Commission Maintenance

Congratulations—you're officially a California notary public! But becoming a notary is just the beginning. Maintaining your commission requires ongoing attention to deadlines, notifications, and proper procedures. A single missed deadline or failure to report a change can invalidate your commission and potentially expose you to legal consequences.

This section covers everything you need to know to keep your commission in good standing throughout its 4-year term.

Your Commission Certificate

Upon completing your oath and bond filing, you'll receive an official commission certificate from the Secretary of State. This document is your proof of authority.

What Your Certificate Shows

Certificate Best Practices

• Keep the original in a secure, accessible location
• Make copies to show employers or clients if requested
• You do NOT need to carry it when performing notarizations
• Never alter or deface the certificate

Address Changes

If you change your address—either home or business—you must notify the Secretary of State within 30 days.

Principal Place of Business

This is a key concept tested on the exam. Your principal place of business:

• Is where you primarily perform notarial services
• May be your home if you work from home
• Must be a physical California address
• Cannot be a P.O. box—must be a street address
• Determines where you file your oath and bond

Real-World Scenario: You're a mobile notary who travels to clients. Your "principal place of business" is still the address where you keep your journal and seal, not the various locations where you perform notarizations.

Notification Process

To notify the Secretary of State of an address change:

1. Complete the address change notification form
2. Pay any required fees
3. Submit within 30 days of the change

If your principal place of business moves to a different county, you may need to file a new or amended oath and bond with the new county clerk.

Name Changes

If you legally change your name (marriage, divorce, court order), you must take several steps:

Required Actions for Name Change

Critical Rule: Your notary seal must always match the name on your commission exactly. Any variation—even using a nickname—is improper.

Commission Renewal

Your commission is valid for 4 years. To continue serving as a notary, you must renew before expiration.

Renewal Requirements

No Grace Period

This is critically important: There is no grace period for renewal. The moment your commission expires:

• You CANNOT perform any notarial acts
• Any notarizations performed are invalid and potentially illegal
• You may face criminal penalties for purporting to act as a notary
• You must wait for your new commission to be fully issued and filed

Real-World Scenario: Sarah's commission expired on January 15. Her renewal commission wasn't issued until January 22. Even though she had submitted everything on time, she could not legally notarize any documents during those 7 days.

After Commission Expiration or Resignation

When your commission ends—whether through expiration, resignation, or revocation—you have specific duties:

Required Actions

1. Destroy your notary seal immediately

   • Cut the rubber stamp into pieces
   • Break or deface the embosser
   • Ensure it cannot be used fraudulently

2. Retain your journal for at least 7 years

   • Store in a secure location
   • May be needed for legal proceedings
   • Must be made available if subpoenaed

3. Do NOT perform any notarial acts

   • You have no authority
   • Doing so is a criminal offense

4. Deliver journal to county clerk if:

   • You resign or are removed from office
   • You die (your personal representative must deliver)
   • Required by court order

Key Notification Deadlines Summary

On the Exam

Expect 2-3 questions on commission maintenance. Key points tested:

• Address change deadline: 30 days to notify Secretary of State
• Lost/stolen items: 5 business days for seal or journal
• Name on seal: Must match commission exactly
• Renewal education: 3 hours (not 6 hours for renewals)
• No grace period: Cannot act after expiration, even by one day
• Journal retention: 7 years minimum after commission ends