Developing Story, Updated 3-24-20 with Kansas information: State and county government offices around the country are closing or restricting their operations as part of the effort to combat the spread of the coronavirus, and this could impact people who are seeking to become Notaries or renew their commissions. Here is important information to know to help make the commissioning process go as smoothly as possible.
In general, go to your commissioning agency’s website to check on any status changes that may impact you. This also may include the best way to communicate with the office during the crisis. With staffers telework in the affected jurisdictions, many offices might not be answering phone calls.
To date, the District of Columbia, Illinois, Washington, Pennsylvania, Montana, Nevada, Texas and several counties in California have announced closures or restrictions of government offices. Other jurisdictions are likely to follow suit as authorities work to combat the coronavirus.
Most states require Notary commission applicants to file information, such as their bond and/or oath office with a government entity. In many jurisdictions, this will be the Secretary of State’s office. Many states also permit Notaries to complete the commissioning requirements online.
District of Columbia Applicants
The District of Columbia has announced its offices will be closed through March 31. They expect to be able to review online Notary applications, but they will not be able to host orientation sessions or give oaths of office. Notaries will not be able to complete their commissioning processes until after the closure is lifted.
Washington Notary Applicants
The Washington Secretary of State’s office, which is closed to the public until further notice, specifically recommends that Notary applicants file their applications online, particularly if you are renewing.
California Notary Applicants
In California, 7 counties (Los Angeles, San Francisco, Santa Clara, San Mateo, Marin, Contra Costa and Alameda) have closed their county clerk’s offices to the public. And more counties are expected to do the same. This can be particularly challenging to Notary applicants who are required to file their bonds and oaths of office with the clerk’s office where they are commissioned. However, California state law does permit applicants to file by certified mail or by any means of physical delivery that provides a receipt. You should check your county clerk/recorder’s website to see if they are accepting Notary oath and bond filings by mail. Los Angeles County is one county that is.
To file by certified mail or other means of physical delivery that provides a receipt, you will need to include all the required materials:
- A photocopy of your commission certificate.
- Your original bond signed by you.
- 2 signed and notarized oath of office forms (you’ll have to find a Notary and have these notarized in your county).
- Filing fees (check your county clerk/recorder’s website for information on fees).
- A daytime phone number where you can be reached.
- A photocopy of your bond.
- A letter requesting a conformed copy of your bond as confirmation that it has been filed.
- A self-addressed, stamped envelope (to return the conformed copy).
Without the letter requesting the conformed copy and the self-addressed, stamped envelope, you won’t have the filing confirmed.
Also remember, if you are mailing your documents, you will need to find a Notary to administer your oath who is commissioned in the same county where your bond and oath are filed.
Pennsylvania Notary Applicants
In Pennsylvania, services from the Department of State will be restricted as a result of the Governor’s order for state employees to work from home through March 30. The department has issued the following guidance for Notary applicants:
- Notary applicants have 6 months to pass the state-required test. PearsonVUE, the Commonwealth’s testing agency, has closed its testing centers for at least 30 days through April 16. PearsonVue will begin candidate cancellation notifications March 16 (CDT), which will provide instructions for scheduling new appointments on or after April 16, 2020.
- Applicants also have 45 days to take and record their oath of office and file their bond and commission with their county recorder. They also must register their official signature with the county prothonotary. Deadlines to accomplish these tasks will be extended
At present, the best way to contact the Department of State with any questions is via email (ST-NOTARIES@pa.gov).
Montana Notary Applicants
The Montana Secretary of State's office is operating with reduced staff, but reports that they are still processing new and renewing Notary commissions online and are able to receive phone calls and emails. However, Montana Notaries may encounter processing delays due to closures of other government agencies such as recording offices.
Nevada Notary Applicants
The Nevada Secretary of State's office is closed to the public, though staff are answering phone calls and emails. At this time, all Nevada Notary applications must be submitted online or by mail.
Texas Notary Applicants
The Texas Secretary of State's office is closed to visitors and customers and operating with reduced staff. Texas Notary applicants can submit or update commission applications and information online.
Kansas Notary Applicants
While the Kansas Secretary of State's office is operating with minimum staff, they are currently open and processing Notary applications.
Virginia Notary Applicants
The Notary Division is extending the pickup date for commissions printed between Monday, January 13, 2020 and Monday February 24, 2020. The approved notaries in this date range will now have until Friday, May 1, 2020 to claim their commission from the appropriate circuit court.
A final note: If you are nearing the time to renew your commission, start as early as possible and make sure to monitor your commission authority’s website for any changes. Whether you are a new or renewing Notary applicant, make sure you do not start notarizing documents until you have completed and confirmed all the required steps.
We will continue to update this article with new information as we receive it from state Notary agencies.
Michael Lewis is Managing Editor of member publications for the National Notary Association.