New York Notary Requirements Checklist (2026) | NotaryScout

Be at least 18 years old.

This is a basic legal requirement across most states for holding a public office. Not adhering to this will result in an immediate disqualification of your application to become a New York Notary Public.

Be a citizen or permanent resident of the United States.

New York State law requires notaries to be either U.S. citizens or lawful permanent residents. This ensures a foundational level of allegiance and legal standing necessary for public officers.

Reside or have a place of business in New York State.

Your primary residence or place of employment must be within New York State to qualify. This ensures that the notary is physically accessible and operating within the jurisdiction of their commission.

Have no felony convictions (unless specific conditions are met).

A felony conviction can disqualify an applicant, though there are provisions for those whose civil rights have been restored. It's important to disclose any convictions and understand how they might impact your eligibility for a New York Notary commission.

Complete the Notary Public Application form.

This form, available from the Department of State, is the official document initiating your application. It must be filled out completely and accurately, providing all requested personal and background information.

Submit the application with the required fee.

A non-refundable application fee is required to process your submission. Ensure the correct payment method and amount are used to prevent delays in your application for a New York Notary Public commission.

Obtain and study the New York Notary Public Law booklet.

This official publication from the Department of State is the primary resource for all New York Notary Requirements. Thoroughly understanding its contents is crucial for passing the exam and performing duties correctly.

Attend a notary training course (optional but recommended).

While not mandatory, a structured course can simplify complex legal concepts and provide practical insights. Many courses offer practice exams, which are invaluable for familiarizing yourself with the test format and common questions.

Register for the Notary Public examination.

You must register for the exam through the Department of State and pay the associated fee. Ensure you select a convenient date and location, as spots can fill up, especially in metropolitan areas.

Arrive at the exam site with required identification and materials.

Strict rules apply to exam day. Failure to bring valid photo ID or prohibited items can lead to being turned away, wasting your time and exam fee. Double-check all instructions provided by the Department of State.

Pass the Notary Public examination.

A passing score is mandatory for commissioning. The exam tests your understanding of New York Notary Requirements and best practices, ensuring you have the foundational knowledge to serve the public responsibly.

Submit your passed exam results to the Department of State.

Your passing score is a prerequisite for receiving your commission. Ensure it is submitted correctly and within any specified timeframe to avoid processing delays.

Receive your Notary Public Commission Certificate.

This official document is proof of your authority to perform notarizations. Keep it in a safe, accessible place, as you may need to present it or reference its details.

Obtain a notary stamp or embosser.

While not explicitly mandated for all acts in New York, a stamp or embosser is highly recommended for clarity and professionalism. It helps ensure your notarial acts meet generally accepted standards and are recognized across jurisdictions.

Understand the four-year commission term and renewal process.

Your commission is not indefinite. Mark your calendar for renewal well in advance to avoid a lapse in your ability to notarize documents. The New York Notary Requirements Checklist includes this as a periodic maintenance item.

Notify the Department of State of any name or address changes.

It is your responsibility to keep your contact information updated with the Department of State. Failure to do so can result in missed communications regarding your commission or legal updates.

Stay informed about changes to New York Notary Public Law.

Laws can change, especially regarding remote online notarization or fees. Regularly check the Department of State's website or subscribe to their updates to ensure ongoing compliance with New York Notary Requirements.

Verify the signer's identity using acceptable identification.

Proper identification is the cornerstone of preventing fraud. In New York, this typically means a government-issued ID with a photo and signature. Do not proceed if you have any doubt about the signer's identity.

Ensure the signer is present and willing to sign.

The signer must appear before you in person (or via approved RON technology for remote acts) and sign voluntarily. Coercion or absence of the signer invalidates the notarization.

Confirm the signer understands the document's purpose (without providing legal advice).

While you cannot explain the document's legal implications, you must be satisfied that the signer is aware of what they are signing. If they appear confused or incapacitated, you should decline the notarization.

Administer the appropriate oath or affirmation for jurats.

For documents requiring a jurat, you must orally administer an oath or affirmation, ensuring the signer swears or affirms the truthfulness of the document's contents under penalty of perjury. This is a key New York Notary Requirement.

Complete the notarial certificate accurately and fully.

The notarial certificate attests to the act performed. Ensure all blanks are filled, including the date, location, names of signers, and your signature and stamp. Errors here can invalidate the entire document.

Record all notarial acts in a notary journal.

Although not always statutorily required for all acts in New York, maintaining a detailed journal is a best practice. It provides a chronological record of your acts, protecting you from potential liability and serving as evidence if questions arise.

Decline notarization if a conflict of interest exists.

Notaries must be impartial. If you have a direct financial or beneficial interest in the document being notarized, you must refuse the notarization to maintain integrity and avoid legal challenges.

Register separately with the NY Department of State for RON.

Your traditional commission does not automatically authorize RON. You must complete a specific registration process and meet additional requirements to perform remote online notarizations legally in New York.

Utilize an approved RON technology platform.

New York mandates the use of platforms that meet specific security and identity verification standards. Using an unapproved platform could invalidate your RON acts.

Perform dynamic knowledge-based authentication (KBA) for RON.

For RON, signers must pass KBA, which involves answering personal questions to verify identity. This adds an extra layer of security beyond traditional ID verification.

Maintain an audio-visual recording of each RON session.

New York law requires a secure, tamper-evident recording of the entire RON session, including identity verification and the notarial act. This recording serves as a crucial audit trail.

Understand travel fee guidelines for mobile notary services.

When providing mobile notary services, you can charge for travel, but these fees must be separate from the statutory notarial fee. Clearly communicate and agree upon these charges with clients beforehand to maintain transparency.

Familiarize yourself with loan signing package requirements.

Loan signings involve numerous critical documents and specific procedures. Understanding the unique demands of these packages, including proper completion of signing statements, is vital for success in this specialized area.

Consider additional training for specialized document types (e.g., apostille).

While a notary's role is not to interpret documents, some specialized documents, like those requiring an apostille for international use, have unique requirements that benefit from additional training to ensure proper processing.