New York Notary Public License

Who Issues the Commission

The New York Department of State (DOS), Division of Licensing Services, commissions notaries public in New York. The commission is technically an appointment — you become a public officer of the state, not just a license holder.

This distinction matters because it shapes what you can and cannot do. A notary public administers oaths, takes acknowledgments, and certifies documents. A notary public does not draft legal documents, give legal advice, or perform any act that constitutes the practice of law — unless they also happen to be a licensed attorney.

Four-Year Term

Every New York notary commission runs for exactly four years from the date of issuance. The term is printed on your commission ID card.

You can begin performing notarial acts once your commission appears as active in the DOS public licensee database — you don't have to wait for a physical card. But you do need a compliant journal before your first act, because 19 NYCRR 182.9 requires a journal entry for every notarization. A physical ink stamp is not mandated.

Statewide Jurisdiction

Your commission covers all 62 counties in New York. You qualify through one county — your county of residence, or the county of your business if you're a non-resident — but your authority to notarize extends across the entire state.

The qualifying county matters for a different reason: it's where your signature specimen is on file. When someone needs to authenticate your signature (for an apostille or international transaction), they go to the County Clerk where you qualified. If you regularly notarize documents that get authenticated in other counties, you can file a Certificate of Official Character with those County Clerks for $10 each (after obtaining the certificate from your home county for $5).

The State-County Split

Two separate offices manage different parts of your commission:

Department of State (DOS): Issues the commission, administers the exam, processes applications and renewals, maintains the statewide licensee database, and handles complaints.

County Clerk: Maintains your signature specimen and oath of office, authenticates your signature on notarized documents, and issues Certificates of Official Character.

This split confuses people, especially around renewals. Since September 1, 2023, County Clerks no longer process renewal applications. All renewals go through the DOS online portal via NY Business Express. Some county websites still haven't updated their pages to reflect this change.

What Appears on Your ID Card

The DOS sends a printable PDF identification card to your email after approval. It shows:

• Your legal name as commissioned
• Your commission address
• County of qualification
• UID license number
• Commission term (start and end dates)

If you use a stamp, its identifying details should match your commission. Ordering supplies before you receive this card means guessing at information that needs to be precise.

Can You Lose Your Commission?

Yes. The DOS can suspend or revoke a notary commission for misconduct, fraud, unauthorized practice of law, overcharging fees, or notarizing documents without the signer being physically present (outside of lawful RON). A felony conviction is not an automatic removal in every case; criminal-history consequences are reviewed under Corrections Law Article 23-A, with applicable relief routes including a pardon, Certificate of Relief from Disabilities, or Certificate of Good Conduct.

Under Penal Law Section 175.40, issuing a false notarial certificate is a Class E felony. Under Executive Law Section 135-a, a person who acts as a notary without a valid commission is liable for damages to anyone injured by the act.

Complaints against notaries are filed with the DOS through Form DOS-1507-f and investigated by the Complaint Review Office.

For a full walkthrough of the commissioning process, compliance requirements, and recordkeeping templates, get the complete New York notary commission toolkit.

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