4.3 Seal and Stamp Requirements
Key Takeaways
- An Oregon official stamp imprint must contain the state seal plus the words 'Official Stamp,' the notary's printed name, 'Notary Public - Oregon,' 'Commission No.' with the number, and 'My Commission Expires' with the date (ORS 194.290)
- The commission expiration date on the stamp uses a spelled-out month, two-digit day, and full four-digit year
- A notary cannot perform any act until the commission is issued and the official stamp is obtained using the Certificate of Authorization from the Secretary of State
- The notary has exclusive responsibility for the stamp; it may not be lent or used by anyone else, and loss or theft must be reported promptly to the Secretary of State
- When the commission ends, the stamp must be disabled - destroyed or defaced so it can no longer be used
The Official Stamp (ORS 194.290)
Oregon notaries must have an official stamp to perform notarial acts on tangible records. Under Oregon law the official stamp is the official seal - the statute uses "stamp," and the impression it makes is the seal. The imprint must be legible and capable of being copied or photographed together with the record it is affixed to, because county recorders reproduce the page.
Required Imprint Elements
The reasonably legible imprint must contain the state seal and the following wording in descending order, centered to the right of the seal:
| Order | Required text |
|---|---|
| 1 | Official Stamp |
| 2 | The notary's printed name (as commissioned) |
| 3 | Notary Public - Oregon |
| 4 | Commission No. followed by the commission number |
| 5 | My Commission Expires followed by the expiration date |
The expiration date must be expressed as the month spelled out, a two-digit day, and the complete four-digit year - for example, "My Commission Expires September 04, 2029." A numeric-only date (09/04/2029) does not meet the rule.
Getting Your Stamp - Sequence Matters
After the Secretary of State approves the commission, it sends two items by email:
- The Notary Commission Certificate.
- A Certificate of Authorization to obtain an official stamp.
You take the Certificate of Authorization to a stamp vendor. You cannot notarize until both (a) the commission is issued and (b) you have the official stamp in hand. Passing the exam alone does not authorize you to act.
Stamp Formats
| Format | Allowed in Oregon |
|---|---|
| Rubber ink stamp | Yes - most common; photographs/copies cleanly for recording |
| Embosser | Yes, but an inked or photographable impression is preferred for recordable documents |
| Electronic stamp | Yes, for electronic and remote online notarizations |
An ink stamp is generally preferred over a raised-only embosser because county recorders must be able to reproduce the imprint; a blind emboss may not photocopy.
Security - Exclusive Control
| Rule | Detail |
|---|---|
| Exclusive use | Only the commissioned notary may use the stamp |
| No lending | The notary may not let anyone else use or possess it |
| Secure storage | Lock the stamp away when unattended |
| Report loss/theft | Notify the Secretary of State promptly |
Letting a coworker "stamp a few documents" while the notary is away is a textbook violation and a common exam scenario.
Using and Placing the Stamp
For each act on a tangible document: complete the certificate wording, sign your name exactly as on file with the Secretary of State, then affix a clear, legible stamp near your signature on the same page as the certificate, without overlapping signatures or text.
Disabling the Stamp When the Commission Ends
When a commission expires, is resigned, or is revoked, the notary must stop notarizing immediately and disable the stamp so it cannot be reused.
| Termination event | Required stamp action |
|---|---|
| Expiration | Disable (destroy or deface) |
| Resignation | Disable (destroy or deface) |
| Revocation | Disable; surrender if directed by the Secretary of State |
Stamp vs. Seal - Clearing Up the Vocabulary
Exam writers test whether you understand Oregon's terminology. In Oregon, the stamp is the device that produces the impression, and the impression itself is the seal. The statute speaks of the official stamp, and that official stamp is the notary's official seal for all legal purposes. So when a question asks whether Oregon notaries need a "seal," the answer keys on the official stamp - they are the same legal requirement, not two separate items. There is no separate raised-only seal mandate beyond the official stamp imprint described in ORS 194.290.
Defective or Illegible Imprints
Because county recorders must reproduce the imprint, a smudged, faint, or partially cut-off stamp can cause a recorder to reject a document for recording. If an imprint is illegible, the notary should re-stamp in a clear area of the same page rather than stamp over text or a signature. The imprint must be capable of being copied or photographed together with the record - this is the legal reason a clear, ink-based impression is favored over a blind emboss.
| Problem | Consequence | Fix |
|---|---|---|
| Faint or smudged imprint | Recorder may reject the document | Re-stamp clearly on the same page |
| Stamp over signature/text | Obscures required information | Place imprint near, not over, the signature |
| Wrong/old stamp after renewal | Wrong expiration date appears | Order a new stamp reflecting the current commission |
Renewal and a New Stamp
A commission is issued for a term (generally several years). On renewal, the expiration date changes, so the prior stamp shows an inaccurate date and must be replaced. The notary obtains a new Certificate of Authorization with the renewed commission and orders a fresh stamp; the old stamp should be disabled once the prior term ends so it cannot be used with a stale expiration date.
Exam Cheat Sheet
- Imprint must show the state seal, "Official Stamp," the printed name, Notary Public - Oregon, Commission No., and My Commission Expires (month spelled out).
- The official stamp IS the official seal - one requirement, not two.
- Cannot act until commissioned and stamp obtained.
- No lending; report loss/theft to the Secretary of State.
- Imprint must be legible and reproducible; re-stamp if smudged.
- Disable (destroy/deface) the stamp when the commission ends or on renewal of the term.
Which set of wording must appear on an Oregon official notary stamp imprint?
When may a newly approved Oregon notary begin performing notarial acts?
An Oregon notary's commission expires next week and is not being renewed. What must the notary do with the official stamp?