Notary Stamp Compliance Trends Worth Watching

 

A notary stamp is something you will rely on to stay in compliance. There are many notary stamp compliance trends out there but here are a few that you should know about. States, those who receive your documents and your commissioning authority all take your notarial certificate seriously. If your stamp is unreadable, out of date or doesn't comply with your states rules you could run into problems when someone is requesting a notarized document from you.

If you are a notary you should know what your state requires on your stamp and make sure you have that when you renew your commission. Always make sure you have supplies that allow you to make a clear impression on your notarial acts. Every state will differ on some things but these are some helpful tips to remember.

Notary Stamp Compliance Trends Are More State Specific

One trend we see is that notary stamp compliance trends are becoming more specific to the state. Whether its your notary's name that is commissioned, your title, commission expiration date, commission number, county you live in, your jurisdiction, what kind of border you have on your seal, ink color or if you are allowed to use an embosser and or ink stamp. There are so many things to consider when looking at notary stamp compliance.

Your stamp may be compliant in one state but not the next. Just because your old co-workers stamp was compliant doesn't mean you should use that information to base your stamp off of. Make sure you are looking at your states requirements and double check the stamp proof that is provided before ordering. Look at any punctuation that is needed and your name. Sometimes your name on your commission may be different from how you normally sign. Always go by what your state requires.

If you use a company that provides you with a custom stamp you are one step ahead. Just make sure you know what your state wants on your stamp and provide that information to your supplier.

Renewals Can Play A Factor

When you get a new term on your commission make sure to look at your supplies. Most states will require you to have your new expiration date and commission number on your stamp. By not doing this you may be putting false information on your documents. Even if you have everything else on your notarial act done correctly.

Don't wait until the last day to make sure you have updated your stamp. Learn what your state does when you renew your commission and order your stamp once you know what information your state will want you to have. Store your old stamp somewhere you know you won't use it.

You may have to change your stamp if your name changed or your commission changed. Depending on what your state requires. Some may need a new seal right away or you may have to file something with your state. Check with your state if you are unsure.

Notary Stamp Impressions Should Be Readable

It's not only what information is on your stamp but how it looks when stamped. You want to make sure your impression is clear and legible. Someone may need to copy your document or even scan it. If your stamp isn't clear you are going to run into problems down the road.

That is why many notaries are switching to self-inking stamps. They allow you to make a crisp impression each time you stamp your document. Having readable text can benefit you and the person who will be receiving your notarized document.

Always make sure your notary stamp has proper maintenance. Make sure you have a fresh pad of ink in your stamp. Don't use the wrong refill ink and keep your stamp clean. Make sure to test your stamp out before an appointment. If your stamp is beginning to show signs of not making a good impression change your pad or your stamp.

You want to make sure your stamp is safe from the elements. Extreme temperatures and sun can affect your stamp. Make sure to store your stamp somewhere no one else can get to it.

Have Your Supplies Ready For Paper Notarizations

As we saw during the pandemic notary stamp compliance is changing. Many states are allowing their notaries to perform remote online notarizations. However, you should still have your supplies for paper notarizations ready. Many documents will still come to you that you will need to stamp.

Make sure you know what type of notary you are when it comes to your state's laws. You may be able to notarize remotely but you may not know the difference between that and electronic notarization. You want to have the right supplies for what your doing. If you are performing a remote online notarization don't use your physical stamp. You should be using whatever your state allows for electronic notarizations.

Your Notary Stamp Isn't The Only Thing To Worry About

Having a clear stamp doesn't mean you have a compliant notarial act. There are many things to consider when you are completing a notarization. Your stamp is only one piece of that puzzle.

When ordering your stamp remember to look at your state requirements and learn what you need to have on your notarial acts. Always have a system when doing a notarization that you can follow each time.

If your a business that has many documents come through that need notarized teach your employees to look for these mistakes. Your employees should not know the law but they can spot if something isn't right with a document.

How To Make Sure Your Notary Stamp Is Compliant

Now that you know some things to keep in mind when purchasing your notary stamp here is a quick list to double check before you order.

• Make sure your name that is on your commission is spelled correctly on your stamp.

• You should have your state name, title, commission number and expiration date.

• Make sure your stamp meets your states requirements.

• You should be able to make a clear impression each time and have refill pads available.

You may want to have a smaller stamp on hand for certain documents. Just remember your stamp may not meet your states requirements if the font is too small. If you want to have a larger stamp make sure you know what documents you will be stamping. It can become a hassle if your stamp doesn't fit on your certificate.

We provide you with custom notary stamps that are self-inking and can help you stay in compliance. Remember to always double check your information before you place your order.

The next time you have an appointment with a client make sure you have a test stamp that is clear and readable. This will save you from having to fix any problems your client may encounter when trying to use your document.