How to Fill Out the Virginia DPOR Notary Public Application (w/Examples) + FAQs

The Virginia Notary Public application is the form you submit to get the legal power to witness signatures, administer oaths, and certify documents across the Commonwealth. Many people search for this form under “DPOR” because Virginia’s Department of Professional and Occupational Regulation licenses so many other careers, but notaries are different. Your notary application goes to the Secretary of the Commonwealth, not DPOR, and that one fact saves you from mailing your paperwork to the wrong office.

This guide treats the form the way a 30-year filing veteran would. Virginia has more than 100,000 active notaries, and the most common reason an application gets delayed is a missing or incorrect notarization on Part 3. Get that one section right, and your three-week turnaround stays on track. Here is what you will learn:

• 📝 How to fill out every part of the Virginia notary application, line by line.
• 💵 Exactly what the $45 fee covers and how to pay it without a payment-matching error.
• ✍️ How to get Part 3 notarized correctly so your application is not rejected.
• ⚖️ Which circuit court to pick and why the 60-day oath deadline matters.
• 🖥️ How to upgrade later to an electronic or remote notary commission.

What the Virginia Notary Application Is and Who Must File It

The Virginia Notary Public application is the official request for a notary commission, a four-year appointment granted by the Governor through the Secretary of the Commonwealth. The commission gives you authority under Title 47.1 of the Code of Virginia, the Virginia Notary Act, which sets every rule a notary must follow. The Secretary’s Notary Office receives the form, reviews it, and issues the commission. The court you name then swears you in.

You must file this form if you want to perform notarial acts in Virginia and you do not yet hold a current commission. You also file it if your name has changed or your commission expired more than 30 days ago. The plain-English reason the form exists is simple: the state needs to confirm you are eligible, identify you, and place your oath on record before trusting you with a public office.

To qualify, you must be at least 18 years old, a legal resident of the United States, able to read and write English, and either a Virginia resident or regularly employed in Virginia performing notary work tied to that job. A felony conviction disqualifies you unless your civil rights have been restored. The consequence of filing while ineligible is denial of the commission and loss of the non-refundable fee, so confirm each point before you start.

A common misconception is that “DPOR” issues notary commissions. It does not. DPOR handles trades like contracting, real estate, and cosmetology, while notaries fall under the Secretary of the Commonwealth, and sending your form to DPOR means it never reaches the right desk.

Before You Start: Documents and Information You Need

Gathering everything first keeps you from abandoning the online wizard halfway through and losing your entries. The application runs as an interview, so each answer must be ready before you log in. Below is your pre-filing checklist.

• Your full legal name. This becomes the exact name printed on your commission and your seal, so a typo here follows you for four years.
• Your residential address. The state uses this to confirm Virginia residency; a mismatch can trigger an eligibility hold.
• Your mailing address. Approval notices go here, and a wrong address can cost you the 60-day oath window.
• Your employer information (non-residents). Out-of-state filers must prove Virginia employment, or the application is denied.
• Your email address. Receipts and the seven-digit invoice number arrive here, and you need that number to reprint a lost form.
• The circuit court you will use. You pick one court for your oath, and choosing the wrong one means a trip to a court that has no record of you.
• A felony-history answer. You must disclose honestly; a false answer is grounds for revocation later.
• Your $45 payment method. A credit card, check, or money order; without payment the form sits unprocessed.
• Access to a Virginia notary. Part 3 must be notarized before mailing, and no notary means no valid application.
• A working printer. You must print the generated PDF before paying online, or you may be locked out of your own form.

Set aside about 20 minutes. Having these items in hand turns a stop-and-start chore into one clean sitting.

Where to Get the Form and How to Access It

You do not download a blank PDF and fill it by hand. Instead, you generate a personalized application through the Notary Management Account system on the Secretary of the Commonwealth’s website. Creating an account is the recommended route because it lets you manage your commission, check status, and renew later from one place.

The system works as an interview. You answer questions on screen, and the platform builds your application into a finished PDF with a barcode. This barcode is the heart of the payment-matching step, so the document the wizard creates is the only version you should file. A blank form copied from a third-party site will not carry your barcode and cannot be processed.

After you answer every question, you print the PDF before paying. Printing first matters because some filers pay, close the window, and discover they never saved the document. If that happens, you email notary@governor.virginia.gov with your seven-digit invoice number in the subject line, and the office sends the PDF back within one to two business days.

The same account also serves renewals. If your name has not changed and your commission has not lapsed beyond 30 days, you can renew fully online without a new notarized paper form, a shortcut explained on the Renew Your Commission page.

Step-by-Step: How to Fill Out the Virginia Notary Application Line by Line

The application is organized into three parts: Part 1 for your personal and eligibility information, Part 2 for your court and contact choices, and Part 3 for the notarization of your signature. Work through them in order, because the wizard locks later answers to earlier ones. Below, each field gets its own walkthrough.

