Key Takeaways
- Must possess current NC Notary Public Guidebook
- Surety bond is NOT required in North Carolina
- E&O insurance is optional but recommended
- Records should be kept secure and accessible
- Old commission documents should be safely stored
Last updated: January 2026
Notary Supplies and Record Keeping
Beyond the seal, North Carolina notaries need certain supplies and must follow good record-keeping practices.
Required Supplies
| Item | Required? | Notes |
|---|---|---|
| NC Notary Public Guidebook | Yes | Current edition required |
| Official Seal/Stamp | Yes | Must meet all requirements |
| Black Ink Pen | Recommended | Permanent ink preferred |
| Journal | Recommended (Required for RON) | Strongly encouraged |
NC Notary Public Guidebook
| Requirement | Detail |
|---|---|
| Must Purchase | Required for all notaries |
| Current Edition | Most recent approved by Secretary of State |
| Publisher | UNC School of Government |
| Keep as Reference | Throughout commission term |
| Availability | Through Secretary of State or UNC |
Bond and Insurance
| Item | NC Requirement |
|---|---|
| Surety Bond | NOT required |
| E&O Insurance | Optional but recommended |
Why E&O Insurance is Recommended
Even though not required, Errors and Omissions (E&O) insurance:
- Protects against claims of negligence
- Covers legal defense costs
- Provides peace of mind
- Notaries are personally liable without it
Commission Documents to Retain
| Document | Purpose | Retention |
|---|---|---|
| Commission Certificate | Proof of authority | During commission term |
| Oath of Office | Filed with Register of Deeds | Copy for records |
| Application (Copy) | Reference | Personal records |
| Journal | Evidence and protection | 10+ years recommended |
Record Keeping Best Practices
| Practice | Benefit |
|---|---|
| Secure Storage | Protect sensitive information |
| Organized System | Easy retrieval when needed |
| Backup Important Documents | Protection against loss |
| Proper Disposal | Shred old documents securely |
Commission Changes
When your commission information changes:
| Change | Action Required |
|---|---|
| Name Change | Notify Secretary of State; may need new commission |
| Address Change | Update with Secretary of State |
| Employer Change | Update if relevant to non-resident status |
End of Commission
When your commission ends or is not renewed:
| Action | Required |
|---|---|
| Destroy Seal | Deface or physically destroy |
| Retain Records | Keep journal and records for 10+ years |
| Do Not Notarize | Cannot perform acts after expiration |
| Obtain New Supplies | If renewing, get new seal with new expiration |
Key Points for the Exam
- Guidebook required: Must purchase and keep current edition
- No bond required: NC does not require surety bond
- E&O insurance: Optional but strongly recommended
- Record retention: Keep records 10+ years
- When commission ends: Destroy seal, keep records
Test Your Knowledge
Is a surety bond required for North Carolina notaries?
A
B
C
D
Test Your Knowledge
What publication must all NC notaries purchase and keep as a reference?
A
B
C
D