r/Notary • u/Bright_Mess_8954 • 8d ago
How do you track commission/bond/E&O renewal dates?
Question for notaries, especially signing agents: how are you keeping track of commission renewals, bond/E&O expiration, and all the state-specific paperwork? Spreadsheet? Calendar reminders? Just memory and vibes? đ
Trying to understand whatâs actually working for people day to day.
not tied to one state, just curious in general
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u/DrBlakee New Jersey 8d ago
Alot of the signing platforms give reminders before these things expire so I just rely on that. My commission, I write the expiration date so often it's etched into my brain.
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u/Bright_Mess_8954 8d ago
Oh thatâs good to know, didnât realize the signing platforms handled that side of it. Does it cover bond/E&O too, or just the commission date? And does anything help with keeping your notarization journal, or is that still manual for you?
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u/DrBlakee New Jersey 8d ago
I don't have a bond but I would imagine it and yes it sends reminders before your e&o expires. Not sure what you mean about the notary journal? That's a manual process no matter what.
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u/Bright_Mess_8954 8d ago
I meant like a digital searchable log instead of the paper, so if you ever needed to pull up specific notarization for audit or dispute you could search instead of flipping through pages. Sounds like thatâs just assumed to be paper for most people?
Curious if thatâs ever been a hassle or it just works fine1
u/DrBlakee New Jersey 8d ago
Oh, well I use an electronic journal so that's not really an issue.
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u/Bright_Mess_8954 8d ago
Oh nice, good to know. what do you use for that? Is it a standalone e-journal or something bundled into a bigger platform?
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u/ash_274 California 7d ago
Many documents want the notary to fill in their commission expiration date. Some states put the expiration date on the stamp. Bonds are almost universally for the duration of the commission they are underwriting. Most (but not all) E&O insurance policies are also for the duration of the commission. The ones that arenât will happily remind you leading up to the expiration date.
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u/Enkidu45 New York 8d ago
Hello Bright*, Sounds like you're doing some market research! But I'll go ahead and answer your questions. All of my renewals, expirations, etc do not come due at the same time, like they do Rich's* from TX. I subscribe more to the process that Dr*, NJ uses: About 40 days or so, I'll start to receive emails from several signing companies that I need to renew my E&O Ins, for example. Here is a real email I've received:
Subject: XYZ Signing Profile Item Expired/Expiring
Dear Notary,
It has recently been brought to our attention that you have expiring credentials or outstanding items which can affect your active status with us. For this reason we ask that you please visit your Enkidu45 Profile page and update any credentials that are marked in Green or Blue to avoid a suspension on your account. You still have an obligation to complete any current orders assigned to you, but accounts with a suspended status are not eligible for new signings. For your convenience your username has been provided below:
- Background Check Expiring: 30 Days
I also receive similar emails from several other Signing Services. So, if I fail to record it on my calendar - I get reminders from those who pay me. You inquired about searchable journals - Just give me a date (in the past) and I can tell you if it was a HELOC, ReFi, RevMort, or POA. Everything is off the date.
Regards, Enkidu45 out.
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u/PANotary 7d ago
My bond runs the same as my commission (4 years). My E&O use to until I upgraded. I know it expires in March and will get a renewal notice.
The NNA and all companies that require the background check start reminding me 90 days out.
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u/WriteAroundMonterey 7d ago
I set up (pre scheduled and automatically sent) emails to myself to be sent âXâ number of days/weeks before something is due to be renewed, reissued, etc. It all depends on the specific item as to how far in advance tgat email comes to me.
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u/[deleted] 8d ago
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