Part 1, Field 1: Full Legal Name

This field asks for your complete legal name, the name you want printed on your commission and notary seal. Type it exactly as it appears on your government ID, using your first, middle, and last name with correct spelling and capitalization. For example, Maria Elena Lopez enters her name as it reads on her driver’s license, not a nickname or initials.

A nuance arises with suffixes and maiden names. If you go by Maria Elena Garcia-Lopez, include the full hyphenated surname so your seal matches your signature on notarized documents. The common mistake here is abbreviating to M. E. Lopez, which creates a seal that does not match the way you actually sign, and that mismatch can cause documents you notarize to be questioned or rejected. A frequent misconception is that you can fix the name later for free; in truth, a name change requires a brand-new notarized application and another $45 fee.

Part 1, Field 2: Date of Birth

This field asks for your birth date to confirm you meet the minimum age of 18. Enter it in the format the wizard shows, normally MM/DD/YYYY, so 03/14/1985 for a March 14, 1985 birthday. Double-check the year, since a single wrong digit can read as underage.

The edge case involves applicants who just turned 18. If your birthday was last week, you still qualify, but the system checks the date against the current calendar, so the entry must be exact. The common mistake is transposing the month and day, such as writing 14/03/1985, which the form may reject as an invalid date. People often wrongly believe there is an upper age limit; there is none, and notaries serve well into their later years.

Part 1, Field 3: Residential Address

This field asks where you physically live, which the state uses to confirm Virginia residency. Enter your full street address, city, state, and ZIP code, such as 512 Monument Avenue, Richmond, VA 23220. Use your true home address, not a workplace.

If you are a non-resident, this is where the rules shift. A non-resident may still qualify if regularly employed in Virginia and performing notary work for that job, so you would enter your out-of-state home here and supply employer details elsewhere. The common mistake is using a P.O. Box as your residential address, which the system treats as a non-residence and can stall your eligibility review. Many filers wrongly think any Virginia mailing address proves residency; the state looks for an actual dwelling, not a box.

Part 1, Field 4: Eligibility and Felony Disclosure

This field asks you to confirm you meet every eligibility rule and to disclose any felony conviction. Answer each prompt truthfully, checking that you are 18 or older, a U.S. legal resident, able to read and write English, and a Virginia resident or qualifying employee. For example, James Carter answers “no” to a felony history because he has none.

The nuance covers restored rights. If you were convicted of a felony but had your civil rights restored, you may still qualify, and you disclose the conviction along with the restoration. The common mistake is hiding a conviction, which is grounds for denial or later revocation under the Virginia Notary Act, with possible criminal exposure for a false statement. A widespread misconception is that any criminal record bars you forever; only an unrestored felony actually disqualifies you.

Part 2, Field 5: Circuit Court Selection

This field asks which Virginia Circuit Court will administer your oath of office. Choose the circuit court most convenient to you, usually the one in your home city or county, because you must appear there in person to be sworn in. For example, Aisha Bell of Henrico County selects the Henrico County Circuit Court.

The edge case is for non-residents, who typically pick the court nearest their Virginia workplace. The common mistake is selecting a court far from where you live or work, which forces an inconvenient trip and can risk the 60-day oath deadline if travel is hard to arrange. Filers often wrongly assume they can be sworn in at any court statewide; you must use the specific court named on your application.

Part 2, Field 6: Preferred Notice Address

This field asks where the Secretary’s office should send your approval notice, with options for home, business, or email. Pick the address you check most often, since this is how you learn your commission is ready. For example, Marcus Reed selects his email so he gets the notice the day it is sent.

The nuance is that email is fastest but easy to miss in a spam folder. The common mistake is choosing an address you rarely monitor, because a missed notice does not extend your deadline, and the 60-day clock runs whether or not you saw the message. Many filers wrongly believe the office will call or follow up; it will not, so the address you pick is your only lifeline to the approval news.

Part 2, Field 7: Application Fee and Payment Matching

This field is where you handle the $45 non-refundable application fee. Pay by credit card at the end of the online application, or choose to mail a check or money order payable to the Treasurer of Virginia. For example, Maria Lopez pays by card and prints both her application and her receipt.

The critical nuance is payment matching: the barcode number on your printed application must match the invoice number on your receipt so the office can post your payment to the right file. The common mistake is paying before printing the PDF, which can leave you with a receipt but no document, forcing an email request to recover it. People often think the fee is refundable if denied; it is not, so confirm eligibility before paying.

Part 3, Field 8: Notarization of Your Signature

This field is the notarization block, where a current Virginia notary witnesses and certifies your signature. Do not sign Part 3 in advance; sign it in front of the notary, who then completes the notarial certificate, seal, and date. For example, James Carter visits his bank, where a staff notary watches him sign and stamps Part 3.

