Whether applying for the first time or renewing your commission, beginning the process early is essential. It can take some time for state officials to process your application, and you could be prevented from notarizing if you submit it too late.
If your name or address has changed since you were commissioned, you must submit proof of the change, such as a court order, marriage certificate, driver’s license, or non-driver ID card.
Know Your Requirements
If you’re a Notary looking to renew or become a Notary public, you must know your state’s specific requirements and procedures. This includes understanding the Notary seal and journal requirements, determining whether your notarial act will require a surety bond, and deciding if you should get errors and omissions (E&O) insurance to protect yourself and signers from Notary mistakes.
You should also know any additional training or exams required for a notary commission. For example, notaries must complete a three-hour training course and pass an exam to renew their commission. This should be done well before your commission expiration date to ensure service is maintained.
Lastly, consider whether your notary work environment is changing and how that might impact your future. For instance, many states are now allowing remote notarizations. This could change the landscape of notary services and make it more difficult to find work.
Begin Early
Ideally, it would be best if you began to renew notary Illinois process about four to six months before your commission expiration. This way, you’ll have ample time to complete the application, pass your state exam, and obtain your new stamp.
Some states require Notaries to keep a journal (a record book or log) of each notarization they perform. If this is the case in your state, you should turn in your old journals before the end of your commission term.
Also, ensure you have the proper documents for every notarization you perform. This means ensuring you have satisfactory proof of identity for all signers, including the required bond information sheet and oath of office. In addition, make sure your name on these documents matches the name under which you are commissioned. If you change your name during your commission, submit a Change of Name form and a $10 fee (unless the change is due to marriage).
Stay Informed
In addition to learning about the state requirements for renewal, you should also be familiar with your jurisdiction’s rules and regulations. For example, some states require Notaries to perform credential analysis or identity proofing on signers for certain types of documents, and others require them to keep a journal (also known as a record book or log).
Another essential rule is to ask for help if you don’t understand something about a notarization request or think a document may be fraudulent. Many Notaries have been tricked into enabling document fraud by trusted friends or family members, so be extra cautious and always follow your instincts.
Finally, be aware of the fees involved in renewing your commission. The state fee is set by law, but additional charges are also based on your chosen package, including training offerings and various Notary seal packages. Prices can vary significantly, so it’s best to compare available options.
Be Prepared
Sometimes, even experienced Notaries make mistakes on notarized documents. Whether it’s an error in filling out notarial information or a misaligned stamp or seal, these errors can be corrected with the proper knowledge and care.
Another challenge Notaries face is saying no to coworkers who try to circumvent or ignore state law. For example, some bosses may ask a Notary to bypass identification requirements when notarizing a company executive’s signature. This is against the law and could get the Notary, their company, or both in legal hot water.
It’s essential to keep reference material explaining why you cannot perform certain notarial acts for your employer or coworkers. Also, remember that your Notary seal and journals are your property and cannot be handed over to your employer when you resign. You are responsible for educating supervisors about Notary laws and their importance to your work. It will help protect your career and avoid potential legal risks.
