Quick Reference: California Notary Renewal 2025
Renewal Timeline:
- Start Early: Begin renewal process at least 6 months before expiration
- 3-Hour Course: Available if current commission hasn't expired (must take exam before expiration)
- 6-Hour Course: Required if commission has already expired
- Same Exam: Renewing notaries take the same 45-question exam as new applicants
- LiveScan Required: Must submit fingerprints again for each renewal
- Critical Deadline: 30 days from new commission date to file oath & bond
Key Terms Defined:
- 3-Hour Refresher Course: Shorter education course for renewing notaries whose commission hasn't expired
- Gap in Service: Period when your old commission expires but new one isn't active - you cannot notarize during this time
- Commission Number: Unique identifier that stays the same for life, even after renewal
- Certificate of Completion: Proof of education course completion - valid for 2 years
There is no such thing as "automatic renewal" for California Notaries. To renew your commission, you must essentially re-apply from scratch: take a course, pass the exam, and clear a background check again.
However, existing notaries get one major perk: the 3-Hour Refresher Course. But if you miss your deadline by even one day, you lose that perk and must start over as a rookie.
This guide explains how to time your renewal perfectly so you never have a gap in your authority.
1. When Should I Start? (The "Golden Window")
The California Secretary of State recommends starting the renewal process at least 6 months prior to your current commission's expiration date.
Renewal Timeline Breakdown
| Time Before Expiration | Action Required |
|---|---|
| 6 Months | Start renewal process (take course, register for exam) |
| 3-4 Months | Take exam, wait for results (15 business days) |
| 2-3 Months | Complete LiveScan, wait for background check |
| 1 Month | Receive new commission packet, file oath & bond |
Why so early? You need time to take the course, pass the exam, wait for results (15 business days), clear the background check (can take weeks), and receive your new packet before your old one expires.
The Risk: If your current commission expires on Monday and your new one isn't valid until Wednesday, you cannot notarize on Tuesday. There is no grace period.
Coach's Tip: Check your expiration date right now. If it is less than 6 months away, register for your exam today. Acting as a notary without a valid commission is a misdemeanor.
2. The 3-Hour vs. 6-Hour Course Rule
This is the most confusing part of renewal. Which course do you need?
You Qualify for the 3-Hour Refresher Course IF:
- You currently hold a valid California notary commission.
- You have completed an approved 6-hour course at least once in the past.
- CRITICAL: You take the exam and submit your application before your current commission expires.
3-Hour Course Eligibility
| Requirement | Status |
|---|---|
| Current Valid Commission | Must have active commission |
| Previous 6-Hour Course | Must have completed at least once |
| Timing | Must take exam BEFORE expiration date |
You MUST Retake the 6-Hour Course IF:
- You have never held a commission.
- Your commission has already expired before you take the exam.
Example: Your commission expires on July 1st. You take the exam on July 2nd. You are now considered a "new" applicant and must present a 6-hour completion certificate. The 3-hour certificate will be rejected.
The Trap: If your commission expires even one day before you take the exam, you lose eligibility for the 3-hour course. You must retake the 6-hour course, even if you've been a notary for 20 years.
3. The 5-Step Renewal Checklist
Complete Your Education
Find a state-approved vendor and complete the 3-hour refresher course.
Note: You can take the 6-hour course if you prefer (it satisfies the requirement), but the 3-hour version is faster and designed for renewals.
Certificate Validity: Your "Proof of Completion" certificate is valid for 2 years, so you can retake the exam multiple times within that window if needed.
Register for the Exam
Register with CPS HR Consulting. You will take the exact same 45-question exam as new applicants.
Cost: $40.00 ($20 exam fee + $20 application fee).
Bring: Current ID, 3-hour Proof of Completion, Application, 2x2 Photo, $40 check.
Pass the Exam
You must score 70% or higher.
Did you know? Renewing notaries fail just as often as new ones because they rely on "habit" rather than "law." The exam tests the Handbook, not your office shortcuts.
LiveScan Fingerprinting (Again?)
Yes. You must submit fingerprints via LiveScan for every new commission term.
Why? The DOJ does not "store" your prints for continuous monitoring between commissions. The state requires a fresh check to ensure you haven't committed any disqualifying crimes in the last 4 years.
Cost: $70-$90 (same as new applicants).
