A Notary Public serves as an official, impartial witness to the signing of important documents, deterring fraud and ensuring the integrity of transactions. This public office is governed exclusively by the Colorado Secretary of State (SOS), which oversees the commissioning process and sets the rules for a notary’s official conduct. The path to becoming commissioned involves meeting specific statutory qualifications, completing mandatory education, and properly submitting all required application materials to the SOS office.
Meeting the Mandatory Qualifications
Applicants must satisfy the statutory prerequisites defined in the Colorado Revised Statutes. They must be at least eighteen years old and be a citizen, permanent legal resident, or otherwise lawfully present in the U.S. Applicants must also be a resident of Colorado or have a regular place of employment or practice within the state.
The ability to read and write English is required to perform the duties of the office. Character standards mandate that applicants must not have a felony conviction on their record. Furthermore, individuals cannot have been convicted of a misdemeanor involving dishonesty within the five years preceding the application.
Required Education and Application Submission
All applicants must complete a mandatory Notary Public training course that has been specifically approved by the Colorado Secretary of State. This training must cover the Revised Uniform Law on Notarial Acts (RULONA) and prepare the applicant for the state’s online examination. A certificate of completion from this course is a necessary document for the application package.
After completing the training, the applicant must pass the state’s online notary exam, which tests familiarity with Colorado Notary Law. The entire application process is conducted online through the SOS e-filing system, requiring a filing fee of ten dollars upon submission. The application requires scanned copies of the training certificate, the exam certificate, an acceptable identification document, and a notarized affirmation form.
Obtaining the Surety Bond
The Colorado Secretary of State does not mandate that applicants purchase a surety bond as a condition of their commission. While often required in other states, Colorado law does not include this financial guarantee.
Colorado law does, however, hold a notary public personally liable for all damages proximately caused by their official misconduct. For this reason, many notaries choose to purchase an optional Errors and Omissions (E&O) insurance policy. This insurance protects the notary themselves against potential legal costs or claims arising from honest mistakes made during the performance of their duties.
Completing the Commissioning Process
Once the application and supporting documents are submitted online, the Secretary of State’s office reviews the package. This review typically takes a few business days before a decision is rendered. A crucial component of the application is the Affirmation for Appointment and Commission as a Notary Public form.
This form serves as the official oath of office. It must be signed by the applicant and then notarized by a currently commissioned Colorado notary before submission. Submitting the notarized affirmation electronically fulfills the requirement to officially take and file the oath. Upon approval, the applicant receives their commission certificate and is authorized to purchase supplies and begin notarizing.
Essential Notary Supplies and Journal Requirements
To perform notarial acts, a commissioned notary must obtain an official seal and maintain a journal. The official seal must be an inked rubber stamp that is rectangular and contains specific mandated information:
- The notary public’s name exactly as it appears on the commission.
- The words “Notary Public.”
- The words “State of Colorado.”
- The notary’s ID number.
- The commission expiration date.
The notary must also keep a detailed journal, which can be maintained in a tangible medium or an electronic format. A tangible journal must be a permanent, bound register with numbered pages. For every notarial act performed, the journal entry must record:
- The date and time.
- The type of notarial act.
- The method of identification used.
- The fee charged.
- The signature and address of the individual for whom the service was performed.
Maintaining and Renewing Your Commission
A Colorado Notary Public commission is valid for a four-year term, expiring on the date indicated on the commission certificate. Notaries may begin the renewal process up to ninety days before their current commission is set to expire. Timely renewal is important because there is no grace period for performing notarial acts after the expiration date.
The renewal process mirrors the initial application, requiring a new application and filing fee. Renewal applicants must also complete the state-approved training course and pass the online examination again. Securing a new official seal reflecting the new commission expiration date is necessary to continue performing notarizations without a lapse in service.