What Belongs on Notary Stamps? State Rules
Notary stamps are used for your notarial act in some states. They are not just something that you would have at your office. So there is a definitive answer to what should be on your notary stamp. Your stamp needs to line up with your commission and the state that commissioned you. Having your stamp imprint properly will allow your documents to pass through with no issue. If there is missing information, or information that is not up to date it can hold up your customers and cause more confusion.
What Should Be On Your Notary Stamp?
Each state will have different requirements for what you need on your notary stamp. But typically your notary stamp will contain your name, your state, that you are a Notary Public and when your commission expires. You may also need your county on your notary stamp. Commission number or ID number may be required in some states.
Make sure your notary stamp has your name just as you were commissioned. Your notary stamp will have your legal name not your business name. Unless your state allows it your stamp should not have any abbreviations or nicknames. There can be issues if your stamp does not have your correct name when it comes to having your documents recorded or passed to other parties.
- Typically your notary stamp will include the following.
- State requirements i.e "Notary Public"
- Your name
- State that you are commissioned in
- Your commission expire date (if applicable)
- Your commission number/ notary number (if applicable)
- Your county of residence or county that your oath was taken in (if applicable)
- You may also have requirements for your stamp to have certain borders, seals and colors.
- Your Notary Stamp May Have Specific Requirements
Depending on your state you may have to have specific wording on your stamp. Some states are more lax and only want certain information on your stamp. Always check your state notary hand book before you order your notary stamp.
Name on Your Notary Stamp
As stated above your notary stamp will have your name on it. This is very important that your name matches how you were commissioned. If your name changes at any point in time you may have to notify your state. You may need to get a new stamp once your name has been changed.
Some states will allow you to put your married name on your stamp. Check your state laws before you assume.
Your State and County on Your Notary Stamp
Since you are a Notary Public for your state you will most likely have to have your state on your stamp. Depending on the state you may need to have your county on your stamp. Some states require this information to be on your certificate that you are filling out on your notarial acts. So if you live in one state and get a stamp from another state you could run into problems.
Commission Number or ID Number
Just like your county and state each state will require you to have a commission number or id number on your stamp. Make sure you get this number from your commission. It should not be your employers ID number or any other numbers.
Your Notary Stamp Will Have Your Commission Expire Date
Your notary stamp will usually have your commission expire date. This is what your customer will look at to know if you were a commissioned notary public at the time of the notarial act. So if you renew your commission you will want to order a new notary stamp. Your commission will have a new expire date and may even have a new commission number.
Your Notary Stamp Should Not Be Used For Other Purposes
Just because you have a stamp that says your name and that you are a Notary Public does not mean you can use it for everything. You will still need to fill out your certificates on your notarial acts. You will also need to make sure that the signer knows what they are signing and identify them. You may also need to keep a journal.
You should use your stamp when completing your notarial acts. There are many types of notarial acts you can perform. Acknowledgement, Jurat, Oath or Affirmation, Copy Certification. All of these may have different requirements for your notarial certificate. So just having a stamp will not help you out if your certificate is filled out wrong.
Signature stamps are also becoming popular for notaries. If your state allows it you can use your signature stamp when notarizing documents. But make sure that you are not using it in place of your actual signature. Also make sure that you do not give your stamp to anyone else. Your notary stamp is only for you to use and no one else.
Format Rules: Shape, Size, and Ink Color
Some states will have more specifications than others. They can call for your seal to be circular or square. They can specify a certain size or no larger/smaller than a specified size. They may even call for your stamp to have a border or a specific ink color. While black is very popular it is not required in all states. Some want a color that will show when copied.
Just because something looks nice does not mean it's the best option for you. Having a small self inking stamp can be great if you are notarizing many times a day. Just keep in mind that your impression will still need to meet your state specification and be easily readable. If you choose too small of font or do not have enough ink on your stamp it will not come out clear. Customizing your stamp with to many words can cause the impression to run together as well.
To ensure you are able to get a clear impression each time use a stamp that is built for office use. Always check your impression before placing it on an important document. Make sure to refill your stamp and use pads that are meant to be used with your stamp. Not using the correct ink can ruin your impression and not give you the results you want.
How To Order Your Notary Stamp
Start with your state requirements. There can be updates to your state laws and specifications. So always start with what your state calls for.
Find your commission or letter that you received when you were appointed. Know your full name as it appears on your commission. Your expiration date and commission number. And some states may require your county to appear on your stamp. Once you have this information check your state requirements and compare what they call for on the proof we send you before finalizing your order.
Once you receive your proof and you are ready to finalize your order. If they ask for proof of your commission please provide it to them and make sure it is up to date. This will ensure that your stamp will be created with the proper information that you are appointed with. At Creative Rubber Stamps we take pride in creating notary stamps that are easy to read and look professional. We double check all notary orders for state specific information.
If you are unsure of anything you can contact your state. Whether that be a question about how to abbreviate a word or if your stamp should have a county on it. They are who will be able to tell you what is required by law. We can assist you with finding the best option for your stamp and ensure your information looks great on your stamp.
When Do I Need a New Notary Stamp
You will need to order a new stamp once your commission has expired. If you have changed your name or have updated information. Or your current impression is not coming out clear. If you lose your stamp you will also need to order a new one.
Always report your lost stamp to your state if they require it and make sure you know where your stamp is at all times. As it is your responsibility as a notary public to have your stamp with you at all times.
If your impression is fading you should consider replacing your stamp. Having a half of your border show up or numbers that you cannot see are not ideal for your documents. It is always best to replace your stamp before it reaches that point. Make sure you have extra replacement pads or ink for your stamp as well.
What Can Cause Problems With My Notary Stamp
There are many things that can go wrong with your notary stamp. The most common we see is people ordering from their old stamp. Many times people will put their old expiration date or leave out their number. Or may not have their full name listed on their stamp. Some will order a seal that they think is similar to their states specifications.
Another common mistake is where you place your stamp on your document. Make sure you place your stamp where it will be seen and does not overlap with your certificate. Do not try to cram your stamp somewhere or rotate it to fit. Make sure your stamp is placed on your document correctly and will not be mistaken for something else.
Make sure to always double check your information before ordering your Notary Public Stamp. You will want to make sure that your impression will come out crisp and clear each time you use it.