The North Carolina Electronic Notary Registration Form is the document a person who already holds a North Carolina notary commission files with the NC Secretary of State to gain the legal right to notarize electronic documents. You must already be a commissioned notary in good standing, finish a state-approved electronic notary course, and pass the exam with a score of 80% or higher before this form means anything.
This is not a “new notary” form. It is the bridge between being a traditional, ink-and-paper notary and being an electronic notary (eNotary) who can apply an electronic signature and seal, and later perform remote electronic notarizations (RON) by video. The state processes thousands of notary filings, and the most common reason an electronic registration stalls is a small, fixable error, such as forgetting to have the form itself notarized or leaving the commission number blank. Get one box wrong and your file goes back in the mail, costing you weeks.
Here is what you will learn in this guide:
- 📝 How to fill out every field on the NC electronic notary registration form, line by line
- 💲 The exact $50 fee, where to mail it, and how to prove you filed
- ⚖️ The statutes and rules (Chapter 10B and Title 18 of the NC Administrative Code) that govern the form
- ⏰ The 45-day oath deadline at the Register of Deeds that most filers forget
- 🚫 The 12 most common mistakes that get an electronic registration rejected
What the Form Is and Who Must File It
The North Carolina Electronic Notary Registration Form is a sworn application that tells the Secretary of State you are ready to notarize electronic records. The contents of the form are fixed by rule 18 NCAC 07B .0404, which lists each item the form must contain. The agency that receives it is the NC Department of the Secretary of State, Notary Section, and the legal backbone is Chapter 10B of the North Carolina General Statutes, the Notary Public Act.
Only a current North Carolina notary public may file it. You cannot register as an electronic notary and a traditional notary at the same time in one step. The state confirms you must “hold a valid commission as a notary public in the State of North Carolina” before you start the electronic process, as the Secretary of State FAQ explains.
The form covers two kinds of electronic work. The first is in-person electronic notarization, where the signer sits in front of you and you sign and seal a digital file. The second is remote electronic notarization, made permanent by the Remote Online Notarization Act effective July 1, 2023, where the signer appears by live audio-video. New rules that took effect July 1, 2025, under Subchapter 07H added geolocation, identity, and recording duties for remote acts.
Think of three people. Maria is a paralegal who wants to sign loan files at her desk. James is a real estate closer who wants to meet out-of-state buyers by video. Aisha is a licensed member of the North Carolina State Bar who notarizes for her firm. All three file the same registration form, but each has small differences this guide will flag.
Before You Start: Documents and Information You Need
Gather everything below before you open the form. Missing one item is the top reason a filer has to stop, mail back, and wait again. The state processes mailed notary filings within about 72 hours of receipt, but only if the file is complete, as the Forsyth County Register of Deeds notes for notary processing.
- Your current notary commission name. The form must show your name exactly as it reads on your commission, or the state cannot match your record.
- Your commission number. This proves you are an active notary; without it the Notary Section cannot link your electronic file to your existing commission.
- Your commission expiration date. An electronic registration cannot outlive the underlying commission, so an expired or near-expired date can block approval.
- Proof you bought the current Electronic Notarization Manual. The state requires the most recent manual, and using an old edition can void your training.
- Your course completion record. You must finish a state-approved electronic notary course at a community college, and the registrar files your pass to the state.
- Your exam score of 80% or higher. A lower score means you are not eligible, and the form will be rejected on its face.
- Your technology provider name, if chosen. Reapplicants must state their provider; first-timers may say they have none yet.
- A $50 check or money order. The fee must travel with the form; a missing fee stops processing cold.
- A second notary to notarize your form. Your own signature on this form must be notarized by another notary, so line one up in advance.
- Your mailing address and contact details. The state mails your Oath Notification Letter here, so an error delays your whole timeline.
Where to Get the Form and How to Access It
You complete the registration online through the Secretary of State’s notary system, then print it. The state’s own instructions say to “complete the registration to become an electronic notary form online,” then “print and sign the registration form and have it notarized,” as set out in the electronic notary FAQ. You start the process at the NC Secretary of State notary portal.
The course comes first. You must register for the electronic notary course at a local community college, such as the program at Gaston College or the RCCC E-Notary course. North Carolina does not let you take the full electronic course entirely online; an in-person or proctored component applies, as NotaryCam points out.
The form itself is short because the rule keeps it to six core items. Confirm you are using the current version by checking the revision date printed on the form before you sign it, since the state updates notary forms when rules change, most recently for the July 1, 2025 remote rules. If you ever see a form without a revision date, contact the Notary Section before filing rather than guess.
Step-by-Step: How to Fill Out the NC Electronic Notary Registration Form Line by Line
The form follows the six items listed in 18 NCAC 07B .0404. Fill each one in the order it appears. Use the exact labels printed on the form, and write sample entries in the style shown here.
