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.
- Your printed name and signature on the application form must match exactly.
- 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.
Your printed name and signature on the application must match exactly.
An application is likely to be rejected or delayed if you print your name one way but then sign the form differently using initials or a nickname.
For example, you enter your name on the form as “John Peter Doe” and then sign the form at the bottom as “J.P. Doe.” When this happens, the state is likely to reject your application or return it to you to be corrected.
Tip: Always sign your name exactly as you enter it in the application form, with no shortcuts.
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 their 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-regulating 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 about Notary commission applications. Plus, if you choose to apply or renew a commission through the NNA, you can submit your application or renewal to us ahead of time if you are concerned about delays. Even if we cannot submit the application because it is early, we still screen the applications and inform you if there are any errors that need to be corrected and hold onto the application once ready until the appropriate time to submit.
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.