The edge case is finding a notary, available at most banks, shipping stores, and law offices, often for a small fee. The common mistake is signing Part 3 at home before you reach the notary, which makes the notarization invalid because the notary must witness the actual signing, and an invalid Part 3 gets the whole application rejected. A frequent misconception is that you can notarize your own application; you cannot, and self-notarization voids the form.

Three Filled-Out Examples Using Real Scenarios

Seeing the form completed end to end makes the parts click. Below are three common filer types, each walked through the application from start to finish.

Scenario 1: Maria Lopez, First-Time Notary and Bank Teller

Form Section	What Maria Enters
Part 1 – Full Legal Name	Maria Elena Lopez
Part 1 – Date of Birth	03/14/1985
Part 1 – Residential Address	512 Monument Avenue, Richmond, VA 23220
Part 1 – Felony Disclosure	No
Part 2 – Circuit Court	Richmond City Circuit Court
Part 2 – Notice Address	Email
Part 2 – Payment	$45 by credit card
Part 3 – Notarization	Signed before a coworker notary, stamped and dated

Maria prints her PDF, confirms her barcode matches her receipt invoice number, and mails the notarized form to P.O. Box 1795, Richmond, VA 23218.

Scenario 2: James Carter, Renewing Notary With No Name Change

Form Section	What James Enters
Account Login	Existing Notary Management Account
Renewal Type	Online renewal, no notarized paper form
Part 1 – Full Legal Name	James Robert Carter (unchanged)
Part 1 – Felony Disclosure	No
Part 2 – Circuit Court	Fairfax County Circuit Court
Part 2 – Notice Address	Home mailing address
Part 2 – Payment	$45 by credit card
Oath Step	Reports to court within 60 days

Because James kept the same name and his commission had not lapsed, he skips Part 3 notarization and renews fully online.

Scenario 3: Aisha Bell, New Notary Planning to Add eNotary

Form Section	What Aisha Enters
Part 1 – Full Legal Name	Aisha Nicole Bell
Part 1 – Date of Birth	09/02/1992
Part 1 – Residential Address	4400 Nine Mile Road, Henrico, VA 23223
Part 1 – Felony Disclosure	No
Part 2 – Circuit Court	Henrico County Circuit Court
Part 2 – Notice Address	Email
Part 2 – Payment	$45 by credit card
Part 3 – Notarization	Signed before a UPS Store notary

Aisha completes the traditional commission first, takes her oath, then files a separate electronic notary registration once her standard commission is active.

How to File the Completed Form

Virginia uses a hybrid file-and-mail process, so you complete the form online but submit a signed paper version. Each channel has its own details, and knowing them avoids a returned envelope.

Online application (required first step). You complete the interview and pay at the Notary Application Process page. The fee is $45, payable by credit card, and you should print both the application and the receipt before closing the window. Keep the receipt as your proof of payment.

Mail (required submission step). After Part 3 is notarized, mail the printed application with your payment receipt, or a $45 check or money order payable to the Treasurer of Virginia, to the Notary Office at P.O. Box 1795, Richmond, Virginia 23218. Use a trackable mailing method and keep the tracking number as your proof of filing. Processing takes about three weeks.

Circuit court oath (final step). Once approved, you contact the circuit court you selected, confirm it received your commission, and schedule your oath. The court charges a $10 fee paid in person at that time, and the stamped oath record is your proof that the commission is active.

There is no fax or walk-in counter filing for the application itself, so the online-then-mail path is the standard route for first-time filers.

What Happens After You File

After your form reaches the Notary Office, staff review it for eligibility, a correct Part 3, and matching payment. The general turnaround is about three weeks, though peak periods can run longer. If anything is missing, the office may return the application, restarting your timeline.

Once approved, the office sends a notice to the address you chose, telling you the commission is issued. By law, you must claim it from the court within 60 days, a deadline set under the Virginia Notary Act. Miss it, and you must file a brand-new application and pay the $45 fee again.

You then visit your selected circuit court, take your oath, pay the $10 court fee, and receive your commission paperwork. Only after the oath are you a working notary, free to buy your seal and start notarizing. A lost mail or email notice does not pause the 60-day clock, so track your status through your Notary Management Account if the notice is slow to arrive.

