Notary Stamp & Seal Information

Your notary stamp and seal are more than just tools — they are the official mark of your authority as a commissioned notary public. Understanding what is required, how seals are used, and how to protect them is essential for every notary practicing in the United States.

What Is a Notary Stamp and Seal?

A notary stamp (also called a notary seal) is the official imprint a notary places on a notarized document to authenticate their signature and commission. It serves as visual proof that a properly commissioned notary performed the notarization. Without a valid seal, many notarizations may be considered incomplete or legally unenforceable.

The terms “stamp” and “seal” are often used interchangeably, but they refer to slightly different tools. A rubber stamp uses ink to imprint text on paper, while an embossing seal creates a raised impression by pressing into the paper. Both serve the same legal purpose, though individual state laws govern which types are accepted — and some states permit both.

To better understand the broader role a notary plays in legal transactions, see our overview of what a notary public is, including roles, responsibilities, and legal authority.

Common Information Required on a Notary Seal

While exact requirements vary from state to state, most notary seals must include certain key pieces of information. The following elements are commonly required across the country:

• The notary’s full legal name exactly as it appears on the commission
• The words “Notary Public” or similar designating language
• The name of the state in which the notary is commissioned
• The county of commissioning (required in some states)
• The commission expiration date (required in many states)
• A commission number or identification number (where required)

Some states also require the notary seal to include specific design elements, such as a border, a state seal image, or a set shape — typically rectangular or circular. Always verify requirements for your specific state before ordering a seal.

The table below provides a quick-reference overview of the most commonly regulated features of notary stamps and seals across the U.S.

Key Facts at a Glance: Notary Seal Basics

The table below summarizes key attributes commonly regulated by state notary stamp and seal laws. Always check your state-specific rules for exact requirements.

Ink Stamp vs. Embossing Seal: Which Do You Need?

Most notaries today use an inked rubber stamp because it produces a legible, scannable impression on paper. This is especially important as document scanning and electronic recordkeeping become more common. Many states have moved to require ink stamps for this reason, as embossed seals do not photocopy or scan reliably.

An embossing seal creates a raised impression without ink. While once widely used, embossing seals are now only the primary tool in a small number of states. However, some notaries use an embosser as a secondary deterrent against forgery — applying the embossed impression over the ink stamp. Check your state’s rules to confirm whether this practice is permitted.

State-Specific Notary Stamp and Seal Requirements

Because notary law is governed at the state level, requirements for stamps and seals vary significantly across the country. What is acceptable in one state may be non-compliant in another. For example, the required seal shape, permissible ink colors, the inclusion of a commission number, or the exact wording may all differ.

You can order your stamp or seal with ensured state required information from our notary supplies store!

Always consult your state’s official notary authority for the most current information.

Where to Place the Notary Seal on a Document

Most states require the notary seal to be placed near the notary’s signature on the notarial certificate — typically directly to the left of or beneath the signature line. The seal should never be placed over signatures, handwritten dates, or other critical text on the document.

The seal must be clear, complete, and legible in the final impression. A smeared, partial, or illegible seal may be grounds for rejection by a court, county recorder, or government agency. Best practice is to press the stamp firmly and evenly to produce a clean imprint every time.

If you are learning how to notarize documents for the first time, our step-by-step guide on how to notarize a document walks you through the complete process, including seal placement.

Protecting and Securing Your Notary Seal

Your notary seal is a powerful instrument. If misused or stolen, it can be used to commit fraud or forgery. As a commissioned notary, you have an ethical and legal obligation to keep your seal secure at all times. In many states, allowing another person to use your seal — even a co-worker or family member — is a serious violation of notary law.

Here are best practices for protecting your notary seal:

• Store your seal in a locked drawer, safe, or cabinet when not in use
• Never leave your seal unattended during a signing appointment
• Do not lend your seal to any other person under any circumstances
• Keep your seal separate from your notary journal so both cannot be taken at once
• Periodically verify your seal is in good working condition and producing clean impressions

For more guidance on keeping your notary supplies and tools organized, see our article on choosing the best notary supplies.

What to Do If You Lose Your Notary Seal

If your seal is lost, stolen, or destroyed, you should take immediate action. Most states require notaries to report a missing seal to their commissioning authority and to stop performing notarizations until a replacement seal is obtained. Continuing to use a seal after reporting it lost may create legal liability.

Our dedicated article on what to do if you lose your seal covers each step you should take in detail.

Electronic and Remote Notarization: Digital Seals

As remote online notarization (RON) has expanded across the country, the concept of the notary seal has evolved to include electronic and digital seals. These are digital representations of the traditional physical seal, applied to electronic documents during a remote notarization.

The rules governing electronic seals vary widely by state. Some states require notaries to use a specific technology platform that generates and attaches the digital seal automatically. Others allow notaries to create their own electronic seals within state-approved parameters. You should never use an electronic seal on a paper document or outside the context of an authorized electronic notarization.

To learn more about the evolving world of digital notarization tools and processes, see our guide on what you need to know about electronic notarization.

When You Renew or Change Your Commission

When your notary commission expires and you renew, or if any information on your commission changes — such as your name or county — you must order a new notary stamp or seal that reflects the updated information. It is illegal in most states to continue using an expired or outdated seal.

After receiving your renewed commission, your old seal should be destroyed or clearly defaced so it cannot be used. The notary products page at Notary Public Association’s notary supplies store offers compliant stamps and seals to help you stay equipped throughout your commission cycle.

If you need guidance on renewing your commission, our general resource on notary renewal by state is a helpful starting point.

Frequently Asked Questions

What information must appear on a notary seal?

Most states require the notary’s full name, the words “Notary Public,” and the state of commissioning. Many states also require the commission expiration date, commission number, and county of appointment. Requirements vary by state, so always verify with your state’s notary authority.

Can I use an embossing seal instead of an ink stamp?

It depends on your state. Some states allow both, others require only an ink stamp because embossed impressions do not scan or photocopy well. A small number of states still accept embossing seals as the primary tool. Check your state’s specific stamp and seal requirements.

What should I do if my notary seal is lost or stolen?

Report the loss to your state’s notary commissioning authority immediately and stop performing notarizations. Follow any required reporting procedures and order a replacement seal as soon as possible. Do not continue using your seal if it has been reported lost or compromised.

Do I need a new seal when I renew my notary commission?

Yes. When your commission is renewed, the expiration date changes — and often your commission number does too. You must order a new seal that reflects your updated commission information. Using a seal with outdated information can invalidate your notarizations.

Can someone else use my notary seal?

No. Only the commissioned notary may use their own seal. Allowing another person to use your seal — even under your supervision — is typically a violation of state notary law and may result in suspension, revocation of your commission, or legal penalties.

Conclusion

Your notary stamp and seal are the cornerstone of every notarization you perform, and understanding how to use, protect, and maintain them properly is one of the most fundamental responsibilities of being a commissioned notary. Whether you are brand new to the profession or an experienced notary refreshing your knowledge, staying current on your state’s specific stamp and seal requirements ensures that every document you notarize carries full legal weight.