Notary Commission Management Scenarios

• These notes cover various scenarios related to managing a notary public commission, based on questions and answers from the Notary Handbook.

Failure to File Oath and Bond on Time

• New applicants who have completed the six-hour notary public education course must submit a new application if the oath and bond weren't filed on time.
• Required with the new application: a current proof of completion certificate, a 2” x 2” color passport photo, a $20 check, and retaken fingerprints at a Live Scan site.
• Notaries seeking reappointment whose commission expired must take a new six-hour education course, even if they have a three-hour refresher course.
• They also need to attach the proof of completion certificate for the six-hour course, a 2” x 2” color passport photo, a $20 check, and retake fingerprints at a Live Scan site.
• Notaries seeking reappointment who have completed a six-hour education course need to attach a current proof of completion certificate, a 2” x 2” color passport photo, a $20 check, and retake fingerprints at a Live Scan site.

Change of Address

• A letter or change of address form must be sent to the Secretary of State by certified mail or a physical delivery method that provides a receipt within 30 days of the address change.

Change of Business County

• Notaries can notarize throughout California regardless of where their oath and bond are filed.
• If a business changes location, notification including the business name if applicable must be sent to the Secretary of State via certified mail or a delivery method providing a receipt within 30 days.
• A notary may choose to file a new oath of office and bond in the new county, but it is not required.
• To file a county change, request an oath of office form from the Secretary of State
• The oath will have the name of your original county, take and file your oath of office in the new county and check the county transfer box at the bottom of the oath form
• A new or duplicate bond must be filed with the new oath of office in the new county.
• A certificate of authorization to manufacture a notary public seal will be sent after the Secretary of State processes the oath of office filed in the new county.
• A notary's stamp must reflect the county where their most recent oath and bond are filed.

Lost Stamp or Journal

• Immediately send a letter via certified mail or a delivery method providing a receipt to the Secretary of State explaining the loss and include a copy of the police report, if applicable.
• The Secretary of State will send an authorization for a new stamp upon written request.

Change of Name

• A completed name change form must be sent to the Secretary of State.
• Once the name change is approved, you will be issued an amended commission reflecting the new name.
• Within 30 days of the amended commission's issuance, file a new oath of office and an amendment to the bond with the county clerk.
• Obtain a new seal reflecting the new name within 30 days of filing the amended oath and bond.
• The commission and stamp issued under the previous name cannot be used once the amended oath and bond are filed.
• Failure to file the amended oath and bond within 30 days voids the name change, reverting the commission to the previous name, and requiring a new name change application.

Requesting a New Certificate of Authorization for a Stamp

• There is no fee for a new certificate of authorization.
• A written request must be sent to the Secretary of State.

Resigning a Commission

• Send a letter of resignation to the Secretary of State.
• Within 30 days, deliver all notarial journals, records, and papers to the county clerk where the current oath of office is on file.
• Destroy the notary seal.

Public Information on Notary Application

• Under Government Code section 8201.5, only a notary's name and address are public information.
• All other information on the notary public application is confidential.