Mistakes to Avoid When Filling Out the Form

• Mailing to DPOR. Sending the form to the wrong agency means it never reaches the Notary Office and is never processed.
• Signing Part 3 early. Signing before you reach the notary voids the notarization and gets the application rejected.
• Paying before printing. Paying first can leave you without the PDF, forcing an email recovery request and a delay.
• Barcode and invoice mismatch. A receipt number that does not match the barcode can leave your payment unposted.
• Using a P.O. Box as your home address. This reads as a non-residence and can stall your eligibility review.
• Abbreviating your name. A shortened legal name creates a seal that will not match your signature on documents.
• Picking a distant court. A far court risks missing the in-person oath inside the 60-day window.
• Choosing a notice address you ignore. A missed approval notice can waste the entire 60-day deadline.
• Hiding a felony. A false disclosure is grounds for denial or revocation and possible criminal charges.
• Forgetting the $10 court fee. Arriving at the oath without it can send you home and delay your activation.
• Assuming the fee is refundable. The $45 is non-refundable even if you are denied or change your mind.
• Letting the commission expire past 30 days. A lapse over 30 days forces a full new notarized application instead of an online renewal.

Do’s and Don’ts

Do:

• Do print your application and receipt before you pay, so you never lose the barcode-stamped PDF.
• Do confirm your barcode matches your invoice number, because that match posts your payment correctly.
• Do sign Part 3 only in front of a notary, since the notary must witness the signing to make it valid.
• Do pick a court near your home or work, because you must appear there in person within 60 days.
• Do use a trackable mailing method, so you hold proof your application reached the Notary Office.
• Do create a Notary Management Account, since it lets you check status and renew without starting over.

Don’t:

• Don’t mail your form to DPOR, because notaries are handled by the Secretary of the Commonwealth.
• Don’t sign Part 3 at home, since an unwitnessed signature voids the notarization.
• Don’t use a P.O. Box for your residential address, because it reads as a non-residence.
• Don’t ignore the 60-day oath deadline, since missing it forces a brand-new application and fee.
• Don’t abbreviate your legal name, because your seal must match how you actually sign.
• Don’t assume the $45 fee comes back, since it is non-refundable in every case.

Pros and Cons of Filing on Your Own vs. With Help

Most applicants file on their own because the wizard is straightforward, but some use a notary service or employer program. Below is how the two paths compare.

Pros of filing on your own:

• You save money, since you avoid any service or processing markup on the $45 state fee.
• You control accuracy, because you enter your own name and details directly.
• You learn the system, which helps when you renew in four years.
• You move at your own pace, completing the interview whenever it suits you.
• You keep your data private, sharing it only with the state.

Cons of filing on your own:

• You handle the Part 3 notary search yourself, which takes time and a small fee.
• You bear the risk of a barcode or payment-matching error that delays processing.
• You must track the 60-day deadline without reminders.
• You troubleshoot any printing or PDF problems alone.
• You research the rules in Title 47.1 yourself rather than leaning on a guide.

FAQs

Is the Virginia notary application handled by DPOR?

No. Virginia notary commissions are handled by the Secretary of the Commonwealth, not DPOR, which oversees other licensed professions. Mail your form to the Notary Office in Richmond.

Do I write my full legal name or a nickname in Part 1?

No. Never use a nickname. Enter your full legal name exactly as it appears on your government ID, because that name is printed on your commission and seal.

Can I sign Part 3 myself before going to the notary?

No. You must sign Part 3 in front of a Virginia notary who witnesses the signing. Signing early voids the notarization and gets your application rejected.

Is the $45 application fee refundable if I am denied?

No. The $45 fee is non-refundable in all cases, including denial. Confirm you meet every eligibility rule before you pay.

Can I use a P.O. Box as my residential address?

No. Your residential address must be an actual dwelling. A P.O. Box reads as a non-residence and can stall your eligibility review.

Do I have to take an oath after approval?

Yes. You must appear at your selected circuit court within 60 days, take the oath, and pay a $10 fee before you can act as a notary.

Can I be sworn in at any Virginia court?

No. You take your oath only at the specific circuit court named on your application. Choose one near your home or workplace.

Does a felony conviction permanently disqualify me?

No. Only an unrestored felony disqualifies you. If your civil rights have been restored, you may still qualify, but you must disclose the conviction.

Can I renew my commission online without a new notarized form?

Yes. If your name has not changed and your commission has not lapsed more than 30 days, you can renew online through your Notary Management Account.

Will the state remind me before my 60-day deadline?

No. The office sends one approval notice to the address you chose. A missed or lost notice does not pause the 60-day clock.

Can I add electronic or remote notary powers on this same form?

No. You must first hold an active traditional commission, then file a separate electronic notary registration with the Secretary’s office.

Do I need to be a Virginia resident to apply?

No. Non-residents may apply if they are regularly employed in Virginia and perform notary work for that job, but they must surrender the commission if that employment ends.

How long does processing take after I mail the form?

Yes, there is a wait. The general turnaround is about three weeks for a complete application, though missing items or peak volume can extend it.

What if I paid online but could not print my application?

Yes, there is a fix. Email the Notary Office with your seven-digit invoice number in the subject line, and they send the PDF within one to two business days.