This guide provides an overview of the steps necessary to secure a commission as a Notary Public in Illinois. The process is overseen and regulated entirely by the Illinois Secretary of State’s office. Navigating the requirements involves a specific sequence of educational, administrative, and financial commitments necessary to perform official notarial acts within the state.
Basic Eligibility Requirements
Applicants must satisfy several foundational criteria before beginning the official application process. An individual must be at least 18 years old and a citizen or lawful permanent resident of the United States. Applicants must also demonstrate proficiency in the English language.
Residency requirements specify that the applicant must either live in Illinois for at least 30 days or be a resident of a bordering state who has been employed or maintained a business in Illinois for 30 days. The state conducts a background review focusing on criminal history. Applicants must not have any felony convictions or have had a previous notary commission revoked by the Secretary of State within the 10 years preceding the application date.
Required Training and Examination
Illinois law mandates a formal educational component for all individuals seeking a new or renewed notary commission, a requirement that took effect in 2024. Applicants must successfully complete a state-approved training course, which typically requires a minimum of three hours of study.
The course covers topics such as identifying signers, completing notarial certificates, and the legal limitations of the role. Following the training, applicants must pass a mandatory examination administered by the course provider, requiring a minimum score of 85%. The certificate of completion from this training and examination must be secured before proceeding to the formal application.
The Illinois Notary Application Process
After completing the mandatory training, the next step involves preparing the administrative paperwork for the Secretary of State. A surety bond is required to protect the public against financial harm resulting from improper notarial acts. Notaries performing traditional, in-person acts must secure a $5,000 surety bond for the four-year term of the commission.
The official application form must be completed accurately. This form requires the applicant to submit proof of the surety bond and the certificate of course completion. A non-refundable state filing fee, currently $15 for a traditional commission, must accompany the submission. The application package is then submitted to the Secretary of State for review and approval.
Receiving and Activating Your Commission
Once the Secretary of State’s office approves the application, the applicant receives their official commission certificate. The commission is not effective until the final activation steps are completed at the local level. The newly commissioned notary must take the official oath of office, affirming their commitment to uphold the law and faithfully perform their duties.
The executed oath of office, along with a copy of the surety bond and the commission certificate, must be filed with the County Clerk in the notary’s county of residence or employment. This local filing officially registers the commission. Finally, the notary must obtain an official seal or stamp, which is required for all notarial acts and must include specific information, such as the notary’s name and commission expiration date.
Understanding Notary Duties and Responsibilities
A Notary Public serves as an impartial witness to the signing of documents and the administration of oaths. Notaries must verify the identity of the person whose signature is being notarized, typically using a current government-issued identification card. The notary must ensure the signer is willingly executing the document and appears to understand its contents.
Since 2023, Illinois law requires notaries to maintain an official journal to record specific details of every notarial act performed. This record includes the date, the type of act, the means of identification used, and the fee charged. Notaries must avoid the unauthorized practice of law, meaning they cannot offer legal advice or prepare documents for others. A notary must also refuse to perform an act if they have a direct financial interest in the transaction.
Becoming a Remote Online Notary (RON)
Notaries interested in performing official acts using audio-visual technology must pursue additional registration to become a Remote Online Notary (RON). This authorization permits the notary and the signer to be in different locations during the notarial act. The RON designation is an optional track that can only be pursued after obtaining the traditional Notary Public commission.
The RON registration involves fulfilling separate requirements, including specific training on electronic notarization procedures and selecting a technology provider approved by the Secretary of State. Because remote notarization introduces additional risk, the surety bond requirement increases. Notaries performing RON must secure a $30,000 surety bond, compared to the $5,000 bond required for traditional acts. A distinct application and fee must be submitted to the Secretary of State to register the electronic notary commission.
Maintaining and Renewing Your Commission
A standard Notary Public commission in Illinois is valid for a four-year term, after which the authority to perform notarial acts expires. Maintaining the commission requires continued compliance with all state laws and regulations. If a notary changes their name or address during the commission period, they must notify the Secretary of State promptly.
The notary must initiate the renewal process before the commission expires. Renewal necessitates reapplying to the Secretary of State, which includes paying filing fees and obtaining a new surety bond for the subsequent four-year term. Depending on the current state law, the applicant may also be required to complete the mandatory training course and pass the examination again.