Your Cookies are Disabled! NationalNotary.org sets cookies on your computer to help improve performance and provide a more engaging user experience. By using this site, you accept the terms of our cookie policy. Learn more.

What should I do if I have to resign my Notary commission?

An illustration of a person with a resignation letter

Updated 5-29-24 with information for Illinois. Life happens. Jobs change. You might move to a new town, or finally retire. Circumstances come and go, and as a result, you may need to resign your Notary Public commission. Here is what you need to know to resign your commission:

Who do I notify when I resign?

When you decide to resign, you should notify the commissioning agency in your state—typically the Secretary of State. The notification should be in writing and sent via certified, return receipt, U.S. mail. Some states may allow or require the resignation to be sent through an online portal established to administer Notary commissions.

In California, Notaries Public are required to notify the Secretary of State in writing, stating their intention to resign.

In Florida, a Notary Public who wishes to resign must send a signed letter of resignation to the Governor and enclose his or her certificate of commission. If they do not have the certificate, the Notary must state in the letter that they do not possess the certificate of commission.

What do I do with my Notary seal?

Most states, such as Illinois, require you to render your Notary seal unusable. In the case of a rubber-stamp seal, a pen knife or other small-bladed knife can be used to cut up the rubberized portion of the seal. This will cause the stamp’s impression to be distorted.

When it comes to seal embossers, simply place a few drops of instant super glue on the molded portion and close it. Because of the glue, it will stay shut, but even if it’s pried open, the molded portion will be distorted, and no clear embossment can be made.

Some states, such as North Carolina, require that Notary seals be returned directly to the Secretary of State for destruction.

What do I do with my Notary journals?

Requirements vary from state to state. 

In Arizona, Notaries must deliver their seals and any journals that contain public records to the Secretary of State within three months.

California and Texas require a Notary Public to deposit their journals with the county clerk’s office where the Notary’s oath and bond are on file.

Illinois Notaries must retain their journals for five years after the date the Notary's commission ends.

Montana Notaries who resign their commissions must keep the journals for 10 years after the last entry or choose to leave them with an approved repository. The Secretary of State has a form that must be signed by the Notary and the proposed custodian and approved by the Secretary of State before the journals may be transferred to another repository. 

In Pennsylvania, resigning Notaries deliver their journals to the office of the recorder of deeds in the county where the Notary last maintained an office within 30 days of the commission resignation date. 

Know your state’s requirements

Some state laws do not specify what to do with your Notary supplies upon resignation. In these cases, the recommended best practice is to notify your Notary commissioning authority in writing or follow the practice standards of The Notary Public Code of Professional Responsibility for disposing of your seal and retaining your journal. The Code directs Notaries to destroy all Notary seals and store all Notary journals for at least 10 years from the last entry in a journal.

If you have questions about what your state requires, or does not require, you can call the NNA Hotline for further guidance.

John Jacobson is a Notary Consultant with the Information Services team at the National Notary Association and regularly answers questions from Notaries on the NNA Hotline.


Related Articles:

FAQ: Can I notarize documents in other states or countries?

What to do with old Notary seals


View All: Best Practices

44 Comments

Add your comment

Jennifer

17 Oct 2024

My New Jersey notary commission expired in January 2024. Am I required to submit a resignation letter to the state of New Jersey? I am about to apply for a Pennsylvania notary. Do I need to put my new application that I was in New Jersey and resigned?

National Notary Association

08 Nov 2024

In New Jersey, “On resignation from, or the revocation or suspension of, a notary public’s commission, the notary public shall either: “(1) retain the journal in accordance with paragraph (1) of subsection d. of this section and inform the State Treasurer where the journal is located; or “(2) transmit the journal to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.e). “On resignation from, or the revocation or suspension of, a notary public’s commission, the notary public shall either: “1. Retain the journal for 10 years after the performance of the last notarial act chronicled in the journal; or “2. Write to the State Treasurer at https://www.nj.gov/treasury/revenue/revgencode.shtml for instructions on how to send or transmit the journal securely to the Division” (NJAC 17:50-1.11[e]).

Nicole.Beller@Biz-Solve.com

15 Aug 2024

I am in Illinois and recently changed my name (marriage) I understand I have to resign my commission, how soon after can I apply for a new appointment?

National Notary Association

04 Sep 2024

Hello. You can re-apply once you confirm your resignation was received and processed.

