Maryland notaries hold a vital position in the legal and business community by serving as impartial witnesses to document signings. To perform this duty correctly, notaries must use an official notary stamp or seal that meets all state requirements.
The stamp or seal acts as a visible mark of authenticity, confirming that the notarization was completed lawfully and under the notary’s authority. Understanding these rules is essential for every Maryland notary public.
Maryland law requires every commissioned notary public to use an official stamp or seal when performing a notarial act. The presence of this seal serves as verification that the document was signed and acknowledged in the presence of a legally appointed notary. Without it, the notarization may be considered invalid and rejected by recording offices, courts, or other entities that depend on official authentication.
This requirement ensures that each notarial act can be traced back to a specific notary through identifiable information. The law aims to maintain the credibility of Maryland’s notarial process and to protect both signers and recipients from potential fraud or forgery.
Maryland’s notary laws define what must appear on every notarial seal or stamp. The intent is to make the seal distinct and easily verifiable, reducing the likelihood of misuse or misrepresentation.
A Maryland notary’s stamp or seal must include:
Additionally, every notarial act must show the expiration date of the notary’s commission. The expiration date may be placed either within the seal impression or in the notarial certificate itself, as long as it clearly appears on the notarized document.
Maryland allows flexibility in the design of the notary stamp or seal, provided it is clear, legible, and capable of being reproduced on copies. The design must prioritize readability and permanence, ensuring it remains visible in both physical and electronic formats.
The law does not specify a required size or shape for the seal. However, most Maryland notaries prefer a rectangular stamp measuring approximately 1 inch by 2.5 inches or a circular seal with a diameter of roughly 2 inches. These common formats allow all required information to fit neatly and remain easily readable.
Each seal must contain all identifying information listed above. Decorative borders or graphic elements are permitted if they do not obscure or distort the text. The impression should be applied in a clear area on the document, avoiding overlap with signatures or important details.
Maryland notaries typically use dark ink, such as black or blue, because these colors reproduce best when scanned or photocopied. Embossers may also be used, as long as the impression can be clearly reproduced on copies. If the embossed impression alone is not visible, it must be accompanied by an inked stamp to ensure legibility.
Maryland notaries are authorized to perform both electronic and remote notarizations. For these acts, a digital version of the notary’s seal is used. The electronic seal must include the same identifying information as a traditional stamp and must be securely attached to the document in a tamper-evident way.
Only technology providers approved by the Maryland Secretary of State may be used for remote notarizations. This ensures that all electronic seals and signatures meet state security standards. Maryland’s rules for electronic notarization are designed to maintain the same level of trust, accuracy, and accountability as traditional paper notarizations.
The notary seal is more than a symbol; it is a legal safeguard that ensures authenticity and deters fraud. It confirms to the world that an authorized state official has verified a document and that the parties involved have been properly identified. Without a valid seal, a notarization may be rejected, causing delays or legal disputes.
For notaries, the seal represents their authority and personal responsibility. Each impression signifies that the notary has followed state law and verified the act’s legitimacy. This mark of trust is what gives notarized documents their credibility and enforceability.
Notaries should always approach their work with precision and care. Following best practices helps maintain compliance and strengthens public confidence in notarized documents.
A clear and durable stamp or seal ensures every document looks professional and meets state requirements. Maryland notaries should invest in a high-quality state-approved notary stamp to stay compliant. Using poor-quality equipment can result in unclear or incomplete imprints, which may lead to document rejection.
A notary’s stamp or seal must remain in the notary’s exclusive control. It should never be used by anyone else, including employers or assistants. If a seal or stamping device is lost or stolen, the notary is required to report the loss immediately to the Maryland Secretary of State and take steps to prevent further use.
If the impression becomes unclear or the information changes, the notary should replace the stamp or seal right away. A worn or outdated device can make documents difficult to verify and could call the notarization’s validity into question.
Notaries who perform electronic acts must use secure passwords, encryption, and approved platforms to protect their digital seals. Unauthorized access to a digital seal can lead to fraudulent activity and potentially result in disciplinary action.
Laws and administrative rules can change over time, especially as electronic and remote notarization evolve. Maryland notaries should regularly review official updates from the Maryland Secretary of State’s website to remain informed about the latest requirements and best practices.
Notaries must be careful to avoid errors that can invalidate a notarization. Common mistakes include using an expired seal, omitting the expiration date from the document, applying the seal in a way that covers text, or creating an unclear impression. Another frequent oversight is failing to verify that the information on the seal matches the notary’s current commission.
Taking a few seconds to check the clarity and accuracy of every seal impression can prevent costly issues later. Diligence in this area reflects professionalism and protects the notary from possible penalties or challenges to their work.
Maryland’s notary practices have evolved over the years, adapting to advances in technology and changes in recordkeeping. Early notaries relied on metal embossers that left raised impressions but were difficult to reproduce on copies. Over time, ink stamps became more common because they provided clearer marks on documents and could be easily scanned.
As electronic notarization gained popularity, Maryland updated its laws to include secure digital seals that meet the same standards of authenticity as physical seals. This balance between tradition and modernization allows notaries to continue serving the public effectively in both paper and electronic environments.
The notary seal is a cornerstone of Maryland’s notarization system. It assures all parties that the notarial act was performed under the authority of the state and in accordance with the law. Each clear, accurate impression represents integrity, legality, and the notary’s commitment to public trust.By using a reliable seal, maintaining proper control, and staying informed about state requirements, Maryland notaries can ensure their work is always valid and respected. To ensure that every notarization meets Maryland’s professional standards, notaries should use a dependable, state-approved notary stamp that produces clear and durable impressions.
Disclaimer: All information provided by Notary Public Association is for educational purposes only and is not intended as legal advice. Notary Public Association makes no representations or warranties as to the accuracy, completeness, or applicability of the information provided and assumes no liability for any actions taken in reliance on it. Always consult a licensed attorney or your local commissioning authority for guidance specific to your notary responsibilities and jurisdiction.
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