North Dakota Notary Stamp and Seal Requirements

In North Dakota, every commissioned notary public is required to use an official stamp on all notarized documents. This official stamp authenticates the notarial act and ensures that the signature or acknowledgment was performed by a duly commissioned notary within the state. Without this impression, a notarized document may be rejected or considered invalid.

These requirements protect the integrity of notarizations and promote uniformity in document authentication. The North Dakota Secretary of State sets specific standards for what each stamp must contain and how it must appear to guarantee accuracy, legibility, and authenticity.

Notaries are responsible for understanding these rules before performing any notarial act. Using an incorrect or outdated stamp can result in rejections, fines, or disciplinary actions, making attention to detail essential for compliance.

Legal Foundation for Stamp Requirements

North Dakota law requires every notary public to obtain and use an official stamping device that clearly identifies their name, title, state, and the expiration date of their commission. The official stamp must produce an image that is clearly visible when photocopied or scanned.

The Secretary of State issues a certificate of authorization, which allows an approved vendor to create the notary’s stamp. Once made, the notary must return an impression of that stamp for verification before using it for official acts.

Every notary is responsible for ensuring that their stamp exactly matches the information on their commission as shown on their certificate and that it remains legible and in good condition throughout their commission period.

Design and Format Requirements

The design and layout of North Dakota notary stamps are standardized to ensure legibility and prevent fraudulent misuse. Notaries may choose between a circular or rectangular stamp, provided it meets the specific state size limits and content guidelines.

Acceptable Designs

A notary may use either a circular stamp measuring approximately one and five-eighths inches in diameter or a rectangular stamp no larger than seven-eighths inch high by two and five-eighths inches wide. Both styles must include a clear border surrounding all text elements.

The stamp must use ink that produces a clear, permanent impression that can be reproduced accurately in copies or electronic scans. Black or dark blue ink is most commonly used for readability and professional presentation.

Content Specifications

A compliant North Dakota notary stamp must contain only the following elements:

• The notary’s full name as it appears on the commission certificate
  
• The words “Notary Public”
  
• The words “State of North Dakota”
  
• The notary’s commission expiration date

No other words, numbers, symbols, or graphics are allowed. The Great Seal of North Dakota may not appear on a notary stamp. Simplicity and clarity are required to maintain official uniformity across all notarized records.

Ownership and Custody of the Stamp

The official stamping device belongs solely to the notary public, even if an employer purchased it. The notary is responsible for its safekeeping and must ensure that no one else has access to it.

Employers have no right to keep or use the stamp when a notary leaves a position. The device must remain under the notary’s direct control at all times.

If a notary’s commission expires, is revoked, or the notary resigns, the stamping device must be destroyed or rendered unusable so that it cannot be misused. Loss or theft of the device must be reported promptly to the North Dakota Secretary of State.

Electronic and Remote Notarization Standards

North Dakota authorizes both electronic and remote notarizations when performed in accordance with approved procedures. The exact identification and content requirements that apply to physical stamps also apply to electronic ones.

An electronic notary’s stamp must contain the notary’s name, title, state, and commission expiration date. It must be securely attached to or logically associated with the electronic record so it cannot be altered or removed.

Notaries performing remote or electronic notarizations must notify the Secretary of State and use only technology providers that have been approved for secure and verifiable transactions.

Importance of the Notary Stamp

The notary stamp is a vital component of every notarization because it verifies the authenticity of the act and identifies the official who performed it. It provides visible proof that the document was correctly executed under the authority of the State of North Dakota.

A clear and accurate stamp impression prevents disputes, forgery, and delays in processing important documents. It reassures recipients that the notarization was legally performed and that the document can be trusted.

Without a proper stamp impression, a notarized document may be rejected by government offices, title companies, or courts, potentially invalidating critical transactions.

Best Practices for Stamp Compliance

Maintaining a compliant notary stamp is crucial for every North Dakota notary. The following practices help ensure accuracy, security, and professionalism in every notarization:

1. Purchase a high-quality, state-approved notary stamp that meets all North Dakota design and content standards. North Dakota notaries should invest in a reliable, durable stamp from a trusted supplier to ensure full compliance.
   
2. Keep your stamping device locked and under your control when not in use.
   
3. Use dark, permanent ink that ensures clear impressions.
   
4. Affix the official stamp on the notarial certificate of the tangible record at the time of notarization.
   
5. Regularly inspect your stamp for wear and replace it if the impression becomes unclear or incomplete.
   
6. Destroy or disable the stamping device immediately if your commission ends, is revoked, or if you resign from the position.
   
7. Report any loss or theft of your stamping device to the Secretary of State as soon as possible.
   
8. For electronic notarizations, use only approved digital platforms that protect your electronic seal from alteration.

Following these steps not only ensures compliance but also protects the public and strengthens the credibility of every notarization performed.

Maintaining Professionalism and Public Trust

A clear, compliant notary stamp is an outward sign of a notary’s commitment to integrity and precision. It reflects professionalism and respect for the laws that govern the office.

Clients and agencies rely on visible, well-placed stamp impressions as evidence of authenticity. Investing in a quality, state-compliant stamp demonstrates responsibility and reliability, qualities that help notaries build trust and maintain their reputations.

Consistency and care in using the stamp show that a notary understands the importance of their public role and is dedicated to upholding it.

Building Confidence Through Compliance

For North Dakota notaries, the official stamp represents authority, authenticity, and accountability. Each impression confirms that a document was notarized correctly, in full compliance with state law, and by an authorized individual.

Keeping the stamp in good condition, using it correctly, and safeguarding it from misuse all contribute to maintaining public trust in notarized documents. When handled properly, the notary stamp ensures that every transaction, affidavit, and acknowledgment stands as valid and enforceable.

By maintaining a state-approved, well-kept notary stamp, North Dakota notaries reinforce their integrity and the confidence that others place in their work. The stamp remains a lasting mark of professionalism and lawful conduct in every notarization they perform.