Ashlee Smith

21 Jul 2024

hello. I want to resign as a notary in NC. Is there a specific form I need to fill out and send into the SOS, or do I simply write a letter stating I would like to resign and send in my stamp with the letter? Please advise. Thank you!

National Notary Association

23 Jul 2024

Hello. In North Carolina, “Within 45 days of resignation, Notaries must deliver their seal to the Secretary by certified mail, return receipt requested, or other means offered by the United States Postal Service allowing confirmation of delivery by signature” (GS 10B-54 and GS 10B-55[a]).

BCABRERA@BAKERSFIELDHYUNDAI.COM

10 Jul 2024

My apologies, I'm in California. In California, does my journal need to be surrendered if I renew my commission before it expires or can I continue to use the same journal?

National Notary Association

12 Jul 2024

Hello. In California, as long as you continue to renew your commission, you may continue using the same journal until it is full. You will need to turn in your journals if you resign your commission or your commission expires and you do not renew it.

Brittney

10 Jul 2024

Should my journal be surrendered if I renew my commission before it expires or can I continue to use the same journal?

National Notary Association

10 Jul 2024

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

Kevin Canada

10 Jun 2024

My notary expired last December. I have a blank journal and never did a single notary job in the time I was a notary. Do I still need to turn in my stuff at Alabama county clerk office where the oath was taken?

National Notary Association

10 Jun 2024

Hello. No, if you never performed any notarizations during your commission period, you do not need to turn a blank journal in.

Alan Cohen

10 Jun 2024

I live in NJ and if I pass away, how should my family handle my supplies? Such as giving the SOS the journal etc. Can they send it by mail? Thank you Alan

National Notary Association

10 Jun 2024

Hello. In New Jersey: “On the death or adjudication of incompetency of a current or former notary public, the notary public’s personal representative or guardian or any other person knowingly in possession of the journal shall, within 45 days, transmit it to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.f). “On the death or adjudication of incompetency of a current or former notary public, the notary public’s personal representative or guardian or any other person knowingly in possession of the journal shall, within 45 days, write to the State Treasurer at https://www.nj.gov/treasury/revenue/revgencode.shtml for instructions on how to send or transmit the journal securely” (NJSA 17:50-1.11[f]).

Colleen Doyle

10 Jun 2024

I am a PA notary (more than 20 yrs) and will be resigning my license very soon. 1) Am I required to turn in journals that are more than 10 yrs old? 2) What if I already destroyed journals more than 10 yrs old?

National Notary Association

10 Jun 2024

Hello. Pennsylvania Notaries are required to turn in all journal records: “A notary public shall deliver the journal of the notary public to the office of the recorder of deeds in the county where the notary public last maintained an office within 30 days of: “(1) expiration of the commission of the notary public, unless the notary public applies for a commission within that time period; “(2) resignation of the commission of the notary public; or “(3) revocation of the commission of the notary public” (57 Pa.C.S. 319[e]).

Alexis

04 May 2024

Hello I want to resign my California notary commission. My journal is blank. Would I just have to send a letter and my notarial documents then destroy my seal? Is there any wait time in between to become registered in a different state?

National Notary Association

06 May 2024

Hello. You do not have to turn in a blank journal when you resign your commission if you did not perform any notarizations. Requirements to apply for a commission in a different state would depend on the individual state's rules.

Tanya

29 Apr 2024

Hello, what do I need to do if I decide to resign as a Notary in Maryland? Thank you

National Notary Association

06 May 2024

“On resignation from, or the revocation or expiration of, the notary public’s commission, or on the expiration of the date set forth in the stamping device, if any, the notary public shall disable the stamping device by destroying, defacing, damaging, erasing, or securing it against use in a manner that renders it unusable” (ACM St. Gov’t 18-218[a][2]). ”On resignation from, or the revocation or suspension of, a notary public’s commission, the notary public shall: ”(1) retain the notary public’s journal in accordance with subsection (a) of this section; and ”(2) inform the Secretary of State where the journal is located” (ACM St. Gov’t 18-219[e]).

Dhruti

02 Apr 2024

I am a California Notary. Once I resign my commission can I reapply again for the notary commission in future ?

National Notary Association

03 Apr 2024

Hello. Yes, as long as you still meet all the eligibility requirements to hold a Notary commission in California.

Lisa

29 Mar 2024

I'm commissioned in California

National Notary Association

01 Apr 2024

Thank you. Since you did not perform any transactions, there is no need to send your blank journal to the County Clerk's office.