Item 1: Name on the Applicant’s Commission
This field asks for your name written exactly as it appears on your current notary commission. Type or print it the same way it reads on your commission certificate, including any middle name or suffix. For example, Maria Elena Lopez writes her name as Maria Elena Lopez because that is the name on her commission, not the shorter Maria Lopez she uses day to day.
A common edge case is a name change after marriage or divorce. If your legal name changed but your commission still shows the old name, you must use the commission name here and handle the name change as a separate notary record update first. The most common mistake is shortening or modernizing the name, and the direct consequence is a mismatch that stops the state from linking your electronic file to your commission record. Many filers wrongly believe the state will “figure out” who they are from the address; it will not, because the Notary Section matches on the exact commission name.
Item 2: Applicant’s Commission Number
This field asks for the unique number the state assigned to your existing notary commission. Copy it digit for digit from your commission certificate or your online notary record. For example, James Carter enters his commission number 20231234567 exactly as it prints on his certificate, with no spaces or dashes added.
An edge case appears for notaries who recently renewed and received a new commission number; always use the number tied to the commission that is active right now. The most common mistake is transposing two digits, and the consequence is that the state cannot find your record, which kicks the form back. A widespread misconception is that the commission number is public and easy to recover; in fact, the state’s notary search does not display commission numbers to the public, so you must read it from your own paperwork.
Item 3: Changes to Report Under the Notary Statutes
This field asks whether you have any changes to report under several Chapter 10B statutes and Title 18 rules, including G.S. 10B-50 through 10B-54. In plain terms, the state wants to know if anything about your status, name, address, or conduct has changed since your last filing. For example, Aisha Bell checks “no changes” because nothing about her commission has shifted, while a notary who moved counties would check “yes” and describe the move.
The edge case here is a pending disciplinary matter or a criminal charge since your commission issued, which you must disclose under these statutes. The most common mistake is treating this as a throwaway box and skipping it, and the consequence is a registration with an omission of fact, which the state may reject because the law bars any “significant misstatement or omission of fact.” A common misconception is that minor changes do not count; in reality, even an address change must be reported to keep your record accurate.
Item 4: Technology Provider Statement (Reapplications)
This field applies to reapplications and asks you to state your technology provider plan. Under the rule you choose one of three options: that you will continue the same provider and electronic journal custodian you named before, that you name a new provider you will now use, or that you do not have a provider at this time. For example, a returning James Carter selects that he “will continue to use” the same provider for which he previously gave notice.
The edge case is a first-time applicant, who often has no provider yet and may select the “no technology provider at this time” option, then file a separate technology-provider notice later under 18 NCAC 07B .0405. The most common mistake is naming a provider that is not approved by the state, and the consequence is that you cannot buy a valid electronic seal, stalling your ability to work. A frequent misconception is that you must pick a provider before you can register; you do not, because you may register first and choose an approved provider after you receive your certificate.
Item 5: Signature of the Electronic Notary Applicant
This field asks for your handwritten signature. You print the form, then sign it in ink in front of another notary, because your signature must be notarized. For example, Maria Elena Lopez signs Maria E. Lopez in front of a coworker who is also a notary and who then completes the notarial certificate on the form.
The edge case is signing the form yourself with your own electronic seal, which you cannot do, because you are not yet an electronic notary and the form requires a separate notary. The most common mistake is signing the form alone at home and mailing it unnotarized, and the direct consequence is automatic rejection, confirmed by guidance that the form “must be signed AND notarized by a valid notary public,” as Remote Notary Experts explains. A common misconception is that being a notary lets you notarize your own application; it does not, since a notary may never notarize their own signature.
Item 6: Date the Applicant Signs the Form
This field asks for the date you sign. Write the date you actually sign in front of the other notary, using the month, day, and year. For example, James Carter writes 03/14/2026 on the line because that is the day he signed.
The edge case is a gap between filling out the online form and getting it notarized; always date it the day of the notarization, not the day you typed it. The most common mistake is postdating or backdating the form, and the consequence is a date that conflicts with the notary’s certificate, which can void the notarization. A misconception is that the date is just a formality; in fact, it anchors when your sworn statement was made and must match the notarial act.
Notary Section Below Your Signature
After your six items, the notary who witnesses your signature completes a notarial certificate. This is not your job to fill in, but you should check that the notary uses the correct venue (county and state), signs, dates, and applies a clear seal. For example, the witnessing notary writes the county where you both sit, such as Mecklenburg County, North Carolina, then signs and stamps.
The edge case is an out-of-state notary, which the state may not accept for a North Carolina filing; use a North Carolina notary to be safe. The most common mistake is a smudged or expired seal from the witnessing notary, and the consequence is a rejected certificate that voids your whole filing. A misconception is that any signature will do; the certificate must be complete and legible, or the Notary Section returns the form.
