In plain English
Requirements for what must appear on it, and whether it is an ink stamp or embosser, are set by state law. It must be legible when copied.
Keep it locked up. If it is lost or stolen, report it as your state requires.
Press or stamp firmly in a clear spot, and check each impression is readable before the page is copied or scanned.
Why it matters
A smudged or partial seal impression is a frequent reason recorders and agencies send documents back. After a scan or fax, a faint stamp can become unreadable, and the signer may have to repeat the whole notarization.
A seal in the wrong hands can be used to fake notarizations, which is why keeping it locked and reporting a loss matters.
Worked example
A notary stamps beside the certificate without covering any text, then checks the impression is clear.
What to do
- Stamp on a firm, flat surface in a clear area near the certificate.
- Avoid covering signatures, dates or printed text.
- Check every impression for legibility before the document leaves.
- Store the seal securely when not in use.
- Report a lost or stolen seal as your state requires and replace it.
Common mistakes
- Stamping over the signature can make both unreadable and lead to rejection.
- Using a nearly dry ink pad produces faint impressions that disappear on copies.
- Leaving the stamp where others can reach it risks misuse that could be traced back to the notary.
Not the same as: Notarial certificate
The seal identifies the notary through an impression, while the certificate is the written statement of the act that the seal accompanies. See Notarial certificate.
Go deeper
- Notary Stamp vs Seal: What's the Difference?: People say stamp and seal interchangeably, but the details differ. Learn the difference between ink stamps and embossers and what each state usually requires.
- Where to Place a Notary Stamp so It Stays Legible: Practical tips on placing a notary stamp near the certificate, avoiding text and signatures, and fixing a smudged impression without ruining the document.
- Lost or Stolen Notary Stamp: Steps to Take Right Away: If your notary stamp or journal disappears, act quickly. Here are the steps for reporting it, protecting signers, replacing the tools and preventing a repeat.
Related terms
- Oath and affirmation: A spoken promise to tell the truth. An oath calls on a higher power; an affirmation does not.
- Power of attorney: A document that lets one person (the agent) act for another (the principal) on stated matters.
- Notary scam: A fake job or check scheme that targets notaries and signing agents.
Common questions
What is a notary seal or stamp?
The stamp or embosser a notary places on a certificate that shows their name and commission details.
Can you give an example of notary seal or stamp?
A notary stamps beside the certificate without covering any text, then checks the impression is clear.
Is an embossed seal enough on its own?
Some states require an ink seal that copies clearly, and an embossing alone may not show up on scans. Check your state's rules and the receiving office's needs.
What should a notary do if the stamp impression is unclear?
State rules differ. Some allow a second impression nearby, and others require a fresh certificate. The notary should follow their state guidance.
General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.