Washington Notary Stamp and Seal Requirements

In Washington State, the notary stamp and seal are essential legal tools that confirm the authenticity of a notarial act. They represent the official authority of the notary public and ensure the reliability of notarized documents in legal, financial, and personal matters. Every signature, acknowledgment, or certification that a notary performs must include a compliant seal to be considered valid.

Beyond being a formality, the notary seal serves as a critical safeguard against fraud and forgery. It helps verify that the notary is commissioned correctly and that the notarization was completed in accordance with state requirements. Understanding these standards helps both new and experienced notaries maintain full compliance with Washington law.

Legal Requirement for Seals and Stamps

Washington requires all notaries public to use an official seal or stamp when performing a notarial act on a paper document. This requirement ensures that every notarized record can be traced to a commissioned notary who is legally authorized to act within the state. The seal acts as proof that the notarial act was lawfully completed and recorded.

A notary’s seal must always be applied at the time of notarization. It cannot be added later, nor can it be pre-stamped onto blank documents. The seal must remain under the notary’s exclusive control and cannot be used by anyone else. If a seal is lost or stolen, the notary must report it to the Washington Secretary of State within ten business days and obtain a replacement that is visibly different from the original.

The seal is the personal property of the notary, not of any employer or agency. When a notary leaves employment, the seal must remain with them and should never be surrendered.

Design and Format Requirements

Washington sets detailed design standards for all notary seals and stamps to maintain consistency, legibility, and long-term readability. Every element included in the seal serves a legal or identification purpose, helping the public confirm the authenticity of the notarization.

A properly designed notary seal must be easy to reproduce, clearly readable, and capable of producing permanent impressions on all types of paper documents. Whether used in ink or electronic format, the seal is a symbol of authority that confirms the notary’s identity and commission status.

Shape and Size

The official notary seal may be circular or rectangular. Circular seals must be at least 1 5/8 inches in diameter, and rectangular seals must measure at least 1 inch high by 1 5/8 inches wide. The seal must include a clear border that distinguishes it from any text or graphics on the document.

Required Elements

Each Washington notary seal must contain specific identifying details:

• The notary’s full name as it appears on their commission
  
• The words “Notary Public” and “State of Washington”
  
• The notary’s commission expiration date
  
• The commission number assigned by the Secretary of State

All text must appear in at least 8-point font to ensure legibility. The seal must not include the Washington state seal or any unauthorized design elements.

Ink and Reproducibility

The impression must be made with permanent ink and be photographically reproducible. Black ink is recommended because it provides the clearest results for scanned or copied documents. Embossers may be used for decorative purposes, but they do not fulfill the official seal requirement and should never be used to replace the inked impression.

Electronic Seals

Washington allows electronic notarizations, and notaries may use a digital version of their official seal. The electronic seal must contain the same required information as the physical version and be applied securely in a tamper-evident format. All electronic seals must comply with technical and security standards set by the Secretary of State to prevent unauthorized use.

Special Notes and Situational Rules

Washington’s regulations include several important provisions to ensure the integrity of each notary’s seal. These rules emphasize personal responsibility, ownership, and control over the official stamp.

The notary’s stamp is personal property and must never be surrendered to an employer. When a commission expires, is revoked, or the notary resigns, the seal must be destroyed or made unusable to prevent unauthorized use. Notaries may only purchase a stamp after receiving their official commission certificate and must provide a copy of that certificate to the vendor.

If the seal is lost or stolen, the notary must notify the Department in writing within ten business days and purchase a replacement that is clearly distinguishable from the original. If the original is recovered, it must be destroyed immediately to prevent confusion or misuse.

Importance of the Notary Seal

The notary seal represents public trust and legal assurance. It verifies that the signer’s identity was confirmed, the notarial act was performed according to law, and the notary was commissioned and active at the time.

If a seal impression is missing, unclear, or non-compliant, it can result in serious consequences. Documents may be rejected by financial institutions, government agencies, or courts. In some cases, the notarization may even be deemed invalid.

Maintaining a properly designed, legible, and compliant seal helps ensure every notarized document is accepted and enforceable. It also reflects the notary’s professionalism and credibility.

Best Practices for Compliance

Following best practices helps notaries stay compliant with Washington’s strict standards and avoid errors that could lead to document rejection or disciplinary action.

Invest in a Quality Seal

Notaries should obtain a durable, state-approved stamp that creates clean and consistent impressions. Investing in a high-quality notary stamp also reduces the risk of rejections due to unclear impressions. Washington notaries should invest in a high-quality state-approved notary stamp to stay compliant.

Keep Your Seal Secure

Always keep your notary seal locked and accessible only to you. Never share it with others or leave it unattended. Treat it as a formal, legal document at all times.

Replace Worn or Damaged Seals

If your seal begins to produce faded or distorted impressions, replace it immediately. Documents with unclear stamps can be rejected, even if the notarization itself was performed correctly.

Maintain Accurate Records

Record every notarial act in a detailed journal, including relevant information about the document and seal used. If adhesive seals or numbered labels are used, record those numbers for traceability.

Stay Informed

Rules for notarial practice, especially electronic notarization, continue to evolve. Notaries should review the Washington Secretary of State’s website regularly for updates to ensure ongoing compliance.

Electronic and Remote Notarization Seals

Electronic notarization has become increasingly common in Washington, enabling notaries to serve clients through secure online systems. The same legal principles apply to both traditional and electronic seals.

Electronic seals must contain the exact identifying details as physical seals and must be attached in a way that prevents tampering. Approved technology platforms provide encryption and verification tools to protect the authenticity of electronic notarizations. Remote online notarization adheres to these same standards, ensuring that every act is traceable, verifiable, and legally valid.

Upholding Public Confidence Through Proper Use

The notary seal is the visible sign of a notary’s official authority. It certifies that a notarial act was properly conducted, builds public confidence, and helps prevent document fraud. Without a compliant seal, even valid notarizations can lose their legal effect.

By maintaining full compliance with Washington’s detailed requirements and keeping their seals secure, notaries help preserve trust in the state’s notarization system. Every Washington notary should review their seal design and invest in a reliable replacement before renewal to guarantee continuous compliance.

A clear, compliant seal ensures that every notarized document fulfills its purpose, preserving authenticity, legality, and the integrity of public service across Washington State.