Three Filled-Out Examples Using Real Scenarios
These three filers show how the same form looks for different goals. Each follows one person through the key fields.
Scenario 1: Maria, a paralegal seeking in-person eNotary status
| Form Section | What Maria Enters |
|---|---|
| Name on commission (Item 1) | Maria Elena Lopez |
| Commission number (Item 2) | 20221112223 |
| Commission expiration | 08/15/2027 |
| Changes to report (Item 3) | No changes |
| Technology provider (Item 4) | No provider at this time |
| Signature (Item 5) | Maria E. Lopez, signed before a coworker notary |
| Date signed (Item 6) | 03/14/2026 |
| Fee enclosed | $50 check |
| Filing method | Mailed to Raleigh PO Box |
Scenario 2: James, a real estate closer who wants remote (RON) capability
| Form Section | What James Enters |
|---|---|
| Name on commission (Item 1) | James Carter |
| Commission number (Item 2) | 20231234567 |
| Commission expiration | 05/01/2028 |
| Changes to report (Item 3) | No changes |
| Technology provider (Item 4) | Will use approved RON platform provider |
| Signature (Item 5) | James Carter, notarized |
| Date signed (Item 6) | 03/14/2026 |
| Fee enclosed | $50 money order |
| Filing method | Mailed, then files 07B .0405 provider notice |
Scenario 3: Aisha, a licensed NC State Bar attorney
| Form Section | What Aisha Enters |
|---|---|
| Name on commission (Item 1) | Aisha N. Bell |
| Commission number (Item 2) | 20209998887 |
| Commission expiration | 11/30/2026 |
| Changes to report (Item 3) | Reports active bar license status |
| Technology provider (Item 4) | Continues prior provider (reapplication) |
| Signature (Item 5) | Aisha N. Bell, notarized |
| Date signed (Item 6) | 03/14/2026 |
| Fee enclosed | $50 check |
| Filing method | Mailed to Raleigh PO Box |
As a licensed member of the North Carolina State Bar, Aisha follows the special path in 18 NCAC 07B, which lets a qualifying attorney register or reregister as an electronic notary under tailored steps. She still files the same core form and pays the same fee.
How to File the Completed Form
North Carolina uses a hybrid filing path: you prepare the form online, then mail the printed, signed, and notarized original with your fee. The state’s instructions confirm you “send the notarized registration form to the Department of Secretary of State along with a $50 registration fee,” as listed in the Secretary of State FAQ.
- By mail. Send the notarized form and a $50 check or money order to NC Secretary of State, PO Box 29626, Raleigh, NC 27626-0626. Mailed notary filings are processed within about 72 hours of receipt per the Register of Deeds, and you should keep a copy of the form and proof of mailing, such as a tracking receipt.
- Online preparation. You build the form in the notary portal, but the signed original still travels by mail because it must be notarized in ink. Keep your online confirmation as proof you completed the digital step.
- In person. If you visit the Raleigh office, bring the notarized original and the fee; ask for a date-stamped copy as your proof of filing.
Accepted payment is a check or money order payable to the NC Secretary of State; do not mail cash. The Oath Notification Letter is your signal that the state approved the registration, so watch your mailbox after filing.
What Happens After You File
After the state reviews and approves your form, it mails you an Electronic Notary Oath Notification Letter. You then take that letter to your county Register of Deeds and take your oath of office, the same way you did for your traditional commission. You must take this oath within 45 days of the electronic notary commission issue date, as the Secretary of State FAQ makes clear.
At the Register of Deeds, you receive the Electronic Notary Certificate to Perform Electronic Notarizations. This certificate is your proof of authority. You cannot buy an electronic seal or start working until you hold it.
The final step is choosing an approved electronic notary solution provider. You present your certificate to a provider listed on the state’s site to purchase your electronic signature and seal. For example, James then files a separate technology-provider notice under 18 NCAC 07B .0405 naming his platform, journal, and custodian before he performs remote acts.
Mistakes to Avoid When Filling Out the Form
Each error below has stopped real filings. Avoid all of them.
- Signing the form without a notary. Your signature must be notarized, and an unnotarized form is rejected outright.
- Notarizing your own form. You cannot notarize your own signature, so a self-notarized form is void.
- Using a name that differs from your commission. A name mismatch breaks the state’s record match and returns the form.
- Transposing your commission number. A wrong digit means the state cannot find your record.
- Leaving the changes box blank. An omission of fact can disqualify the whole filing.
- Naming an unapproved technology provider. You will be unable to buy a valid seal.
- Forgetting the $50 fee. A missing fee halts processing until you resend.
- Mailing cash. Cash is not accepted and may be lost.
- Using an expired Electronic Notarization Manual. The state requires the current edition.
