Whether you’re waiting for your first Notary commission or renewing an existing one, you don’t want the process delayed. But failing to follow state instructions, making simple errors, and factors such as election season can potentially lead to days or weeks being added to processing your Notary commission.
Here are some common situations that cause commission delays, along with tips to help get your Notary commission processed smoothly and problem-free:
- Make sure your Notary commission application form is complete and legible.
- Follow exactly any instructions for choosing your commission name and signing your Notary application.
- Don’t start your Notary commission renewal too early or too late.
- Be aware of outside factors that may result in commission processing delays.
Make sure your Notary commission application form is complete and legible.
One of the most common reasons for delays in processing a Notary commission is missing or unreadable information on the application form.
While some states have transitioned to online applications, which minimize legibility issues and missing information, paper application forms are still common. When completing your application, be sure to fill in any required information, including checking off all applicable checkboxes, and print the information you write clearly and legibly.
Tip: Double- and triple-check your application for completeness and legibility before submitting it.
Follow exactly any instructions for choosing your name and signing your Notary application.
An application is likely to be rejected or delayed if the name you select for your Notary commission or the way you sign your application does not comply with the rules of your state commissioning official.
While these rules can vary widely by state, and one state’s rules may not apply to another state, here is an example to illustrate how important it is to follow these instructions. In North Carolina, you may use one initial for your first or middle name, but not for both. And, your last name must be part of your full legal name, and not a nickname or shortened version of it.
Be sure to follow any instructions for signing the commission name of your choice on the Notary application as well. Some states might say that your signature must match the commission name you choose, while others have no specific instructions for how to sign.
Tip: Choose a commission name that will be natural to sign so that you will always sign your name the same way.
Don’t start the renewal process too early or too late.
Renewing a Notary commission takes time, and every state has its own set of guidelines for when a Notary may renew.
For example, California and Florida recommend starting the renewal process at least 6 months before your current commission expires to avoid a gap between commissions. Illinois Notaries, however, may only apply for reappointment 60 days before the expiration of an existing commission, and Texas Notaries cannot start their renewals earlier than 90 days before their current commission expiration date.
Tip: Know your state’s renewal guidelines, including renewal timeframes, and follow them.
Be aware of outside factors that may result in commission processing delays.
When applying to become or renew your Notary commission, there may be factors outside of your control that could affect the timely processing of your commission.
For example, Notary education classes and exams, which are required in many states, might have blackout periods. Every four years, the November presidential elections might affect commission processing times because many state Notary-commissioning agencies are also responsible for elections.
Tip: Give yourself — and the state agency — as much time as possible to process your application.
The NNA can assist you with any questions you have about your commission application. Plus, if the NNA offers application processing services for your state and you choose to apply or renew a commission through the NNA, you may be able to submit your application or renewal to us ahead of time. We can screen the application and inform you if there are any errors that need to be corrected so that you’ll have plenty of time to make the corrections before we submit the application for you.
Please contact the NNA at services@nationalnotary.org or 1-800-876-6827 with any Notary commission questions or to start the commissioning or renewal process through us.
David Thun is the Editorial Manager at the National Notary Association.