Notary Compliance Checklist — State-by-State Requirements

All states require: current notary commission (don't notarize after expiration), proper notary seal with required information, journal entries for all notarizations, identity verification before notarizing, and refusal to notarize conflicts of interest. These are non-negotiable.

Your seal must include: state name, 'Notary Public', commission expiration date, and typically your name. Your journal must record: date and time, type of notarial act, document description, signer name and address, ID type used, and your signature. Variations exist by state—check your state's specific rules.

For remote notarization, states typically require: electronic journal, audio-visual recording of entire session (minimum 5–10 years retention), electronic seal, identity verification using KBA and credential analysis, and specific notary language acknowledging RON. Not all states allow RON—verify your state.

Each year: verify your commission hasn't expired, confirm your seal is in good condition (replace if worn), check for state regulation updates, renew E&O insurance, and audit your journal for completeness and accuracy. Proactive maintenance prevents compliance surprises.

Keep a calendar reminder to review your state's specific requirements annually: commission expiration date, renewal fees, journal standards changes, RON platform approvals, and disciplinary rules. States update notary regulations—staying current protects your commission.