File Your New Oath & Bond
Once you receive your new commission packet:
- Buy a new $15,000 surety bond.
- File your oath and bond with the County Clerk within 30 days of the new commission's start date.
- New Seal: You must buy a new seal (stamp) because your expiration date has changed. Destroy your old seal once the old commission expires.
4. What Stays the Same? What Changes?
Renewal: What Changes vs. What Stays
| Item | Does it Change? | Notes |
|---|---|---|
| Commission Number | NO | You keep your unique ID number for life. |
| Expiration Date | YES | You get a new 4-year term. |
| Notary Seal | YES | You must buy a new stamp with the new expiration date. |
| Journal | MAYBE | You can continue using the same journal if it has space. You do not need to start a new book just because you renewed. |
Commission Number: Your unique commission number stays with you for life, even after renewal. This number is assigned by the California Secretary of State and never changes.
Notary Seal: You must purchase a new seal (stamp) with your new expiration date. The old seal becomes invalid once your old commission expires. Government Code § 8207 requires your seal to show your current expiration date.
Journal: Under Government Code § 8206, you must keep "one active sequential journal." You can continue using your current journal until it is full. You do not need to close it out just because you renewed.
5. Avoiding the "Gap in Service" Trap
What is a Gap in Service?
A "gap in service" occurs when your old commission expires but your new one isn't active yet. During this gap, you cannot notarize any documents.
Critical: There is NO grace period. If your commission expires on January 1st and your new one isn't valid until January 15th, you cannot notarize between January 2nd and January 14th. Acting as a notary without a valid commission is a misdemeanor.
How to Avoid Gaps:
- Start Early: Begin renewal 6 months before expiration
- Don't Wait: Don't wait until the last minute to take the exam
- Track Your Dates: Know exactly when your commission expires
- File Immediately: File your oath and bond as soon as you receive your new commission packet
Frequently Asked Questions (FAQ)
Can I notarize while I'm waiting for my new commission?
Only if your current commission is still valid. If your current commission expires on Jan 1st and your new one arrives on Jan 15th, you cannot notarize between Jan 2nd and Jan 14th. This is known as a "gap" in service. Acting as a notary without a valid commission is a misdemeanor.
Do I need to buy a new journal?
No. Government Code § 8206 states you must keep "one active sequential journal." You can continue using your current journal until it is full. You do not need to close it out just because you renewed.
I failed the renewal exam. What now?
You can retake it in the next calendar month (paying the $20 exam fee again). However, if your commission expires while you are waiting to retest, you may lose your eligibility for the 3-hour course and have to take the 6-hour course instead.
Can I do my LiveScan before the exam?
No. You must wait until you receive the "Pass Notice" from CPS HR Consulting, which will include the specific LiveScan form (BCIA 8016) you need. The form contains unique codes that route your results to the California Secretary of State.
Do I need to take the exam again if I'm renewing?
Yes. All renewing notaries must take the same 45-question exam as new applicants. There is no "renewal-only" exam. You must score 70% or higher to pass.
What if my commission expires before I receive my new one?
You must stop notarizing immediately. There is no grace period. If there is a gap between your old commission expiring and your new one becoming active, you cannot notarize during that gap. Plan ahead to avoid this situation.
Can I use my old seal after renewal?
No. Once your old commission expires, your old seal becomes invalid. You must purchase a new seal with your new expiration date. Government Code § 8207 requires your seal to show your current expiration date.
How long is my renewal commission valid?
4 years. Just like your original commission, your renewal commission is valid for 4 years from the date printed on your commission certificate.
Do I need to notify anyone when I renew?
No. The California Secretary of State automatically updates your status in their database when you file your new oath and bond. However, if you change your address or name, you must notify the Secretary of State within 30 days.
Next Steps: Start Your Renewal
Now that you understand the renewal process:
- Check Your Expiration Date: Know exactly when your commission expires
- Start Early: Begin the renewal process 6 months before expiration
- Take the 3-Hour Course: If your commission hasn't expired yet
- Pass the Exam: Study the Official 2025 California Notary Public Handbook
- File on Time: File your oath and bond within 30 days of your new commission date
Start practicing for the renewal exam to ensure you pass on your first attempt.
Last updated: January 2025. Based on the Official 2025 California Notary Public Handbook and California Secretary of State renewal requirements.