 2003 has been abolished, and all applicants must take an education course to be appointed or reappointed.
At the time an application for appointment is submitted for first-time applicants, the notary examination vendor will submit to the state evidence of passing the examination and successfully completing the basic education course. Reappointment applications must submit evidence of successfully completing basic education or continuing education course.

Upon completion of an approved course an approved education provider will issue a Certificate of Education to a notary public application, which consists of a certificate signed by the provider, or an employee, agent, instructor, or contractor of the provider. This certificate will have the following information:
  • The name of the education provider as it appears on the Certificate of Approval issued by the Department of State for the approved course of study.
  • The name of the approved course of study and whether it is basic education or continuing education.
  • The name of the notary public applicant who completed the approved course of study.
  • The date the notary public applicant completed the approved course of study.
  • The statement that the Certificate of Education is valid for a period of six months from the date of issuance.
The written examination required by all applicants without a current commission is prescribed by the Department of State to determine the fitness of an applicant to exercise the functions of the office of notary public, and shall be a proctored by the Department or an agent of the Department. This examination is administered by a professional testing organization under contract with the Department at times, places and costs established by the professional testing organization. The results will then be valid for the period of one year following the date of the application and applicants must score a passing score or higher on the examination. Applicants may retake it as many times within a 6-month period as needed to pass, but the maximum frequency it may be repeated is once every 24 hours.

If a course of study is cancelled or delayed due to the failed appearance of an instructor or a delay of longer than 15 minutes, then the provider will refund all fees within 30 days of the scheduled course date to anyone who registered.

Notary Materials
  • Term – Four-year commissioned appointment
  • State Fees – Filing fee – $42
  • Bond – Required by law – $10,000
  • Notarial Seal – Required by law – Rubber stamp seal; embosser optional
  • Journal – Required by law

Section Review

1.   Notaries public are required to execute a _______ bond following appointment.
  $5,000
  $10,000
  $15,000
  $20,000

2.   Pennsylvania requires notaries to file a security bond no later than ______ days after the beginning of the prescribed commission term.
  15
  30
  45
  60

3.   The state application filing fee is ______.
  $20
  $30
  $42
  $50

4.   A notary journal / register is required by law.
  True
  False

5.   Administrative suspension or revocation of one's commission may result for failure to comply with notarial procedures and laws.
  True
  False