3.1 The Arizona Notary Seal: Required Elements and Use
Key Takeaways
- An Arizona official stamp may be any shape but the inked image may not exceed 1.5 inches high by 2.5 inches wide
- The stamp must show the notary's name as commissioned, the words 'Notary Public,' the county, the commission expiration date, the commission number, and the Great Seal of Arizona
- Dark, reproducible ink is required (black, dark blue, dark purple, or dark brown — never red) and impressions must be sharp, clear, and photographically reproducible
- A notary may keep only ONE official stamp at a time; an embosser is allowed only in addition to the inked stamp, never instead of it
- A lost, stolen, or compromised stamp must be reported to the Secretary of State within 10 days (certified mail) or the notary faces a $1,000 civil penalty under ARS 41-323
Why the Seal Matters
Your official stamp — commonly called the notary seal — is the physical mark that authenticates every notarization you perform in Arizona. When you press it onto a notarial certificate (the acknowledgment or jurat wording), you are publicly declaring that you completed a lawful notarial act.
Because the stamp carries this much weight, the Arizona Revised Statutes (A.R.S.) and the 2025 Notary Public Reference Manual spell out exactly what it must contain, how it must look, and how you must guard it. Expect the Prometric exam to test the seal's required elements, its size limits, its ink, the one-stamp rule, and the loss-reporting deadline.
Required Elements on the Stamp
Every Arizona stamp must include the same set of information, in any arrangement, so a document examiner can identify and verify you years later. Memorize all six items — exam questions frequently list five correct elements and one distractor (a common trap is "home address", which never appears on the seal).
| Element | What it shows | Example |
|---|---|---|
| Notary's name | Exactly as it appears on your commission | JANE M. DOE |
| "Notary Public" | The words identifying your office | Notary Public |
| County | The Arizona county where you are commissioned | Maricopa County |
| Commission number | Your unique state-assigned number | Commission No. 612345 |
| Expiration date | When your 4-year commission ends | My Commission Expires 06/14/2030 |
| Great Seal of Arizona | The state emblem image required on physical stamps | (state seal graphic) |
The phrase "State of Arizona" is also standard on commercial stamps and is fully acceptable; what the statute specifically requires is the Great Seal of the State of Arizona image on any physical stamping device.
Shape, Size, and Ink
Arizona is unusually flexible on shape but strict on size and ink. Under the official-stamp statute, the stamp may be any shape (rectangular, circular, or oval), but the inked image produced by a physical stamping device may be no more than 1.5 inches high and 2.5 inches wide. A circular stamp must therefore fit inside that box.
- Ink color: dark and reproducible — black, dark blue, dark purple, or dark brown. Red, light, or pastel inks are prohibited because they do not photocopy or scan reliably.
- Impression quality: every impression must be sharp, clear, and photographically reproducible so the stamp copies cleanly together with the record it is affixed to.
- Embosser rule: a raised-seal embosser (which leaves no ink) may be used only in addition to the inked stamp — never as a substitute. An embossed-only notarization is invalid in Arizona.
Example: A signer brings a deed and asks you to use your blue gel pen and a raised embosser "to make it look official." You decline. Arizona requires an inked rubber stamp with dark, reproducible ink and the Great Seal of Arizona. You apply your standard black-ink stamp; the embosser, if you own one, may be added but cannot stand alone.
The One-Stamp Rule and Placement
A notary may keep only one official stamp at a time. You may not maintain a second "backup" stamp with a different design, keep separate stamps at home and at work, or use different stamps for different clients. If a stamp wears out, is damaged, or your information changes (a name change or a new commission term with a new expiration date and number), you obtain a replacement and the old stamp is retired.
When you affix the stamp, follow these placement rules so the certificate remains legible and tamper-evident:
- Place the stamp near your notarial signature, within the certificate area.
- Do not stamp over text, signatures, or other stamps — an obscured seal can invalidate the act.
- Keep the entire impression on the page (not cut off at a margin) and fully legible for scanning.
- If a clear impression is impossible on the document, attach a separate, securely bound loose certificate and stamp that.
Securing the Stamp and Reporting Loss or Theft
You are personally responsible for the security of your stamp. Keep it under your exclusive control, store it in a locked or secured location, and never lend it or leave it unattended — letting another person use your stamp is serious misconduct that can lead to commission revocation and liability.
If the stamp (or your journal) is lost, stolen, or compromised, A.R.S. 41-323 requires you to act fast:
| Step | Requirement | Deadline |
|---|---|---|
| Notify the Secretary of State | Signed notice by certified mail or other receipted method | Within 10 days |
| Notify law enforcement | Required in the case of theft | Promptly |
| Penalty for missing the deadline | $1,000 civil penalty | Imposed by SoS |
The $1,000 civil penalty for a missed stamp/journal loss report is one of Arizona's highest notary fines and a favorite exam fact. Contrast it with the separate address-change rule under the same statute: report a new mailing, business, or residential address within 30 days or face a $25 penalty. Knowing the difference (10 days/$1,000 for loss vs. 30 days/$25 for address) is worth easy points.
Key Takeaways
- Six required elements: name, "Notary Public," county, commission number, expiration date, Great Seal of Arizona.
- Any shape, but the inked image must be no larger than 1.5" H x 2.5" W, in dark reproducible ink.
- One stamp at a time; embosser only as an add-on; place it near your signature and never over text.
- Report a lost, stolen, or compromised stamp to the Secretary of State within 10 days or pay a $1,000 penalty.
Which item is NOT a required element of an Arizona notary's official stamp?
An Arizona physical stamping device may produce an inked image no larger than which dimensions?
Within how many days must an Arizona notary report a lost or stolen stamp to the Secretary of State, and what is the penalty for failing to do so?
Match each Arizona stamp rule to its correct detail.
Match each item on the left with the correct item on the right