- Filing with a score below 80%. A failing exam score makes you ineligible.
- Missing the 45-day oath deadline. You lose the commission if you do not take the oath in time.
- Mailing a copy instead of the signed original. The state needs the original notarized document, not a photocopy.
Do’s and Don’ts
These quick rules keep your filing clean.
- Do confirm your commission is active and in good standing first, because the electronic registration rides on it.
- Do use your exact commission name, so the state can match your record.
- Do bring a second notary to witness your signature, since self-notarization is barred.
- Do keep a copy and proof of mailing, so you can prove you filed on time.
- Do calendar the 45-day oath deadline, because missing it voids the commission.
- Do pick a state-approved provider, so your seal is valid.
- Don’t send cash, because it is not accepted and can be lost.
- Don’t backdate or postdate your signature, since the date must match the notarization.
- Don’t skip the changes box, because an omission can sink the form.
- Don’t use an old manual or old form version, as outdated materials can void your work.
- Don’t assume online prep replaces mailing, since the signed original must be mailed.
- Don’t guess your commission number, because the public search will not show it to you.
Pros and Cons of Filing on Your Own vs. With Help
Most notaries file this form themselves, but some use their employer or a training provider. Here is how the two paths compare.
| Filing on Your Own | Filing With Help |
|---|---|
| Costs only the $50 fee, so it is cheapest. | Adds service fees, but saves you research time. |
| You control timing, so you file the moment you pass. | A provider may batch filings, which can slow you down. |
| You learn the rules deeply, which helps you stay compliant. | The helper knows the rules, which lowers your error risk. |
| Mistakes fall on you, so a slip means a mailed-back form. | Mistakes are caught early, which protects your timeline. |
| You must find your own witness notary, which takes effort. | An employer often has a notary on staff, which is easy. |
| No one double-checks your boxes, raising rejection odds. | A second set of eyes lowers rejection odds. |
For a self-filer like Maria, the savings and control usually win. For a busy closer like James, paying for help can be worth it to avoid a costly delay before a closing season.
Comparison: eNotary Registration vs. Technology Provider Notice
These two filings confuse many notaries, so here is the difference.
| Electronic Notary Registration (07B .0404) | Technology Provider Notice (07B .0405) |
|---|---|
| Grants you authority to be an electronic notary, which comes first. | Tells the state which tools you will use, which comes after. |
| Requires a $50 fee, so there is a cost. | Is a notice of providers, journal, and custodian. |
| Must be signed and notarized, so a witness is needed. | Names platform providers for remote acts where applicable. |
| Triggers the Oath Notification Letter, so it starts your timeline. | Lets you begin using your chosen approved tools. |
FAQs
Do I write my legal name or my commission name in Item 1?
No, do not use a different legal name. Use the name exactly as it appears on your current notary commission, because the state matches your electronic file to your commission by that name.
Does the registration form have to be notarized?
Yes, it must be signed and notarized by another valid notary public, since you cannot notarize your own signature on your own application.
Can I notarize my own electronic registration form?
No, a notary may never notarize their own signature, so you must have a different notary complete the certificate on your form.
Do I need a technology provider before I register?
No, first-time applicants may select that they have no provider yet and choose an approved one after receiving their certificate.
Is the $50 fee refundable if my form is rejected?
No, treat the fee as non-refundable; resubmitting a corrected form generally requires sending the fee again, so file it right the first time.
Do I put dashes or spaces in my commission number in Item 2?
No, enter the commission number digit for digit exactly as printed, with no added spaces or dashes, so the state can match it.
Must I take an oath after the form is approved?
Yes, you take the oath at your county Register of Deeds within 45 days of the electronic commission issue date, or the commission is voided.
Can I take the full electronic notary course online in NC?
No, North Carolina does not allow the complete electronic course to be taken entirely online; a proctored or in-person component applies.
Do I check “yes” in Item 3 if only my address changed?
Yes, an address change is a reportable change under the listed statutes, so you must disclose it rather than leave the box blank.
Is being a current notary required to file this form?
Yes, you must hold a valid, active North Carolina notary commission in good standing before you can register as an electronic notary.
Can I mail a photocopy of the signed form?
No, the state needs the original notarized form, so a photocopy will be rejected and your filing delayed.
Does this registration also let me do remote video notarizations?
Yes, electronic registration is the gateway, but remote acts also require following the July 1, 2025 remote rules and naming platform providers under 07B .0405.
Do attorneys file a different form?
No, licensed NC State Bar members file the same core registration form but follow tailored steps in Subchapter 07B for attorney applicants.
Will the public notary search show my commission number?
No, commission numbers are not shown to the public on the state’s notary search, so read yours from your own commission paperwork.
Related reading
- How to Fill Out North Carolina Form AOC-E-201 (w/Examples) + FAQs
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