Any notary public understands that their official seal holds great power. Like ancient royalty authorizing their latest decree with hot wax and a ring, a notary's seal (also referred to as a stamp) is a sign of authenticity for legal documents.

Many notaries rely on different types of tools to apply their state-authorized seals. In this article, we'll cover everything a person needs to know about notary stamps, including their role in notarization, the materials required for proper sealing and how to protect your notary supplies from damage or misuse.

Why Is a Notary Seal Important?

The primary function of a notary is to prevent fraud and forgery. This is accomplished by offering various notary services like identification verification and signature witnessing.

When a commissioned notary validates a document and signature, they notarize it using their seal. The seal, therefore, proves that a legal document has been properly notarized and is legally approved.

The information presented on seals varies from state to state. However, most usually include the notary's name and commission expiration date.

When Is a Notary's Stamp Required?

There are no blanket notary laws that govern the entire country. Every state has its own regulations, including when and where notarization is necessary. However, these two acts are the most common.

Jurats

A jurat is a way for a signer to affirm that the document contents are true and accurate. The signer usually appears before the notary in person and repeats the affirmation out loud. Jurats are commonly performed on legal documents like affidavits and depositions.

Acknowledgments

An acknowledgment confirms the following:

• The signer's identity
• That the document is being signed voluntarily
• That the signer understands the contents of the document

Signers must appear before the notary — either in person or remotely — and verbally acknowledge their identity and their understanding of the document. Acknowledgments are commonly used for mortgage and deed documents.

Seal Application Methods

The two most popular tools a notary uses to apply their seal to a document are an ink stamp or embosser.

Self-Inking Stamp

Stamps use ink and a rubber version of a notary's seal to create a clear and visible mark. The seals are either rectangular or round, depending on the state. Most modern stamps, including ours, are self-inking and come in a variety of colors, from pink to traditional black.

Notary Embosser

An embossed seal is the more traditional notarization tool. It's a metal clamp that presses a round, raised indentation of a state-compliant seal onto documents. Because this method is ink-free, it's often used with an embossment inker to make the seal easier to see on photocopied or scanned documents.

Choosing the Right Method

The way a notary applies their seal is decided by state law, personal preference or a combination of the two. Some states only allow ink stamps, a few allow ink stamps and embossers, and others have no preference.

Read through state requirements to find out which method is acceptable. A notary's stamping authority depends entirely on using the appropriate application. Our website has plenty of how-to guides (like this one for Florida) that can help interested applicants get started.

For notaries in states that have no specific requirement, select the method that seems the most convenient. A self-inking stamp is quick and less prone to messes. However, the raised seal of an embosser draws from a long notary tradition and gives clients the look they expect from a notarized document.

That's why some notaries choose to use both methods on important legal documents like wedding certificates acknowledgment real estate purchase agreements.

Best Practices

Thankfully, using a stamp is as simple as it sounds. The main thing to remember is to always apply the stamp or embossed seal on a flat surface, not at an angle. A flat surface and good pressure ensure a visible seal.

Also, ensure that your stamps and embossers are in good condition to avoid unnecessary mistakes or delays in service.

When it's time to clean your rubber stamp, we recommend wiping it with a damp rag or paper towel. Do not use cleaning detergents or harsh material on the stamp, as this could affect its performance and the quality of your future notarial acts.

Always store your stamp in a safe, dry location to prevent damage or loss.

Getting a Stamp

States do not supply stamps or any other necessary materials. It's up to the individual to find quality notary supplies. Visit our notary supplies page to view a list of all items available for sale. Orders are processed quickly, and we offer various shipping methods to ensure you receive your supplies when you need them.

There are many online marketplaces for stamps, but only Notaries.com offers high-quality supplies paired with over 50 years of knowledge and experience. We have comprehensive notary packages for most states that include a custom stamp, surety bond, notary journal and commission certificate. Our stamps are made to meet all state requirements, and instructions for cleaning and re-inking are included.

From all-in-one supplies packages to individual stamps, we have the products that new notaries need for a strong start to their commissions.

FAQs About Stamps for Notaries

How long is a stamp valid?

In most states, a notary's stamp is only valid during an active commission. A majority of states use four-year commission terms. Once a commission expires, most notaries need a new stamp when renewing. In most cases, a notary cannot use an old stamp from a previous commission and must safely discard the old supplies.

Be sure to register your new stamp with the state to keep records up to date.

Is a notary public stamp required for notarizing documents?

Yes. A document without an official seal applied by a stamp or embosser is not legally recognized as notarized.

What happens if an unsigned document is stamped by a notary?

It is extremely unlikely that a notary in good standing would willingly stamp an unsigned document. Signature verification and identity authentication are the main ways a notary prevents fraud. Anyone who receives a “notarized” document with no signatures should be very suspicious and possibly pursue legal action.

What if a stamp is lost or stolen?

A notary with a lost or stolen stamp should take immediate action to prevent fraudulent notarial acts.

No matter what happened, we recommend contacting the state government agency that handles notary commissions. If the stamp was stolen, file a police report and send a copy to the state. Then, reorder a new stamp that is different from your old one. This will help prevent future fraud.