Key Takeaways
- Notify Secretary of State within 30 days of any changes to filed information
- Name changes require a new seal/stamp with updated information
- Address changes must be reported but do not require a new commission
- Renewal process is similar to new application with education and exam
- Criminal convictions involving fraud must be reported within 30 days
Changes During Commission & Renewals
Montana notaries have ongoing obligations to maintain accurate records and renew their commissions.
Reporting Changes
You must notify the Secretary of State within 30 calendar days of any change to:
| Change Type | Action Required |
|---|---|
| Name Change | Notify SOS, obtain new seal with updated name |
| Address Change | Notify SOS, update seal if "Residing at" changes |
| Email Change | Notify SOS through portal |
| Criminal Conviction | Notify SOS within 30 days if felony or fraud-related |
Name Changes
If you legally change your name during your commission:
- Notify the Secretary of State
- Obtain a new seal/stamp with your new name
- Your commission number remains the same
- Continue using your new name for all notarial acts
Seal/Stamp Updates
You must replace your seal/stamp if any of this information changes:
- Your name
- Your city/town of residence
- Commission expiration date (only changes at renewal)
Renewal Process
Montana notary renewals follow a similar process to new applications.
| Renewal Requirement | Details |
|---|---|
| Education | 4 hours in 12 months before application, OR 2 hours each year for 3 years before renewal |
| Examination | Must pass exam within 6 months before application |
| Bond | New $25,000 bond for next 4-year term |
| Application | Online through SOS Portal |
| Fee | $25 |
Renewal Timeline
| When to Start | Action |
|---|---|
| 6 months before expiration | Begin education if needed |
| 3-4 months before expiration | Take and pass exam |
| 2-3 months before expiration | Obtain new bond |
| 1-2 months before expiration | Submit renewal application |
Warning: If your commission expires before renewal is complete, you must stop performing notarial acts until your new commission is issued.
Criminal Conviction Notification
If you are convicted of or plead guilty/no contest to:
- Any felony, OR
- Any crime involving fraud, dishonesty, or deceit
You must notify the Secretary of State within 30 days of the conviction or plea.
Resignation or Cessation
If you stop serving as a notary:
| Obligation | Requirement |
|---|---|
| Journal | Store securely for 10 years OR transfer to SOS |
| Seal | Destroy or deface to prevent misuse |
| Commission Certificate | May be retained for records |
On the Exam
- 30-day rule: Report changes within 30 days
- Criminal convictions: Must report within 30 days
- Renewals require exam: Even renewing notaries must pass the exam
- New bond needed: Renewals require a new 4-year bond
Within how many days must a Montana notary notify the Secretary of State of a name change?
A renewing Montana notary must: