In order to officially start working as a California Notary Public, it’s required to file your oath and bond with the County Clerk in the county where you maintain a principal place of business, as shown in the application you filed with the Secretary of State.
Once the commission has been issued by the California Secretary of State, the clock is really ticking. A person has 30 calendar days from the start of the term, as prescribed by the commission, to complete this crucial step. The date you are looking for is on the commission certificate, right under the commission number, and states “term commencing”.
If you have not yet received your commission packet and it’s been more than six weeks since you took your written notarial exam, you can see if your commission information is available on the Secretary of State’s website. This zip text file lists California notaries public alphabetically, and if your name is on this list, it will show your commission number and expiration date (which is 4 years and 1 day before your term start).
It is recommended to complete an online application and then visit the county office for in-person service. If you choose to mail in your oath and bond (via certified mail or another method that provides a receipt), be prepared to wait 5-10 business days for your order to be processed. Some counties might have different requirements, such as requiring two copies of the oath of office and specific recording cover letters.
Other counties (such as Los Angeles and San Bernardino) require online appointments, and notarial services are only available at specific office locations that might not be as close to you. It’s a good idea to check with the specific county clerk’s office to confirm their current procedures and any potential policy changes.
Even before leaving to file your oath and bond, be sure you have checked your county’s checklist a couple of times. Do you have the duplicate copies if required? Are they unsigned so you can sign in the presence of the county representative? Printed copies of the filing cover letter (if needed)? Do you have the acceptable form of payment for the applicable filing fees? Did you bring your identification?
Because of the multitude of other services the county clerk/recorder offers to businesses and the public, be prepared for full parking lots and packed lobbies. If you don’t have a specific appointment time to file your oath and bond, then be prepared to check in via electronic kiosk or live receptionist and wait for your turn. Most government offices are known for long wait times, and these are no exception.
The good news is that it will be a relatively short meeting with the county representative, perhaps five minutes or less – if you have all of your documentation in order. Once your paperwork has been accepted, the county representative will ask you to raise your right hand and take your oath of office as a California notary public.
They will then file and record your bond so that it is forwarded to the Recorder’s office. You will either get your original bond form back with the filing barcode and date attached to the top of the document, or you may receive a copy of the recorded document for your records. Now you can legally provide service as a commissioned California Notary Public.
Once you receive your commission packet, you can get the ball rolling on your notary tools right away. Mail your original Certificate of Authorization to Manufacture Notary Public Seals to your chosen approved vendor, even before you file your oath and bond. The vendor must have the original authorization certificate to record sample impressions of your new stamp/seal or embosser.
The vendor is then required to process the original certificate, along with those sample impressions, with the Secretary of State’s office in Sacramento. The vendor will usually keep a copy of the authorization certificate on record for five years. Manufacturing the notary stamp/seal or embosser takes about three to five business days, and shipping usually takes one to two days.
Be sure to check in with your vendor if you have already placed a bundle order that includes other supplies, such as the journal and ink pads, to see the actual timing for receiving your full order. If you time your supplies order and your oath and filing just right, you could start working as a notary public in one to two weeks after receiving your commission packet.
Just like many of the steps at the beginning of the notary commission process, there are strict time constraints toward the end as well. Staying on top of the timing of the notarial commissioning takes some organization. Your Notary Public Handbook is a great reference guide, and your local county offices are a reliable source of information as well.
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