Step By Step Guide To Becoming A Notary Public In Nyc Essential Tips And Requirements

Becoming a Notary Public in New York City is a practical way to support your community, expand your professional services, or generate supplemental income. Whether you're a real estate agent, legal assistant, small business owner, or someone looking to add value in customer-facing roles, notarization is a trusted service with consistent demand. However, the process involves specific steps, documentation, and adherence to state regulations. This guide walks you through each phase—clearly, accurately, and efficiently—so you can become a commissioned notary without unnecessary delays.

Understanding the Role of a Notary Public in New York

A Notary Public in New York is a state-appointed official authorized to witness and certify the signing of important documents. Common duties include administering oaths, certifying affidavits, and verifying identities during document execution. Notaries do not provide legal advice or prepare documents but serve as impartial witnesses to prevent fraud.

In New York State, notaries are appointed by the Department of State (DOS) for a four-year term. The role is governed by strict rules to maintain integrity and public trust. Violations—such as notarizing incomplete documents or failing to verify identity—can result in fines, suspension, or criminal charges.

“Notaries play a critical role in safeguarding the authenticity of legal transactions. Their attention to detail directly impacts document validity.” — Sarah Lin, Deputy Commissioner, NYS Division of Licensing Services

Step-by-Step Guide to Becoming a Notary in NYC

The process to become a Notary Public in New York City follows a clear sequence. While straightforward, it requires careful attention to deadlines, forms, and fees. Here’s how to proceed:

1. Determine Eligibility: You must be at least 18 years old, a U.S. citizen or permanent resident, and a resident of New York State (or employed in NY if residing in a bordering state).
2. Complete a Required Training Course: As of July 1, 2020, all first-time applicants must complete a 3-hour, DOS-approved online course covering notarial duties, ethics, and procedures.
3. Pass the Notary Exam (Optional but Recommended): While not mandatory, taking the free practice exam offered by the DOS helps reinforce knowledge from the training.
4. Submit Your Application: Fill out Form BP-45.9 (Application for Commission as a Notary Public) online via the DOS website or print and mail it.
5. Pay the Filing Fee: The current fee is $60, payable by credit card (online) or check/money order (mail-in).
6. Wait for Approval: Processing typically takes 4–6 weeks. You’ll receive a commission certificate by mail.
7. Purchase a Notary Seal and Journal: Once approved, acquire an official embosser or inked stamp and a bound journal to record all notarial acts.

Tip: Apply online through the NYS Department of State portal—it's faster and allows real-time tracking of your application status.

Essential Requirements and Documentation

To ensure your application isn’t delayed or rejected, make sure you meet all requirements and submit accurate information. Below is a summary of what’s needed:

Requirement	Details
Age	Must be at least 18 years old
Residency	Must reside or work in New York State
Citizenship	U.S. citizen or lawful permanent resident
Training	3-hour DOS-approved course (certificate required)
Application Form	BP-45.9, completed and signed
Fees	$60 non-refundable filing fee
Background	No felony convictions; certain misdemeanors may disqualify

After approval, you must obtain a notary seal that includes your name, the words “Notary Public – State of New York,” and your commission expiration date. A journal, while not legally required, is strongly recommended for liability protection and audit trails.

Real-World Example: Maria’s Path to Commission

Maria, a paralegal in Queens, decided to become a notary to assist her firm with client onboarding documents. She enrolled in a DOS-approved course through a local community college extension program. After completing the three-hour session and receiving her certificate, she applied online the same day.

She paid the $60 fee using a credit card and uploaded her training completion proof. Within five weeks, she received her commission via mail. She purchased a self-inking rubber stamp and a hardcover journal to log every notarization. Within two months, her firm began promoting her notary services to clients, increasing client satisfaction and reducing third-party referral costs.

Maria’s experience reflects how streamlined the process can be when approached methodically.

Common Mistakes to Avoid

• Skipping the training course: Even experienced professionals must complete the 3-hour course.
• Using outdated forms: Always download BP-45.9 from the official DOS website.
• Incorrect payment method: Mail-in applications require checks or money orders made payable to “Department of State.”
• Failing to keep records: Without a journal, you cannot defend against false claims of misconduct.
• Notarizing outside NY jurisdiction: Your authority is limited to New York State, even if you live near state borders.

Tip: Keep a digital copy of your commission certificate and training certificate in a secure folder for future renewals or employment verification.

FAQs About Becoming a Notary in NYC

Can I apply if I live in New Jersey but work in Manhattan?

Yes. If you are regularly employed or maintain a business location in New York State, you are eligible to apply even if you reside in a neighboring state like New Jersey or Connecticut.

How long does a notary commission last?

A Notary Public commission in New York is valid for four years from the effective date listed on your certificate. You can begin the renewal process up to six months before expiration.

Do I need a bond or insurance?

New York does not require a surety bond. However, purchasing Errors & Omissions (E&O) insurance is highly recommended to protect against accidental mistakes that could lead to legal claims.

Final Checklist Before You Apply

Before submitting your application, confirm you’ve completed the following:

• ✅ Completed the 3-hour DOS-approved notary course
• ✅ Received and saved your course completion certificate
• ✅ Downloaded the most recent BP-45.9 form
• ✅ Verified eligibility (age, residency, citizenship)
• ✅ Prepared $60 payment (credit card for online, check/money order for mail)
• ✅ Identified where you’ll store your seal and journal securely
• ✅ Reviewed the NYS Notary Handbook for reference

Conclusion: Start Your Journey Today

Becoming a Notary Public in New York City is more than a credential—it’s a responsibility and an opportunity. With minimal cost and time investment, you gain the ability to perform a vital civic function that supports real estate, legal, healthcare, and financial processes across the city. By following the steps outlined here, avoiding common pitfalls, and maintaining professionalism, you can build trust and reliability in your field.

🚀 Ready to get started? Visit the NYS Department of State website, enroll in an approved course today, and take the first step toward your commission.