Applying for, renewing, and updating a commission
This domain tests the administrative lifecycle: eligibility, application, examination, issuance, renewal, and updates for name, address, and other information. Questions often turn on what a notary may do after expiration or a name change.
Eligibility and application
An applicant must be at least 18, be a Colorado resident or have a place of employment or business in Colorado, provide a Social Security number, pass the Secretary of State's notary examination, and disclose disqualifying criminal history. The application is filed online with the Secretary of State and a fee is paid. The commission lasts four years. Before performing any act, the new notary must obtain a compliant stamp and journal.
Renewal
A notary should renew before the expiration date. Once the commission expires, the person is no longer a notary and may not perform notarial acts until a new commission is issued. Renewal is not automatic; the notary must complete the renewal application and pay the fee. After renewal, the notary must replace the stamp because the expiration date has changed.
Updates
A notary must notify the Secretary of State of a name change or address change within the period set by rule, commonly 30 days. A name change requires an updated commission and a new stamp showing the new name. An address change must be reported even if the notary's stamp does not show an address. A notary who moves out of Colorado may need to show a Colorado business or employment connection to remain eligible.
Worked example
A notary's commission expires June 30. On July 1 the notary notarizes a loan document because the client is in a hurry. The act is invalid: the commission has expired, and the notary is holding out as a notary without authority. The notary must stop, renew or reapply, wait for the new commission, and obtain a new stamp before acting again.
Traps that cost marks
- Continuing to notarize after expiration.
- Using the old stamp after a renewal or name change.
- Failing to report an address change.
- Assuming a renewal application is automatically approved.
- Omitting a criminal disclosure.