Notarization and Coronavirus

Telework (work from home) must continue unless impossible. Businesses are required to follow the COVID-19 Guidance for Businesses.

You may notarize in-person if your business follows the COVID-19 Guidance for Businesses.

PennDOT is extending the expiration dates of Commercial Pennsylvania Driver’s Licenses (CDL,) that expire from March 16, 2020 through March 31, 2021, through March 31, 2021. There will be no further extensions granted.

The Department of State received a waiver, so notaries may accept expired Commercial Pennsylvania Driver’s Licenses (CDL,) that expire from March 16, 2020 through March 31, 2021, if the notarization is not after March 31, 2021.

In the journal, the notary should record the actual issue and expiration dates of the Commercial Pennsylvania Driver’s License and note, “pursuant to COVID waiver approved 5/26/20.”

PennDOT previously extended the expiration dates of non commercial Pennsylvania Driver’s Licenses and non commercial Pennsylvania Photo ID Cards, with expiration dates from March 16, 2020 through August 31, 2020, through August 31, 2020. Those credentials were not extended beyond August 31, 2020. Expired non commercial Pennsylvania Driver’s Licenses and expired non-commercial Pennsylvania Photo ID Cards are not acceptable for identification purposes when notarizing.

You may notarize from home if you follow the COVID-19 Guidance for Businesses.

Pearson VUE has opened certain centers for testing. To find out which centers are open, use the Pearson VUE website to schedule your exam. The testing centers are following health protocols including requiring testing candidates to wear masks.

Any applicant whose exam authorization has expired or will expire between March 1 and December 31, 2020 will have until June 30, 2021 to take and pass the notary public examination.

The Montgomery County Recorder of Deeds office has partnered with the Montgomery County Prothonotary to swear in notaries using video conferencing. To make an appointment, notaries need to have a completed bond, power of attorney and Driver’s License. Click here to make an appointment. You will receive confirmation of your appointment by email. The day before your online video conference, you will receive an invitation to join your meeting at the time you reserved.

If you have questions about this temporary process, call the Montgomery County Recorder of Deeds office at (610) 278-3289.

Yes, the Department of State began appointing and reappointing notaries again in mid-May.

The Department of State does not have the authority to extend notary commission expiration dates. Notaries should stop notarizing if their commission expires, regardless of where they are in the reappointment process.

Yes, notaries are being given extra time to complete the commissioning process. Before setting out, the notary should contact the Recorder of Deeds and Prothonotary to see if they are open.

If the county offices are open on the notary’s 45th day, the notary will have an additional 30 days from the 45th day to record their bond, oath and commission with the Recorder of Deeds and to register their signature with the Prothonotary.

If the county offices are closed on the notary’s 45th day, the notary will have an additional 30 days from when the county offices reopen to record their bond, oath and commission with the Recorder of Deeds and to register their signature with the Prothonotary. The extension also applies to any subsequent closures of the county offices due to COVID-19. If the county offices are closed on the notary’s 75th day (45 + 30 day extension,) no further extension will be granted. If this happens, the notary has until the next business day after the reopening of the county offices to record their bond, oath and commission with the Recorder of Deeds and to register their signature with the Prothonotary. If the notary doesn’t meet the deadline, they will need to begin the application process from the beginning.

Note: The extension applies to all notaries whose 45 days expired or will expire from March 1, 2020 until the expiration of this waiver.

Take the oath of office before another official authorized to administer oaths (for example: another notary or a judge.)

Once you are sworn in, you need to sign the bond in two locations: under the oath and on the opposite side where the bond is endorsed. Your second signature should be witnessed.

Mail your original executed bond and oath of office, a copy of a valid photo ID, a self-addressed stamped envelope and a business check or money order for $103.50 made payable to the “City of Philadelphia” to: City of Philadelphia Records Department, City Hall Room 111, Philadelphia, PA 19107.

The County is aware of the 30-day extension of the 45-day period and will process your commission in accordance with the extended deadline.

Your original unsigned commission and a signature form for the Prothonotary’s office will be returned in your self-addressed stamped envelope.

Sign your original commission and the signature form for the Prothonotary’s office and return them in one of two ways (There is not an additional fee to process the signature form for the Prothonotary’s office):

Option 1

Scan and email a copy of your signed commission and signature form for the Prothonotary’s office (keep the originals):

[email protected]

Make sure your scanned images are readable. The County will record your bond, oath of office and commission and deliver your signature form to the Prothonotary’s office.

