Getting married? Moving to a new home? Relocating your business? If you need to update your name or address on your Notary commission, here are some important tips:
- Follow your state’s Notary name and address change rules
- Don’t delay updating your Notary information
- You may need to purchase new Notary tools
- Moving out of state may end your commission
- The NNA can help you with name and address changes
1. Follow your state’s Notary name and address change rules
When it comes to updating name or address information on a Notary commission, no two states are exactly alike.
Arizona Notaries must report a change in surname due to marriage to the Secretary of State, and must sign their new legal name with the name on the commission directly below the legal name until the updated commission takes effect.
California Notaries must fill out an official name change form when changing their name on a Notary commission. However, when changing their address, they instead must send the Secretary of State’s office a notification letter using certified mail or another means of delivery that produces a receipt within 30 days of the move.
Colorado requires Notaries requesting a name change to submit a handwriting sample of the Notary’s official signature.
When an Illinois Notary makes a name change or moves out of the county they were originally commissioned in, the Notary must resign their current commission and apply for a new one under the new name. If the Notary changes to a new address in the same county, the Notary may instead simply report the address change to the Secretary of State via email at Enotary@ilsos.gov.
Texas Notaries, on the other hand, must fill out two different official forms — Form 2305 for name changes and 2302 for changes of address. Texas Notaries may also update an address online.
Virginia Notaries must notify the Secretary of the Commonwealth in writing about any change of residence address. If a Notary moves out of state, the Secretary may grant written permission for the individual to keep their commission, provided the individual meets the requirements for a nonresident Notary in Virginia. However, an out-of-state resident who ceases to be employed regularly in Virginia must give up their Notary commission.
Always be sure to follow your state’s rules when changing information on your Notary commission. Oklahoma gives its Notaries two options for name changes: either they may not report the name change and continue to notarize in the old name until the commission expires, or file for a new commission using the new name. However, if an Oklahoma Notary’s resident address changes, the Notary must inform the Secretary of State in writing within 30 days of such change. The Notary is not required to file a new bond or obtain another seal if the Notary moves from one county to another.
2. Don’t delay updating your Notary information
It’s important not to procrastinate if you need to update your name or address on your commission. Several states require Notaries to submit notification of any changes within a certain time limit, and you need to make sure you have enough time to complete any required steps.
For example, Florida requires its Notaries to apply for an amended commission within 60 days after changing their name, and notify the Secretary of State in writing within 60 days of an address change. California Notaries must submit any address changes to the state by certified mail or other means that produces a receipt within 30 days after moving, while Texas Notaries have 10 days after relocating to submit a change of address form.
3. You may need to purchase new Notary tools
Some states, such as Arizona, permit a Notary who changes his or her name to notarize using their former name and seal until their current commission expires. Others, such as California and Texas, require their Notaries to purchase a new seal after changing the name on a commission.
4. Moving out of state may end your commission
Be aware that in some states, including California and Utah, moving out of state automatically terminates your Notary commission. If this happens, you can no longer serve as a Notary in your old state and must apply for a new commission in the state where you now reside. Notaries cannot transfer an existing commission to another state.
5. The NNA can help you with Notary name and address changes
NNA members who need help changing their name, address or other information on their commission can contact our Customer Care team for assistance by phone at 1-800-876-6827 or by email at Services@NationalNotary.org.
David Thun is the Editorial Manager at the National Notary Association.
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