Virginia released a comprehensive 2025 Virginia Notary Handbook (PDF) that reshapes how notaries track qualifications, continuing obligations, and remote online notarization requirements. Use this guide to digest the highlights, implement the action items that differ from 2024, and download a checklist you can use during renewals and audits.
Ready to stay compliant? Download the official 2025 handbook, enroll in NotaryCentral training, and start or continue your online application today.
2025 Virginia handbook at a glance
- Reorganized compliance roadmap. The 2025 edition groups commission requirements, prohibited acts, and recordkeeping rules into distinct checklists so you can audit your workflow line by line.
- Digital-first emphasis. Electronic seal usage, remote online notarization (RON) audit trails, and long-term journal retention now appear at the front of the book, reflecting Virginia’s leadership in remote notarization.
- Clearer disciplinary guidance. Expanded scenarios walk through what triggers administrative penalties, license suspension, or revocation and how to self-report incidents before they escalate.
- Updated statutory references. Every chapter links the procedural steps back to the controlling sections of the Code of Virginia, making it easier to cite authority when working with clients or employers.
CTA: Keep the 2025 Virginia Notary Handbook PDF handy on your tablet or in your NotaryCentral workspace for quick reference during signings.
What changed from the 2024 edition
Virginia’s 2025 handbook introduces several actionable updates compared with 2024:
- Commission timeline clarifications. The Secretary of the Commonwealth now spells out the 60-day oath window and suggests booking your circuit court appearance before the state emails your commission approval. Add those dates to your calendar when you submit the application.
- Enhanced remote notarization controls. The RON chapter now mandates documenting credential analysis providers and storing identity-proofing logs with the audio-video recording. Update your platform procedures and verify your vendor contracts to capture each data point.
- Electronic journal requirements. The handbook emphasizes redundant backups, detailed fee entries, and signer credential descriptions for every electronic or remote act. Review your electronic journal template to ensure each field is present.
- Fee disclosures. Virginia reaffirmed the $10 cap on traditional acts and the $25 cap on electronic acts, and it added language encouraging notaries to post fee schedules online and in-office. Publish your rates on your website and within client confirmation emails.
- Incident reporting workflow. An expanded appendix outlines how to report lost seals, compromised credentials, or journal theft. Prepare a written incident plan so you can notify the Secretary immediately if a security issue occurs.
Checklist: deadlines, fees, and tools
Download and customize this table to monitor every requirement while working through the 2025 handbook.
| Requirement | Deadline or cadence | Statutory fee | Action tools |
|---|---|---|---|
| Submit online application and pay commission fee | Before notarizing; renew at least 4 weeks before expiration | $45 application fee | Virginia Notary Application Portal |
| Complete oath of office at circuit court | Within 60 days of commission issuance | ~$10 circuit court fee (varies by county) | Schedule courthouse visit when application is submitted |
| Maintain traditional notary journal (recommended) | Ongoing; record every paper notarization | Included in commission | Use NotaryCentral eJournal or a bound paper journal |
| Maintain electronic journal & audio-video archive for RON | Ongoing for every electronic/remote act | Up to $25 per electronic act | Configure backups inside your RON platform |
| Update fee schedule posted for clients | Review quarterly or after fee changes | $10 cap (paper); $25 cap (electronic/RON) | Publish fees on your website, invoices, and confirmation emails |
| Renew commission | Every 4 years, aligned to birth month | $45 renewal fee | Review the 2025 handbook before filing |
Drop this checklist into your onboarding or compliance binder, and share the official handbook PDF with your team so everyone follows the same timelines.
Continue your Virginia compliance journey
- Follow the full application walkthrough. Visit the Virginia how-to-become guide for a step-by-step breakdown that complements the 2025 handbook, including document prep, mail-in tips, and commission renewal best practices.
- Master remote online notarization. Enroll in the Virginia RON training modules to see each credential analysis, recording, and journaling requirement in action.
- Accelerate your notary business. Join the NotaryCentral training cohort for business workflows, marketing templates, and compliance coaching tailored to Virginia’s 2025 standards.
Pair the Virginia Notary Handbook 2025 with NotaryCentral’s digital workspace so you can track deadlines, store journal entries, and prepare for audits without spreadsheets.