New York Notary Name Change — The 5-Day Reporting Rule and What It Costs

The Five-Day Reporting Requirement

Under Title 19 NYCRR Section 182.3(a)(8), New York notaries must submit a signed Change Notice to the Department of State within five days of changing their name, business address, residential address, or email address. This is a firm regulatory deadline, not a suggestion.

The five-day clock starts from the date the change takes effect — not the date you decide to report it. If you move apartments on August 1, your Change Notice needs to reach the DOS by August 6. If you get married and your legal name changes on September 15, the DOS expects notification by September 20.

Failure to report within the window does not automatically revoke your commission, but it creates a compliance gap that could surface during a misconduct investigation or a complaint review. The DOS tracks these notifications, and a pattern of late reporting reflects poorly if your conduct is ever scrutinized.

Fees for Name and Address Changes

The fee structure is straightforward:

• $10.00 for a name change
• $10.00 for an address change
• $0.00 if the name change is marriage-related

The marriage-related exemption is the only fee waiver. Name changes for any other reason carry the standard $10.00 fee.

Address changes always cost $10.00 regardless of the reason. This applies whether you are updating a residential address, a business address, or both.

What Happens to Your Commission After a Name Change

This is the part that catches most notaries off guard: the DOS does not issue a new ID card when you change your name. For the remainder of your four-year commission term, you must continue to sign using the name under which you were originally commissioned.

That means if you were commissioned as "Jane Smith" and legally become "Jane Rodriguez" through marriage, you keep signing notarial acts as "Jane Smith" until your commission expires and you renew under the new name. Your journal entries and notarial certificates continue to reference the original commissioned name.

This rule exists because your signature specimen on file at the County Clerk matches the name on your original Oath of Office. Changing the name mid-term without updating the specimen would break the authentication chain — County Clerks would be unable to verify documents you signed under the new name.

How to Submit the Change Notice

Changes are submitted through the NY Business Express portal, the same system you used for your original application. Log into your NY.gov account, navigate to your notary commission, and select the option to update your information. Pay the applicable fee by credit or debit card.

The DOS processes most change notices within a few business days. You do not receive a new commission certificate or ID card — your commission number and expiration date remain unchanged.

Address Changes and Public Disclosure

Keep in mind that the address on your notary commission is subject to public disclosure under the Freedom of Information Law (FOIL). If you provide a home address, that address can be released in response to FOIL requests.

To protect your privacy, the DOS allows you to list a business address on your commission instead. Only the business address is disclosed for FOIL requests if you provide one. If you work from home and do not have a separate business address, consider whether a P.O. Box or registered agent address might be appropriate — though the DOS requires a physical address, not just a mailing address, so check their current guidance before filing.

For the full commissioning process and ongoing compliance requirements — including renewal procedures, journal mandates, and county clerk filings — the New York Notary Commission guide covers everything in one place.

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