Somebody has just been elected to a borough council, appointed to an authority, or elected an officer of a volunteer fire company. Before they can act, they have to be sworn in — and in Pennsylvania that is a notarial act taking about a minute.
It is one of the recognised acts
Administering an oath or affirmation is among the notarial acts a Pennsylvania notary is authorised to perform, alongside acknowledgments, verifications and copy certifications.
That authority is what makes a local notary the practical answer for most swearing-in. There is no need for a judge or a courthouse for ordinary local office, and no need to schedule around anyone’s court calendar.
| Act | What it establishes |
|---|---|
| Acknowledgment | That you signed a document willingly |
| Verification on oath or affirmation | That the contents of a document are true |
| Oath or affirmation | That you swear or affirm to something — including a duty of office |
| Signature witnessing | That the notary watched you sign |
| Certified copy | That a copy matches the original |
Who gets sworn in
More people than most realise, and the Lehigh Valley has a great deal of exactly the kind of local structure that generates them.
- Borough and township officials newly elected or appointed
- School board directors
- Municipal authority and commission members — water, sewer, planning, zoning
- Volunteer fire company officers, sworn in as officers change each year
- Appointed positions across boards and committees
- Certain professional and organisational roles where an oath is required by the body’s own rules
In almost every case the organisation supplies the wording. The notary administers what is in front of them rather than composing it, for the same reason a notary does not draft any other document.
Oath or affirmation
You may be offered a choice, and it is a genuine one rather than a formality.
An oath invokes a religious appeal. An affirmation is a plain secular promise. They carry identical legal weight, identical obligations, and identical consequences for a false statement.
Nobody has to explain their choice. Saying “I would prefer to affirm” is complete in itself, and a notary should offer the alternative rather than assuming. The option exists so that people of any belief or none can take office without compromise.
What actually happens
- The notary identifies you from current government photo identification.
- The notary reads the oath or affirmation aloud.
- You respond — typically “I do” or “I so affirm”.
- You sign the oath document, where one exists.
- The notary completes the certificate and applies the official stamp.
Step two is the one most often skipped, and skipping it means the oath has not been administered. An oath is spoken and answered. A form pushed across a desk and signed in silence is paperwork, not a swearing-in — the same principle that applies to affidavits and sworn statements.
Ceremony and substance
Many organisations want a public swearing-in — at a reorganisation meeting, in front of a council, with family present. That is entirely compatible with the notarial act.
What matters is that the notary is present, identifies the person, administers the words, and completes the certificate. Whether that happens across a counter or in front of fifty people in a fire hall changes nothing about its validity — and a notary can generally attend where the ceremony is, subject to the arrangements in mobile, online and in-office notarization.
Oath of office, or sworn statement?
Two things get called “being sworn” and they are not the same act, which occasionally causes confusion when an organisation asks for one and expects the other.
| Oath of office | Verification on oath | |
|---|---|---|
| What you swear to | To faithfully discharge a duty | That the contents of a document are true |
| Looks forward or back | Forward — a promise about conduct | Back — a statement about facts |
| Typical document | An oath or affirmation of office | An affidavit or sworn statement |
| Signature required | Usually, where a form exists | Always, in the notary’s presence |
| Maximum fee | $5.00 | $5.00 |
An oath of office is a promise about how you will behave in a role. An affidavit is a statement about something that already happened. Both are administered by a notary, both cost the same, and each has its own certificate wording.
What it costs
Administering an oath or affirmation is capped at $5.00 per act under Pennsylvania’s schedule, the same as most other notarial acts. Where a notary travels to a ceremony, reasonable travel may be charged separately provided it is disclosed beforehand — the full position is in what a Pennsylvania notary is allowed to charge.
Why the wording is not the notary’s to change
Oaths of office are usually prescribed — by statute, by a municipal charter, or by an organisation’s own bylaws. The words matter because they define the duty being accepted.
A notary administers what is put in front of them. They do not compose the oath, shorten it, modernise the language, or advise whether a particular form is the right one. Drafting or advising on the content would be practising law, which is outside a notary’s authority for the same reasons set out elsewhere.
So if nobody in the organisation is sure what the wording should be, that question goes to the solicitor or to whoever maintains the bylaws — before the meeting, not during it.
What to bring
- The oath wording, supplied by the organisation
- Current government photo identification for each person being sworn
- Everyone being sworn in — each is a separate act
- Any certificate or register the organisation wants completed
Where several officers are sworn at once, each is a distinct notarial act and each is charged separately. It is worth telling the notary how many people to expect, since a fire company reorganisation can involve a dozen.
We administer oaths and affirmations, including oaths of office for local officials and organisations, at our Bethlehem notary office. The rules governing the act sit in 4 Pa. Code § 167.62, Oaths and affirmations.
Frequently asked questions
Can a Pennsylvania notary administer an oath of office?
Yes. Administering an oath or affirmation is one of the notarial acts a Pennsylvania notary is authorised to perform, and swearing in a newly elected or appointed official is a routine example.
What is the difference between an oath and an affirmation?
An oath invokes a religious appeal; an affirmation is a secular promise to tell the truth or to faithfully discharge a duty. They carry identical legal weight and identical consequences for a false statement.
How much does it cost?
Administering an oath or affirmation is capped at $5.00 per act under Pennsylvania’s schedule of notary fees, which applies to an oath of office just as it does to any other.
Does the person being sworn in need identification?
Yes. The notary must identify the individual as they would for any notarial act, from current government-issued photo identification bearing their signature, or through a credible witness.
Does the oath have to be spoken aloud?
Yes, and this is the part most often skipped. An oath or affirmation is administered — the notary speaks it and the person responds. A form signed with no words exchanged has not been sworn.
Who typically needs to be sworn in?
Newly elected borough and township officials, school board members, authority and commission members, volunteer fire company officers, and various appointed positions. The organisation usually supplies the wording.
Reorganisation meeting coming up?
Call ahead with how many officers need swearing in and we will set aside the time. Bring the wording and photo ID. Hablamos Español.