Understanding the Notary’s Seal and Stamp

A notary’s seal or stamp may seem like a simple mark, but it carries tremendous legal significance. It’s more than just ink on a page—it’s the official symbol of a notary’s authority and a key safeguard against fraud. For signers, businesses, and notaries alike, understanding the purpose and requirements of a notary’s seal is essential.

What Is a Notary Seal or Stamp?

A notary seal (sometimes called a notary stamp) is an impression applied to notarized documents that identifies the notary public and authenticates the notarization. It usually includes:

• The notary’s name

• The state and county of commission

• The commission number (if required)

• The expiration date of the notary’s commission

• The words “Notary Public”

Some states require an inked stamp, while others permit an embossed seal (a raised impression without ink).

Why Is the Seal Important?

1. Proof of Authority

   The seal shows that the notary was legally authorized to perform the notarization.

2. Fraud Prevention

   The unique design and registration of the seal make it harder for documents to be forged or altered.

3. Legal Requirement

   Most states require a notary’s seal or stamp for documents to be recognized as valid. Without it, the notarization may be rejected.

4. Identification in Disputes

   If a notarization is challenged, the seal provides identifying information about the notary who performed the act.

   
   

Seal and Stamp Requirements by State

Regulations vary, but in general:

• Ink Color: Some states specify ink color (e.g., black or blue).

• Shape and Size: The design must meet state standards—commonly rectangular or circular.

• Embossers vs. Stamps: Certain states require inked stamps, while others permit embossers as long as the impression is legible.

• Digital Seals: For remote online notarization (RON), states require an electronic notary seal with tamper-proof technology.

  
  

Best Practices for Notaries

• Always use your seal on the notarial certificate, never directly on the signature or text.

• Ensure the seal impression is clear and legible. Smudged or incomplete seals can lead to document rejection.

• Protect your seal—never lend it to others, and replace it immediately if it’s lost or stolen.

• When your commission expires, destroy the old seal according to state law.

  
  

Final Thoughts

A notary’s seal or stamp is more than a formality—it’s a powerful tool that ensures trust, legality, and security in notarized transactions. For signers, it provides peace of mind that their documents are valid. For notaries, it represents both authority and responsibility. Understanding and respecting its use is a cornerstone of professional notary practice.