Know your expiration date
Your commission has an end date printed on your certificate and, in many states, on your stamp. Put the date on a calendar with reminders several months ahead. Renewal paperwork can take time, and you cannot notarize after expiration.
If you let it lapse, you may have to apply as a new notary, depending on your state.
Do not wait for a reminder from the state. Some offices send notices, others do not, and mail can be late.
Renewal steps
Renewal often resembles a new application, with fresh background questions, fees and a new oath. Some states require continuing education or a refresher exam. Others do not. Check the commissioning office's current renewal page.
Order your new stamp only when the office tells you it is time. The new stamp usually shows a new expiration date.
If you also work as a loan signing agent or with a signing company, update your credentials with them after you renew.
Name and address changes
If you move, marry, divorce or otherwise change your name, you may have to notify the commissioning office within a certain period and replace your stamp. Do not keep using the old stamp. Use the exact name on file when you sign.
A business address change might matter if the state lists it publicly.
When your stamp changes, keep a sample impression with the date of the change in your files. It helps if a document stamped with an older version is later questioned.
Keep records and supplies in order
Your journal continues to matter as long as you hold the commission and for the required period afterward. Keep entries complete, and store old journals safely. Replace worn stamps. Update your bond or insurance if it lapses or the term changes.
If a surety bond is required, it often must be filed again at renewal.
Back up electronic records at least once a quarter, and test that you can open the files. A backup you cannot read is not a backup.
Stay current on law changes
Notary law changes. States have updated rules for remote notarization, certificates, fees and journals in recent years, including New Jersey's Revised Uniform Law on Notarial Acts, effective in 2021. Follow your state's notary newsletters or the commissioning office's announcements.
A short refresher each year helps you avoid outdated habits.
Online notary-law summaries from the National Notary Association and state offices can be useful. Treat them as a guide and rely on your state's official text.
If your state changes its fee limits or required wording, update your price sheet and certificate forms the same week.
Leaving the role
If you move out of state, resign or stop notarizing, ask the commissioning office what they require. You may need to return your stamp, file a notice or deliver your journal to a repository. Do not just throw things away.
Common questions
Can I notarize while my renewal is pending?
Not unless the office confirms your new commission is active. Using an expired commission is a serious problem.
Do I need to tell the state if I change employers?
Usually not, unless your address or name on file changes. Check your handbook.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.