What Shows Up on a Notary Background Check

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Quick answer: A notary background check typically shows criminal history, including felony and misdemeanor convictions, at county, state and federal levels, plus sex-offender registry status and identity confirmation through an SSN trace. Requirements vary by state. Reveal Background runs these searches under the FCRA for employers that hire or contract notaries.

• Notary commissions are set by each state, so the state commissioning agency decides which convictions matter for the commission itself.
• Employers such as title companies, banks, signing services and staffing firms run their own screening, and that screening is governed by the Fair Credit Reporting Act (FCRA).
• A complete screen combines criminal searches, a sex-offender registry check, an SSN trace and, where relevant, a motor vehicle report (MVR) and employment verification.

What does a notary background check cover?

There are two separate checks. The first is the state's review of a commission application, usually handled by the Secretary of State or a similar office. The second is the employer's own background screening of the person who will notarize documents on its behalf.

This article focuses on the second one, because that is what hiring teams control. Check your state's notary handbook for the first, since rules differ by state and change over time.

What shows up in each search?

Each search looks at a different record source. No single database holds every record, so a layered screen gives the most complete picture.

Searches commonly used when screening a notary and what each one shows

Search	What it shows	Why it matters for a notary
County criminal	Felony and misdemeanor records from courts in counties where the person has lived or worked	Most convictions are recorded at the county court level
State criminal	Records from state repositories, where state law allows access	Widens coverage beyond known counties
Federal criminal	Federal court cases, such as fraud or financial crimes	Fraud-related offenses bear on a position of trust
National criminal database	Records aggregated from many jurisdictions	Helps find counties to search; it should be confirmed against court records
Sex-offender registry	Registry listings	Notaries often visit homes and meet vulnerable signers
SSN trace	Names and addresses associated with the Social Security number	Confirms identity and shows where to search
MVR	Driving record and license status	Relevant for mobile notaries who drive to signings
Employment and education verification	Prior employers, dates and credentials	Confirms the work history the candidate reported

Which convictions are most relevant to a notary?

A notary is a public official who verifies identity and witnesses signatures. Offenses involving fraud, forgery, identity theft, theft or dishonesty are therefore the most relevant to the role.

Relevance is a judgment you make and document. The EEOC advises employers to consider the nature of the offense, how much time has passed and how the offense relates to the job, rather than applying a blanket exclusion.

What does a notary background check not show?

It does not show sealed or expunged records where the law bars reporting. It does not prove a commission is valid, because that is confirmed with the state commissioning agency. It also cannot be called 100% complete, since record availability varies by jurisdiction.

What FCRA steps apply when you screen a notary?

When a third party prepares the report, the FCRA (15 U.S.C. 1681) applies to employment screening. Follow these steps in order.

1. Give the candidate a standalone written disclosure that a background report may be obtained.
2. Get the candidate's written authorization.
3. Run only the searches that relate to the role.
4. If the report may lead to an adverse decision, send a pre-adverse action notice with a copy of the report and the summary of rights.
5. Allow a reasonable time for the candidate to respond or dispute.
6. If you proceed, send the final adverse action notice.

What state limits should hiring teams watch?

Many states and cities have ban-the-box or fair-chance laws that limit when you may ask about or consider criminal history. Some states and the FCRA itself limit how far back certain records may be reported, and a common limit is seven years for some items. Convictions are treated differently from arrests in many places, and salary thresholds can change which rules apply. Confirm the rules for the state where the notary works.

Checklist for screening a notary hire

• Confirm the commission status and expiration date with the state agency.
• Collect the FCRA disclosure and written authorization before ordering.
• Order county criminal searches for every county of residence in the past seven years.
• Add federal criminal, sex-offender registry and SSN trace searches.
• Add an MVR if the notary drives for work.
• Verify prior employment for the roles the candidate listed.
• Document how you weighed any record against the job duties.
• Follow the pre-adverse and adverse action steps if a record affects your decision.

How fast can you get results?

Reveal Background returns same-day results on most searches. County court searches can take longer when a court requires manual retrieval. There is no setup fee and you pay per report, so you can screen one notary or a full signing team. You can create an account to order, or learn more about FCRA-compliant employment background screening from Reveal Background.

Frequently asked questions

Does a notary background check show misdemeanors?

Yes, county criminal searches typically show misdemeanor and felony records, subject to state reporting limits and any sealed or expunged records the law excludes.

Can a felony stop someone from becoming a notary?

It can in some states. Each state sets its own eligibility rules, so check the state commissioning agency's requirements before applying.

Do employers need permission to run a notary background check?

Yes. Under the FCRA, an employer must give a standalone disclosure and get written authorization before obtaining a report from a screening company.

How long does a notary background check take?

Many searches return the same day. County court searches may take longer when records must be retrieved manually.

Sources

• FTC: Fair Credit Reporting Act
• FTC: Background Checks: What Employers Need to Know
• EEOC: Enforcement Guidance on the Consideration of Arrest and Conviction Records in Employment Decisions

This is general information, not legal advice; consult counsel on adverse action and state-specific requirements.