An Ohio Notary Public is a public officer appointed by the Secretary of State (SOS) to serve as an impartial witness to document signings. This function deters fraud and ensures the integrity of personal and business transactions. The SOS has established a centralized process for individuals seeking this commission.
Basic Eligibility Requirements
Applicants must be at least eighteen years old and be either a legal resident of Ohio or an attorney licensed to practice law in the state with a primary place of business in Ohio. Applicants must not have a record of disqualifying offenses, such as crimes of moral turpitude or violations of fraud and theft laws. This requires obtaining a civilian criminal records check from the Bureau of Criminal Investigation (BCI) within six months of applying, with results uploaded during the application process.
Mandatory Education and Examination
New non-attorney applicants must complete a mandatory three-hour education course from an SOS-authorized provider. This course covers current Ohio Notary laws, proper procedures for notarial acts, and ethical practices. The SOS maintains a public list of approved providers, and applicants must pay the provider’s fee, typically around $130.
After completing the course, a non-attorney applicant must pass a state-mandated examination administered by the same provider. This test verifies comprehension and readiness for the office. If the initial attempt is unsuccessful, the applicant must wait thirty days before attempting a re-take, with a maximum of two attempts allowed before the class must be repeated.
The resulting education and testing certificate is required for the commission application. Licensed Ohio attorneys must also take the three-hour training course but are exempt from the examination. Education must be completed no more than twelve months before submitting the application.
Completing the Application Process
Once the background check, education, and examination requirements are satisfied, the applicant submits the application through the Ohio SOS online notary portal. Applicants create an account and file a new Notary Commission Application, providing current personal information such as email, residential address, and date of birth.
The system requires uploading all necessary supporting documentation as PDF files. This includes the BCI criminal records check report, the education course completion certificate, and the passing exam score certificate, if applicable. A digital image of the applicant’s signature is also required.
The final step is the electronic payment of the required $15 filing fee. Upon approval, the Secretary of State issues the official notary public commission certificate, typically delivered electronically. The commission is granted after the applicant affirms compliance with state rules, often involving an oath of office.
Finalizing Your Notary Setup
After receiving the commission certificate, the notary must obtain an official notarial seal or stamp for traditional paper notarizations. The seal must include the State of Ohio coat of arms within a circle between three-quarters of an inch and one inch in diameter. It must also contain the words “Notary Public,” the notary’s name, and “State of Ohio.”
Securing a notary journal or record book is recommended as a best practice for professional compliance and protection. A journal provides a chronological record of every notarial act performed, useful as evidence if a legal challenge arises. Notaries authorized for remote online notarizations are specifically required by law to maintain an electronic journal.
Notary Duties and Responsibilities
The role of an Ohio Notary Public centers on performing specific notarial acts to authenticate signatures and documents. These acts include taking acknowledgments, administering oaths and affirmations, and executing a jurat. A jurat requires the signer to swear or affirm the document’s truthfulness in the notary’s presence. The notary must confirm the signer’s identification, mental capacity, and willingness to sign.
Notaries must avoid prohibited acts that could lead to disciplinary action or commission revocation. A notary is forbidden from performing an act if they have a conflict of interest, such as a direct financial interest in the transaction. This prohibition extends to notarizing their own signature, a document they executed, or a blank or incomplete document.
An Ohio notary may not certify that a document is an original or a true copy of another record. Notarization is prohibited if the person appears mentally incapable of understanding the document or seems coerced into signing. The notary must use the exact name under which they were commissioned when signing the notarial certificate.
Maintaining and Renewing Your Commission
An Ohio Notary Public commission is valid for five years. There is no grace period; if the commission lapses, the individual must reapply as a new notary, repeating the education course and the exam. Renewal can begin no sooner than ninety days before the current commission expires.
Renewal requires obtaining a new BCI criminal records check and completing a one-hour continuing education refresher course. The application, background check, and class certificate are submitted electronically through the SOS online portal. Notaries must also immediately report any change of name or address to the Secretary of State.