Notary Seal and Stamp Specifications

The notary seal (or stamp) is the notary's official mark — it authenticates notarized documents and identifies the notary who performed the act. The seal is as important as the notary's signature; without it, a notarization may be invalid.

Types of Notary Seals

There are two primary types of notary seals:

Rubber Ink Stamp

• Produces a visible ink impression on the document
• Available in colors specified by state law (commonly black, blue, or purple)
• Most commonly used type of seal
• Produces impressions that are easily readable when photocopied, faxed, or scanned
• Available in self-inking or pre-inked models

Embosser (Raised Seal)

• Creates a raised impression pressed into the paper
• Does NOT use ink — creates a tactile impression
• Cannot be photocopied easily (impressions may not show on copies)
• Some states allow embossers as the primary seal; others require them only in addition to an ink stamp
• Often used as a secondary security measure

Important: Ink Stamp vs. Embosser Rules

Trend: Most states now prefer or require ink stamps because they reproduce clearly on photocopies, scans, and faxes. Embossers alone are becoming less acceptable because they don't show on copies.

Required Seal Elements

While requirements vary by state, most notary seals must include:

Common Seal Formats

Rectangular Stamp (Most Common):

┌─────────────────────────────────┐
│        JANE M. SMITH            │
│        Notary Public            │
│     State of California         │
│   Commission # 1234567          │
│ My Commission Expires: 12/31/29 │
└─────────────────────────────────┘

Round Stamp: Some states require or allow a round format, which is common for embossers and some ink stamps.

Seal Specifications

Common physical specifications include:

Seal Security

The notary seal is a controlled item that must be protected from unauthorized use:

Security Requirements

1. Keep the seal under your direct control at all times
2. Never lend the seal to anyone — not even another notary
3. Store the seal in a locked location when not in use
4. Never pre-stamp blank documents or certificates
5. Report loss or theft immediately to the Secretary of State and/or law enforcement
6. Destroy the seal when your commission expires (or as directed by state law)

Lost or Stolen Seal

If your seal is lost or stolen:

1. Notify the commissioning authority (Secretary of State) immediately
2. File a police report if theft is suspected
3. Obtain a replacement seal as soon as possible
4. Note the loss in your journal with the date and circumstances
5. Monitor for unauthorized notarizations performed with your seal

Unauthorized Use

Using someone else's notary seal, or allowing someone to use yours, is a criminal offense in most states. This includes:

• Employees using the boss's seal without authorization
• Family members using a relative's seal
• Former notaries continuing to use an expired seal

On the Exam

Seal questions are common on notary exams:

• Must include: Name, "Notary Public," state, commission number, expiration date
• Ink stamps preferred over embossers in most states (better for copies)
• Must be photographically reproducible
• Must be kept secure — never lend or pre-stamp documents
• Report loss/theft immediately
• Destroy when commission ends