Florida Notary Stamp And Seal Requirements: What’s Allowed And What’s Not

Florida’s notary seal requirements are designed to protect the public by ensuring every notarization is clearly identifiable, traceable, and legally valid. Chapter 117 of the Florida Statutes outlines exactly what must be included on a notary’s physical and electronic seals, the correct way to apply them, and the steps to follow if the seal is lost or compromised. For the Notary Public Association and its members, a full understanding of these guidelines is essential for accurate, compliant notarization practices. 

Source: Florida Statutes Chapter 117

Paper Seal Requirements (Rubber Stamp)

Florida requires every notarization performed on paper to include a rubber stamp seal. This stamp serves as the legally recognized notary seal for all paper-based notarizations. While a notary may choose to use an embosser, it is entirely optional and never substitutes for a rubber stamp.

Section 117.05(3)(a) specifies that the rubber stamp seal must appear on every notarized paper document and contain specific information. Regardless of the design chosen, a Florida notary must ensure the stamp impression is clean, complete, and clearly legible.

Source: Florida Statutes §117.05(3)

Required Wording And Information On The Stamp

Every Florida notary’s rubber stamp must include four written components defined by Florida law:

• The phrase “Notary Public-State of Florida”
  
• The notary’s commissioned name exactly as it appears on the official commission
  
• The notary’s commission number
  
• The expiration date of the notary’s commission

Additionally, the notary must print, type, or stamp their commissioned name below their handwritten signature on every paper notarization. This requirement ensures that even when stamp impressions fade or become partially obscured, document recipients can still identify the notary performing the act. 

Source: Florida Statutes §117.05(3)(a)

Ink Color And Legibility Rules

Florida law requires that the rubber stamp seal be placed using photographically reproducible black ink. This rule exists because many notarized documents pass through scanning, copying, and electronic archiving systems. Black ink is far less likely to disappear, smear, or lighten during reproduction.

To maintain compliance, notaries should regularly inspect the condition of their ink pad or self-inking system to ensure it is functioning properly. If an impression becomes faint or inconsistent, the notary must refresh or replace the stamp before continuing notarizations. Failing to do so risks having documents rejected by courts, lenders, or recording offices.

Seal Design, Shape, And Acceptable Sizes

While some states mandate exact dimensions for notary seals, Florida does not. The law focuses on ensuring the required information is present and easily readable. Notaries may choose rectangular, round, compact, or self-inking formats, provided that the full statutory wording appears clearly.

Commonly used Florida-compliant seal sizes include rectangular impressions approximately 1″ × 2″ to 1″ × 2.5″ and round impressions around 1⅝” in diameter. When choosing a seal design, notaries should prioritize clear, simple fonts, appropriate spacing, and layouts that avoid crowding required information. The most important factor is clarity, not style.

Using Embossers As Optional Add-Ons

An embosser may be used as an aesthetic supplement to the official rubber stamp seal. Embossers create a raised impression but do not satisfy the statutory requirement because the impression cannot always be photocopied or digitally reproduced. For this reason, Florida law clearly designates the rubber stamp—not the embosser—as the official seal for paper notarizations.

If a notary chooses to use an embosser, it must be applied in addition to, not instead of, the rubber stamp. Many notaries use embossers to provide clients with a more formal appearance, but documents will only be legally complete when the black-ink rubber stamp impression appears clearly alongside the notarial certificate.

Confirm embossing rules here: Source: Florida Statutes §117.05

Distinguishing Physical Seals From Electronic Notary Seals

Florida recognizes electronic notarization as well as Remote Online Notarization (RON). In these settings, the notary does not use a physical rubber stamp. Instead, the “seal” becomes a required set of information embedded into the notary’s electronic signature.

Section 117.021 explains that when a document is electronically signed and notarized, the seal requirement is fulfilled if the electronic signature includes specific identifying information. This allows electronic notarizations to remain secure, traceable, and tamper-evident without the need for a traditional stamped image.

Review the full statute here: Source: Florida Statutes §117.021

Required Elements In Electronic And Remote Online Notarization

Under Florida law, an electronic notary seal must include the following information within or attached to the notary’s digital signature:

• The notary’s full commissioned name
  
• The words “Notary Public State of Florida”
  
• The notary’s commission number
  
• The notary’s commission expiration date

For remote online notarization, additional requirements apply, such as identity proofing, secure audio-video communication, long-term session storage, and the use of approved RON platforms. The electronic signature must also be unique to the notary, verifiable, and protected so any changes to the document after notarization can be detected.

View official RON requirements here: Resource: Florida Remote Online Notary Information

Lost, Stolen, Or Damaged Seal Procedures

Florida requires notaries to maintain absolute control of their seals. Under §117.05(3)(c), the notary must promptly notify the Department of State or the Governor’s Office in writing if a seal is lost, stolen, or suspected of being used by someone else. Lost or stolen seals pose serious risks because they can be misused to produce fraudulent notarizations.

If theft occurs, filing a police report is strongly recommended. Notaries should also contact their bonding agency for specific instructions and complete any required notification forms. A replacement seal must be purchased immediately so the notary can continue performing lawful notarizations with a valid stamp.

Reference procedure details here: Source: Florida Statutes §117.05(3)(c)

Compliance Checklists For Florida Notaries

Paper Seal Compliance

• Rubber stamp seal used on all paper notarizations
  
• Wording “Notary Public-State of Florida” clearly visible
  
• Name matches the notary’s commissioned name exactly
  
• Commission number and expiration date included
  
• Black ink used for every seal impression
  
• Seal impression is legible and does not overlap essential text
  
• Printed or typed name appears below notary’s signature

Electronic Seal Compliance

• Electronic signature includes all required seal information
  
• Tamper-evident technology used
  
• Notary maintains exclusive control of the digital signature
  
• Approved RON platform used when performing online notarization

Lost Or Stolen Seal Compliance

• Stop using compromised seal immediately
  
• Notify Department of State or Governor in writing
  
• File police report if stolen
  
• Contact bonding agency for forms
  
• Order replacement seal promptly

These checklists help notaries self-audit their practices and ensure ongoing compliance with Florida law.

Ordering Compliant Seals Through Association Vendors

The safest way for notaries to ensure full compliance is to order seals through reputable, state-informed vendors. Approved vendors understand Florida’s statutory wording requirements, verify commission information before manufacturing, and offer both physical stamps and electronic seal solutions that meet state standards. Using trusted suppliers helps prevent errors, omissions, or non-compliant seal designs.

Essential Takeaways For Notaries

Florida notaries should maintain reliable tools, follow statutory seal requirements exactly, monitor the clarity of their rubber stamp impressions, keep electronic signature settings updated, and take immediate action if a seal is lost or compromised. These practices ensure professionalism, legal compliance, and the integrity of all notarizations performed.hrough training, updated resources, and professional guidance that strengthen skills and build lasting trust with clients.