You will receive a time-stamped copy of your signature form by email. This option is recommended, because it allows Philadelphia to process your commission more quickly.

Option 2

Mail your original signed commission, signature form for the Prothonotary’s office and a self-addressed stamped envelope:

City of Philadelphia Records Department
City Hall Room 111
Philadelphia, PA 19107

The County will record your bond, oath of office and commission and deliver your signature form to the Prothonotary’s office.

Your original signed commission and a time-stamped copy of your signature form will be returned to you in your self-addressed stamped envelope.

Visit PAN’s YouTube channel to enjoy a video on this topic.

Dealers may sell vehicles if they follow the COVID-19 Guidance for Businesses.

Full agents and messengers may be open if they follow the COVID-19 Guidance for Businesses.

PennDOT is extending expiration dates for Commercial Pennsylvania Driver’s Licenses and Commercial Pennsylvania Learner’s Permits, that expire from March 16, 2020 through March 31, 2021, through March 31, 2021. There will be no further extensions granted.

Due to a waiver received by the Department of State, a notary may accept an expired Commercial Pennsylvania Driver’s License, with an expiration date from March 16, 2020 through March 31, 2021, if the date of the notarization is not after March 31, 2021. The waiver does not apply to Commercial Pennsylvania Learner’s Permits.

In the journal, the notary should record the actual issue and expiration dates of the Commercial Pennsylvania Driver’s License and note, “pursuant to COVID waiver approved 5/26/20.”

PennDOT previously extended the expiration dates of non-commercial Pennsylvania Driver’s Licenses and non-commercial Pennsylvania Photo ID Cards, with expiration dates from March 16, 2020 through August 31, 2020, through August 31, 2020. Those credentials were not extended beyond August 31, 2020. Expired non-commercial Pennsylvania Driver’s Licenses and expired non-commercial Pennsylvania Photo ID Cards are not acceptable for identification purposes when notarizing.

As of May 29, 2020, the Riverfront Office Center is open for motor vehicle services only. Paperwork will be processed and mailed. The Driver’s License and Photo License Center located at the Riverfront Office Center remains closed.

The dealer counter remains temporarily closed. There is a drop off at the Riverfront Office Center counter entrance for dealer paperwork. The dealer counter is being used to serve the public.

Limited messenger counter services are available:

• Messengers should enter through the employee entrance
• Messengers are limited to the 4th floor messenger room only
• There is a limit of 6 messengers in the messenger room at one time
• Messengers arriving at the Riverfront Office Center employee entrance, should call the number posted in the lobby
• Messengers will be placed “in line” based on the order of their phone call
• Messengers will be prescreened and asked brief questions regarding potential symptoms of COVID-19
• Messengers will be required to wear masks
• Messengers will need to sort their work before coming to the Riverfront Office Center
• Cubicles are not available for use
• Messengers are limited to dropping off and picking up work promptly
• Work for other motor vehicle areas may be dropped off in the messenger room

Limited messenger counter services are available at the Riverfront Office Center:

• Messengers should enter through the employee entrance
• Messengers are limited to the 4th floor messenger room only
• There is a limit of 6 messengers in the messenger room at one time
• Messengers arriving at the Riverfront Office Center employee entrance, should call the number posted in the lobby
• Messengers will be placed “in line” based on the order of their phone call
• Messengers will be prescreened and asked brief questions regarding potential symptoms of COVID-19
• Messengers will be required to wear masks
• Messengers will need to sort their work before coming to the Riverfront Office Center
• Cubicles are not available for use
• Messengers are limited to dropping off and picking up work promptly
• Work for other motor vehicle areas may be dropped off in the messenger room

Authorized agents, including dealers, should continue to mail motor vehicle applications to the Department using the address located at the top of the application. Applications are to be mailed to the Department within 20 days of the completion date. Currently, there is no counter service for dealers. There is a drop off at the Riverfront Office Center counter entrance for dealer paperwork.

Dealers applying for a dealer title, should mail their applications to the Department using the following address:

Bureau of Motor Vehicles
PO BOX 67470
Harrisburg, PA 17106-7470

Form MV-351, “Application for Temporary Registration Plates by Motor Vehicle Dealers and Full Agents”, was revised (revision 6-20) to allow agents to choose to pick up a temporary plate order or have PennDOT mail a plate order. When an agent chooses to pick up an order, a PennDOT employee will contact the agent, after the order has been processed, to arrange a date, time and place the agent may pick up the temporary plate order at the Riverfront Office Center. Health concerns will be discussed during the call.

