How To Become A Notary In Washington State

Becoming a notary public in Washington State involves meeting specific eligibility criteria, completing a mandatory training course, passing an exam, submitting an application, obtaining a surety bond, and taking an oath of office. This guide provides a detailed breakdown of each step to ensure a smooth and successful application process.

1. Eligibility Requirements

Before embarking on the application process, ensure you meet the fundamental eligibility criteria set by the Washington State Department of Licensing (DOL). You must:

• Be at least 18 years of age.
• Be a citizen or permanent legal resident of the United States.
• Reside in or have a place of business in Washington State.
• Be able to read and write English.
• Not be disqualified under RCW 42.45.210 (relating to felony convictions).

2. Education and Examination

Washington State mandates completion of a training course and passing an examination before commissioning as a notary.

1. Complete a Training Course: The DOL requires all new applicants and those seeking reappointment after a lapse in commission to complete a mandatory training course. This course must be approved by the DOL and cover Washington State notary law, ethics, and best practices for performing notarial acts. Approved training providers can be found on the DOL website.
2. Pass the Examination: Upon completion of the training course, you must pass an examination administered by the approved training provider. The exam typically covers the material presented in the training course and tests your knowledge of notary laws and procedures.

3. Application Process

Once you have completed the training and passed the examination, you can proceed with the application process.

1. Create an Account on SAW (Secure Access Washington): The application process is managed online through the DOL’s SAW portal. If you don’t have one, create an account.
2. Complete the Online Application: Log in to your SAW account and navigate to the notary application section. Fill out all required fields accurately and truthfully. This includes personal information, contact details, and attestation to meeting the eligibility requirements.
3. Upload Required Documents: You will likely need to upload digital copies of documents such as your certificate of completion from the training course and any other documents requested by the DOL.
4. Pay the Application Fee: The application fee is non-refundable and covers the cost of processing your application. Check the DOL website for the current fee amount. Payment methods typically include credit card and electronic check.
5. Background Check: Washington State requires a background check as part of the notary application process. This usually involves submitting fingerprints. Instructions for completing the background check will be provided by the DOL after you submit your application.

4. Surety Bond

A surety bond protects the public from financial harm resulting from errors or misconduct by the notary public.

1. Obtain a Surety Bond: You must obtain a surety bond in the amount of $10,000. This bond must be issued by a surety company authorized to do business in Washington State.
2. File the Bond with the DOL: The original surety bond must be filed with the DOL. The bond should name you as the principal and the State of Washington as the obligee.

5. Oath of Office

The final step in the commissioning process is taking an oath of office.

1. Receive Commission Certificate: Once your application is approved, the DOL will issue a commission certificate.
2. Take the Oath of Office: Within 45 days of receiving your commission certificate, you must take the oath of office before a person authorized to administer oaths (typically a notary public or a county clerk).
3. File the Oath and Bond: Return the original Oath of Office form and your original surety bond to the Department of Licensing.

6. Notary Supplies

While not a requirement for commissioning, having appropriate notary supplies is crucial for performing notarial acts.

• Notary Stamp or Seal: Washington State requires a notary stamp or seal to authenticate notarial acts. The stamp or seal must include your name, the words ‘Notary Public,’ the State of Washington, and your commission expiration date.
• Notary Journal: Maintaining a detailed notary journal is a best practice and is highly recommended, although not legally mandated in all situations. The journal should record the details of each notarial act performed, including the date, time, type of document, and identification of the signer.
• Ink Pad and Pens: Ensure you have a reliable ink pad for your stamp and pens for completing documents.

7. Renewal Process

Notary commissions in Washington State are valid for a term of four years. To renew your commission, you must complete a renewal application, pay the renewal fee, and, if your commission has lapsed, complete the required training and examination again. The renewal process is similar to the initial application process and is also managed through the DOL’s SAW portal.

8. Fees Associated with Becoming a Notary

Here’s a breakdown of the typical costs involved in becoming a notary public in Washington State. Note that these are estimates and can vary depending on the provider.

Important Note: Bond costs are often expressed as premiums paid over a 4-year term. The underlying $10,000 bond coverage remains consistent, but the premium reflects the cost of that coverage. Background check fees depend on the vendor used and any resubmission charges.

9. Maintaining Compliance and Avoiding Legal Issues

Once commissioned, it’s your responsibility to follow all applicable laws and regulations.

• Stay Informed: Regularly review updates to Washington State notary laws and regulations on the DOL website.
• Proper Identification: Always verify the identity of signers using acceptable forms of identification, such as a valid driver’s license or passport.
• Record Keeping: Maintain accurate records of all notarial acts in a notary journal.
• Impartiality: Never notarize a document in which you have a direct financial or beneficial interest.
• Professional Conduct: Conduct all notarial acts with integrity and professionalism.

10. Electronic Notarization (E-Notarization)

Washington State allows for electronic notarization (e-notarization), which involves performing notarial acts on electronic documents using electronic signatures and seals. To become an e-notary, you must first be a commissioned notary public and then apply for authorization to perform electronic notarizations. This requires selecting approved technology and vendors and demonstrating competence in e-notarization procedures. More information on electronic notarization can be found on the DOL website.

By following these steps and maintaining a commitment to ethical and professional conduct, you can successfully become a notary public in Washington State and provide valuable services to your community. Always consult the Washington State Department of Licensing website for the most up-to-date information and regulations.

Frequently Asked Questions

How long is a Washington State notary commission valid?

A notary public commission in Washington State is valid for four years.

Is a notary journal legally required in Washington State?

While not legally mandated in all situations, maintaining a detailed notary journal is a best practice and highly recommended for recording details of each notarial act.

What is a surety bond and why is it required?

A surety bond protects the public from financial harm resulting from errors or misconduct by the notary public. It is required in the amount of $10,000.

Can I perform electronic notarizations in Washington State?

Yes, Washington State allows for electronic notarization (e-notarization). You must first be a commissioned notary public and then apply for authorization to perform electronic notarizations.