Moving to a new home? Recently started a new job? Discovered your Notary stamp (seal) or journal (record book) is either missing or has been stolen? Notifying the Secretary of State’s Office of these events is more crucial than ever.
Moving to a new home? Recently started a new job? Discovered your Notary stamp (seal) or journal (record book) is either missing or has been stolen? Notifying the Secretary of State’s Office of these events is more crucial than ever.
Beginning September 23, 2022, Arizona Notaries may be subject to steep fines and consequences for failure to inform the Secretary of State’s Office of these changes within the specified time period.
What must be reported
- A Notary must notify the Secretary of State’s office within 30 days, via certified mail or other means that provides a receipt, a signed notice of a change in their mailing, business, or residential address. Both the old and new addresses must be listed on the notice.
- Within 10 days after the loss, theft, or compromise of an official journal (record book) or stamping device, a Notary must notify the Secretary of State’s office by submitting a signed notice of the loss, theft or compromise delivered by certified mail or any other means that provides a receipt. The Notary must also inform the appropriate law enforcement agency in the case of theft.
Failure to report
If a Notary fails to report in either of these scenarios, they will be considered to have failed to fully and faithfully discharge the duties of a Notary Public. The Secretary of State’s office has the authority to impose civil penalties in these situations.
- Failure to comply with the requirement to notify the Secretary of State a change in an address within the specified period is grounds for the Secretary to impose a $25 civil penalty.
- Failure to comply with the requirement to notify the Secretary of State and law enforcement in the case of theft, loss, or compromise of an official journal (record book) or stamping device (seal) within the specified period is grounds for the Secretary to impose a civil penalty of $1,000.
Prior to the renewal of a Notary commission, the Notary must pay any civil penalties levied by the Secretary of State. Failure to pay a penalty may result in a referral to the Attorney General for collection.
Don’t be one of the many Notaries who overlook this critical responsibility. Make sure to notify the Secretary of State’s office of these events as soon as they happen to avoid any problems later.
Tip: After notifying the Secretary of State’s office and local law enforcement that your stamping device or official journal is lost, stolen or compromised, make sure to replace your seal or journal with one that is easily distinguishable from the one you previously had. Make notes in your journal the date you begin using your new seal and/or journal as well as the reason(s) why you had to replace it.
Don’t forget to notify your bonding agency of any changes in your mailing and email address to avoid missing out on important notices!