Lisa

28 Mar 2024

My notary expired last December. I have a blank journal and never did a single notary job in the time I was a notary. Do I still need to turn in my stuff at county clerk office where the oath was taken?

National Notary Association

29 Mar 2024

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

Sylvia

11 Dec 2023

My notary license expired 7 years ago in CA Do I need to surrender my journal and seal?

National Notary Association

15 Dec 2023

Hello. In California, "If you want to resign your commission, send a letter of resignation to the Secretary of State’s office; within 30 days deliver all of your notarial journals, records, and papers to the county clerk in which your current oath of office is on file; and destroy the seal” (state Notary Public Handbook; see also GC 8209).

Kate

28 Nov 2023

I am a resident in Illinois Originally the application that I sent is for resident in Illinois but the driver license that I submitted is Wisconsin because my Illinois identification ID is expired. They sent back the application and told me to apply for non-resident, so I did. My question is can I still apply for resident application even if I have an existing non-resident notary? or resign first?

National Notary Association

19 Jan 2024

Resident applicants must provide an Illinois ID or driver's license, as out-of-state licenses unfortunately cannot be accepted. Non-residents, on the other hand, are welcome to use a WI license. If the state issues a non-resident license, you must resign to be commissioned as a resident Notary.

Mario

01 Nov 2023

Hello, I moved from CA to AZ few months after becoming a notary. I would like to resign on my CA notary commission to become a notary in AZ. I never conducted a notarial act in CA. I am preparing my letter to the Secretary of State to resign on my commission. Do I still need to return a “blank” journal?

National Notary Association

08 Dec 2023

Since you did not perform any transactions, there is no need to send your blank journal to the County Clerk's office.

Dollie

29 Oct 2023

I moved from Indiana to Tennessee and need to resign my Indiana license. I can not find who to send my written letter, stamp to. The online portal is always down. I do not want to be penalized. What can I do?

National Notary Association

30 Oct 2023

Hello. Below is the contact information for the Notary Department Indiana Secretary of State's office. We would recommend calling them directly to request instructions. Office of Secretary of State Business Services Division Notary Department State House, Room 201 200 W. Washington St. Indianapolis, IN 46204 Phone: 317-232-6542 Website: http://www.in.gov/sos/business/2378.htm

Alan C.

21 Oct 2023

I'm moving from NJ to TX so need to resign my commission. Do I need to send a letter to the NJ Dept of the Treasury and return my journal?

National Notary Association

26 Oct 2023

Hello. In New Jersey, “On resignation from, or the revocation or suspension of, a notary public’s commission, the notary public shall either: “1. Retain the journal for 10 years after the performance of the last notarial act chronicled in the journal; or “2. Write to the State Treasurer at https://www.nj.gov/treasury/revenue/revgencode.shtml for instructions on how to send or transmit the journal securely to the Division” (NJAC 17:50-1.11[e]).

gaabailey@aol.com

11 Oct 2023

I need to resign my commission as a Notary. It expires on October 12, 2023. I reside in Los Angeles County. Do I need to send a letter of resignation to the Secretary of State or do I just physically turn in my journal to the Los Angeles County Recorder's Office.

National Notary Association

12 Oct 2023

Hello. In California, “If you want to resign your commission, send a letter of resignation to the Secretary of State’s office; within 30 days deliver all of your notarial journals, records, and papers to the county clerk in which your current oath of office is on file; and destroy the seal” (Notary Public Handbook; see also GC 8209)

Jessica

30 Jun 2023

My commission expired in 2016. I had a baby in 2015 and simply never continued to work. I kept my seal and journal buried in the back of my closet which I just found. What do I do with everything? Do I need to send a letter? I'm in CA.

National Notary Association

07 Aug 2023

In the state of California you are required to surrender your journal to the county recorder’s office where your oath and bond are on file. Additionally, you must destroy your Notary seal(s). After your commission expires, there no need to sent a letter to the secretary of state.

Hannah

26 Oct 2022

If I resign my notary can I reapply later down the line for Florida? I recently relocated to New Hampshire and resigned my Notary due to the move but it's looking like I will be moving back to Florida shortly. Will this cause any issues getting recommissioned?

National Notary Association

10 Nov 2022

Hello. If you relocate back to Florida, you would need to apply for a new Notary commission and meet all state requirements for commission eligibility.

Christina Boonesup

19 Mar 2021

What do I do when county sends journals back.

National Notary Association

23 Mar 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Leave a Comment

Required *

All comments are reviewed and if approved, will display.

Close