Orders that are not picked up will be mailed Priority through the United States Postal Service.

To check the status of a plate order email:
[email protected]

No, you are not required to become an electronic notary or remote online notary.

No, but recorders may accept a paper copy of a remotely notarized document, if the notary certifies that the paper copy is a true and accurate copy of the electronic record.

No, the notary fees are set by the state. You may charge additional clerical and/or administrative fees.

Yes, there are fees for the vendors. Contact the vendors for their fee schedules.

There is more than one law that affects wills and powers of attorney. PAN recommends seeking the advice of an attorney-at-law.

Certificates of title may not be notarized remotely, until PennDOT decides how electronic titling will be accomplished in Pennsylvania.

No, your $10,000 notary bond meets the requirement of the notary law for standard face to face notarizations, electronic notarizations and remote online notarizations.

Yes, the notary needs to be physically located in Pennsylvania when performing a remote online notarization.

It is PAN’s and the Department of State’s understanding that all approved vendors use or include digital certificates in their products. However, we’ve had members tell us that they’ve needed to buy one separately. That will be between you and your vendor.

Yes, your approval expires at the end of your four-year notary commission or when the electronic/remote technology solution expires, whichever happens first. If you want to continue to notarize electronically and/or remotely, you must apply to renew that approval with the Pennsylvania Department of State. You also need to renew your agreement with an approved electronic/remote technology solution provider.

Note: Do not try to renew your electronic and/or remote online notary approval until your bond, oath and commission have been recorded and your signature has been registered. Once that is reflected on the Department of State’s website, you may apply to renew your approval to notarize electronically and/or remotely.

Learn more from the Pennsylvania Department of State website.

Witnesses may be located remotely, but they must be identified in the same manner as the remotely located customer. Also, the notary, customer and witnesses need to be able to communicate in real time using the approved audio-visual technology.

Processing times vary. If you haven’t received a response in one week, contact the Department of State.

The Pennsylvania Notary Law (RULONA) has been amended to make remote online notarization permanent.

E&O policies that cover notarizations are “silent” on how the notarization is performed. The E&O policies sold by PAN cover notarial acts if they are performed according to current notary law, rules and regulations.

No, you may only use technology that has been approved. Skype and Zoom are not approved technology.

Personal appearance is still required.

If you are a notary that offers services at a business location that is authorized to maintain in-person operations, the customer must be in your physical presence.

If you are an approved remote online notary, personal appearance is accomplished when you meet with the customer remotely using approved audio-visual technology.

If you want to do remote notarizations, you need to:

• Become an eNotary
• Use State-approved remote online notarization (RON) technology for transactions
• Indicate that the notarial act was performed by means of communication technology

There are a few things to consider. Does your business:

• Need to notarize documents that are in an electronic format
• Need to notarize for customers who are not in the same location as you are
• Have the hardware and software to create, validate and distribute electronic documents
• Have the resources to make an agreement with one of the electronic/remote technology providers

With eNotarization, the notary and the customer are in the same room, within arm’s reach. They use the same computer to sign an electronic document. Remote online notarization also involves an electronic document, but takes place over the internet, using approved audio-visual technology. The notary is in one location, the customer is in another location.

To learn more, watch this YouTube video.

“This notarial act involved the use of communication technology.”

The law states, the audio-visual recording must contain “all the interactions between the notary public and the remotely located individual.” Some vendors are also including the Knowledge Based Authentication and Identification scanning that takes place before the notary and customer connect.

The customer needs to have a camera, microphone and internet access that allows them to communicate with the notary in real time.

You are not required to use an electronic journal. The law allows you to keep a separate journal for paper and electronic/remote notarizations. Those journals may be paper or electronic.

Visit the Department of State’s website for a list of vendors.

The Department of State’s “The Steps to Becoming an Electronic or Remote Notary in Pennsylvania” states, the approved electronic notary logs onto the Department of State’s website to select approved electronic/remote notary technology provider(s.)

The law allows the notary or an entity acting for the notary to make and keep the audio-video recording. The approved remote online notary vendors must have the ability to keep the recordings for 10 years.