As a California Notary Public, you are responsible for more than just performing notarizations. State law requires you to notify the California Secretary of State (SOS) in specific situations to ensure your commission remains valid and you remain compliant.
Failing to notify the SOS when required can lead to fines, suspension, or even revocation of your commission. Here’s what every California Notary should know.
🔑 When Must You Notify the Secretary of State?
You must notify the California SOS in each of the following cases:
- Change of Name – If you legally change your name, you must complete and submit the Name Change Form with an original signature that matches the one on file with your oath of office.
- California Government Code §§ 8213(c), 8213.6
- Change of Address – If your home, business, or mailing address changes, you must notify the SOS within 30 days by certified mail or another physical delivery service that provides a receipt.
- California Government Code § 8213.5
- Lost, Stolen, or Damaged Notary Seal or Journal – You must notify the SOS immediately, including a copy of any police report (if applicable).
- California Government Code § 8206(b)
- Surrender of Journal to Law Enforcement – If law enforcement takes your journal, you must notify the SOS within 10 calendar days. Your notice should include the dates covered in the journal, your commission number, expiration date, and a copy of the receipt from law enforcement.
- California Government Code § 8206(d)
- Resigning Your Commission – If you choose to resign before expiration, you must send a resignation letter with your original signature to the SOS. After resignation or expiration, your journals must be delivered to the county clerk where your oath is on file, and your notary seals destroyed.
- California Government Code § 8209
- Requesting a New Certificate of Authorization – To order a replacement notary seal, you must request a new Certificate of Authorization from the SOS.
- California Government Code § 8207.3(e)
📌 How Do You Notify the Secretary of State?
- Prepare the Required Form or Letter
- Name Change Form or Address Change Form (available on sos.ca.gov).
- For lost/stolen seals or journals, include a signed statement and police report if applicable.
- Send by Certified Mail or Courier
- California law requires certified mail or another delivery method that provides a receipt.
- Keep Copies for Your Records
- Always keep a copy of what you send, along with the certified mail receipt.
⚠️ What Happens If You Don’t Notify?
Failure to notify the SOS can result in:
- Fines up to $500 for failing to report a change of address (Gov. Code § 8213.5).
- Suspension or revocation of commission for serious violations.
- Legal liability if a lost/stolen stamp or journal is misused and you failed to report it.
❓ Frequently Asked Questions
Q: Can I notify the Secretary of State online?
A: At this time, notifications must be submitted by mail or physical delivery with a receipt.
Q: Can I use a P.O. Box as my business address?
A: No. You must provide a physical street address as your primary residence or business location.
Q: Do I still have to notify if my commission is expiring?
A: Yes. Until your commission officially ends, you are required to comply with all notification requirements.
🚀 Stay Compliant with Confidence
Notary laws in California are strict — but by knowing when and how to notify the Secretary of State, you protect both yourself and the public.
👉 Need step-by-step training on California notary law? Enroll in our 6-Hour Notary Public Course today and stay fully compliant..
