Step 1: Make Sure You Qualify to Become an Illinois Notary

Before becoming an online notary, you must qualify for an Illinois Notary Public commission.

Illinois currently requires applicants to meet requirements including:

• Be at least 18 years old.
• Be a U.S. citizen or lawfully admitted permanent resident.
• Be proficient in English.
• Meet Illinois residency requirements.
• Generally have resided in Illinois for at least 30 days before applying.
• Meet the state's criminal-history and prior-commission requirements.
• Successfully complete the required Illinois notary education.

Step 2: Complete the Required Illinois Notary Course and Examination

Illinois requires applicants to complete an approved notary course of study and pass an examination.

Your course should come from a provider approved by the Illinois Secretary of State. When applying online, you will need an electronic copy of your course completion certificate.

Electronic notaries are expected to understand not only traditional notarization rules but also the requirements that apply to electronic documents, electronic seals, identity verification, communication technology, journals and electronic notarization procedures.

Step 3: Obtain the Required Illinois Surety Bond

Every Illinois notary applicant must obtain the appropriate surety bond. The amount depends upon the type of notarizations you intend to perform.

The bond must be issued by a surety or insurance company qualified to issue the required bond in Illinois.

Step 4: Choose an Illinois-Certified Electronic Notarization System Provider

This step is critical.

Illinois requires electronic notaries to use an Electronic Notarization System Provider that has been certified by the Illinois Secretary of State. You cannot simply choose any online notarization software.

Before applying for your electronic commission, check the Secretary of State's current Electronic Notarization System Providers list.

Illinois's application process requires information about the electronic notarization provider you intend to use, including the provider name and a copy of the electronic signature prepared or approved for use with the provider.

Step 5: Apply for Your Illinois Electronic Notary Public Commission

Illinois residents generally submit their Notary Public and Electronic Notary Public applications through the Secretary of State's online application system.

You have two common paths:

The state application may require items including:

• Your Illinois driver's license or state identification information.
• Your existing notary commission number, if applicable.
• Your approved course completion certificate.
• Your Illinois notary bond documentation.
• The name of your electronic notarization system provider.
• A copy of your electronic signature associated with your provider.
• Information about the technology or device you will use.

Step 6: Obtain Your Electronic Seal and Digital Certificate

Once you become an Illinois Electronic Notary Public, you need the technology required to securely execute electronic notarial acts.

Illinois electronic notaries must maintain an electronic seal and at least one digital certificate containing the notary's electronic signature.

Digital certificates used by Illinois electronic notaries must conform to the X.509 standard. The digital certificate helps make the electronic document tamper-evident so subsequent changes can be detected.

Your electronic notarization setup should include:

• An Illinois-compliant electronic notary seal.
• Your electronic signature.
• An X.509-compliant digital certificate.
• Secure access controls protecting your seal and signature.
• State-compliant electronic notarization technology.

Step 7: Set Up Your Electronic Journal and Recordkeeping

Recordkeeping is an important part of being an Illinois online notary. Illinois notaries must maintain a journal of their notarial acts.

For electronic or remote notarizations, the journal should contain the information required by Illinois law and administrative rules, including details such as:

• The principal's name.
• The document title or description.
• The date of notarization.
• Whether the notarization was in person, remote or electronic.
• The fee charged, if any.
• The physical location of the notary and principal.
• Information regarding applicable credible witnesses.

Illinois also requires electronic journals and audio-video recordings associated with remote/electronic notarizations to be securely retained. The state's administrative rules require retention for at least seven years.

Electronic records must be protected against unauthorized access and securely backed up.

Step 8: Start Performing Online Notarizations

Once your Electronic Notary Public commission has been approved and your compliant technology, electronic seal, digital certificate and recordkeeping procedures are ready, you can begin performing authorized electronic notarizations.

During an online notarization, the notary and signer communicate using real-time audio-video technology. The notary must confirm the signer's identity using a method permitted by Illinois law.

Depending upon the circumstances, identity may be established through personal knowledge, a qualifying credible witness or approved identity verification methods such as government-issued identification, credential analysis and identity proofing.

Can an Illinois Online Notary Notarize for Someone Outside Illinois?

Yes. The signer does not necessarily have to be located in Illinois. An Illinois electronic notary who is physically located in Illinois may perform an electronic notarization for a remotely located individual elsewhere in the United States, subject to Illinois law.

Illinois also permits certain electronic notarizations when the signer is outside the United States if the transaction has a qualifying connection to the United States. Examples include certain records involving U.S. property, U.S. governmental or court matters, or transactions substantially connected with the United States.

How Much Can an Illinois Electronic Notary Charge?

Illinois currently allows a maximum notarial fee of up to $25 for an electronic notarial act.

Illinois also requires notaries to provide itemized receipts and maintain records of fees accepted for notarial services. Notarial fees should be shown separately from other charges.

Frequently Asked Questions About Becoming an Online Notary in Illinois