To renew your notary commission, file a renewal application with your state’s commissioning authority (usually the Secretary of State) during the window that opens 60 to 90 days before your current commission expires, along with a new surety bond, any required education certificate or background check, and the filing fee. After approval, most notaries also need to take a new oath of office, order a new seal reflecting the new commission number and expiration date, and in some states record the commission with the county clerk before performing any notarizations.
Commission terms run four to ten years depending on the state, so the renewal date sneaks up on people who aren’t tracking it. Start early. The steps below stack, and each one has its own lead time.
When to Start
Most states open the renewal window 60 to 90 days before your commission expires. A few are more generous, but processing on the back end eats into that cushion. Online submissions move faster than mail, though even electronic filings can take several weeks when a background check is involved.
Your commission certificate lists the expiration date. Some states send a reminder postcard; don’t rely on it. Work backward from your expiration, and if your state requires a bond, an education course, or fingerprinting, give each of those its own lead time rather than stacking them at the end.
Confirm You’re Still Eligible
Renewal eligibility generally mirrors initial appointment. You need to be at least 18, maintain legal residence or a place of business in the commissioning state, and have no disqualifying criminal history. Felonies and offenses involving dishonesty or fraud are the most common disqualifiers. Some states evaluate criminal history case by case rather than applying blanket bars.
If your record has changed since your last appointment, check your state’s standards before spending money on the rest of the process. States that discover new criminal history during renewal can deny the application, suspend an active commission, or impose civil penalties. Even offenses that look minor can trigger a review when they involve fraud, forgery, or dishonesty.
What You’ll Need to Gather
Requirements vary by state, but most renewals pull from the same short list. Having everything ready before you open the application prevents the back-and-forth that stalls processing.
Education Course
Not every state requires continuing education for renewal. Where it’s mandated, the course is typically three hours or less and covers updates to notarization law, electronic notarization procedures, and identity verification standards. You’ll need a certificate of completion from a state-approved provider, and it usually has to be finished before you submit the application.
New Surety Bond
Most states require a new surety bond at renewal. Bond amounts range from as low as $500 to as high as $25,000 depending on the state. You don’t pay the face amount; you pay a premium to a surety company, often well under $100 for bonds on the lower end. Your old bond expires with your old commission, so a new one is non-negotiable.
Background Check
Some states require a criminal background check at renewal, not just at initial appointment. This often means live scan fingerprinting, with results submitted electronically to state and federal databases. Results can take a few weeks, which is another reason to start early. States that don’t require a formal check typically still ask you to disclose any new criminal history on the application.
The Application
The form asks for your legal name, current address, and the commission number from your existing appointment. Every detail should match what’s on file. A name change since your last commission usually triggers additional documentation, such as a marriage certificate or court order. Most forms include a sworn statement about any convictions since your last appointment.
Filing the Application
Most states now accept renewal applications through an online portal run by the Secretary of State or an equivalent office. Online filing lets you upload the education certificate and bond documents and pay at the same time. If your state still requires paper, use a trackable mailing method so you have proof it arrived before expiration.
Filing fees generally run $20 to $60, though some jurisdictions charge more. The commissioning authority reviews the application, verifies your bond, and processes any background check results. Online applications are typically processed within a few weeks; paper takes longer. Once approved, you’ll receive a new commission certificate showing the new commission number and expiration date.
Steps After Approval
The new certificate isn’t the finish line. Several states require additional steps before you’re legally authorized to notarize again.
Take the Oath of Office
Many states require a new oath of office, typically administered by a county clerk or another commissioned notary. In states that require it, you cannot legally notarize until the oath is on file, even if your certificate is already in hand. Some states impose a deadline for completing the oath after the commission start date.
Order a New Seal
Your seal or stamp displays your commission number and expiration date, so it has to be replaced when those change. Using an old seal after your previous commission expires can invalidate documents you notarize and expose you to liability. Order the new seal as soon as the certificate arrives. Office supply stores and notary supply vendors can typically produce one within a few business days.
Record the Commission (If Required)
Some states require you to file the new commission and oath with the county clerk or recorder. Where required, this usually has to happen within 30 days of the commission start date. In those states, skipping the recording step can mean your notarizations aren’t legally valid.
Destroy the Old Seal
Once the new commission is active, the old seal becomes a fraud risk. Some states specifically require you to destroy expired stamps and seals. For a rubber stamp, remove the rubber from the base and cut it into pieces. For an embosser, remove the metal plate and strike it until the impression is unreadable. Check your state’s notary department for specific disposal requirements, since the process is regulated by law in some jurisdictions.
If Your Commission Lapses
If the commission expires before you renew, you lose all authority to perform notarial acts. Notarizing with an expired commission can invalidate the document and expose you to criminal charges for official misconduct in some states, civil liability to anyone harmed, and administrative penalties from the Secretary of State.
Some states offer a grace period, often 30 days to a year, during which you can still use the streamlined renewal process. After that window closes, you’ll typically have to apply as a brand-new notary, including any education requirements, exams, and waiting periods that renewal applicants skip. If you kept a notary journal, some states require you to surrender it to the county clerk once the commission lapses without renewal.
Remote Online Notarization Renews Separately
If you’re authorized to perform remote online notarizations, that authorization runs on the same clock as your traditional commission and expires on the same date. Renewing the standard commission does not automatically renew RON authorization. You’ll generally need a separate application for the online registration after the traditional renewal is approved. Currently, 47 states and the District of Columbia have laws authorizing remote online notarization.1NASS.org. Remote Electronic Notarization
RON renewal usually requires you to confirm that your technology vendor still meets state standards for electronic signatures, identity proofing, credential analysis, and secure storage of audio and video recordings. If you’ve switched platforms since your last commission, you’ll need to provide the new vendor’s details. The RON registration fee is usually modest, often $10 to $25 on top of the standard renewal fee.
Your Notary Journal Carries Forward
If you keep a journal, whether because your state requires it or as a matter of practice, you don’t need to start a new one at renewal unless your state specifically says so. Entries going forward should reflect the new commission number and expiration date. When a commission expires without renewal, some states require you to deliver the journal to the county clerk for safekeeping.