Employed Notaries - Your Notary Supplies Belong to the Notary

An employee notary is a notary who obtained a commission at the request of his or her employer. Perhaps your company transacts with clients, such as banks or insurance companies, that must have documents notarized on a regular basis.

Or perhaps your employer simply wishes to have a resident notary on staff who can provide that valuable service to patrons.

If you were selected by your employer to serve as a notary at your place of business, it is very likely that your employer has provided all of the necessary funds for your training, any required testing, and your notary commission. Your employer probably will have ordered and purchased your notary stamp, seal, and record book - the essential notary supplies that every notary needs.

Whether your employer has purchased these notary supplies for you or provided reimbursement to you if you ordered the notary supplies yourself, the notary supplies are your own, and thus you, the notary, are totally responsible for their proper use and safeguarding.

Your employer may wish to keep your notary supplies under his supervision, only allowing you access when notarizations are required. Nevertheless, you must firmly explain to your employer that the safeguarding of your notary supplies are, by law, your responsibility and that you the notary are the one who will be called in question if fraudulent activity results from the misuse of your equipment. It is best to have this discussion with your employer at the outset of your commissioning so that an uncomfortable scenario does not arise at your workplace.

Your notary supplies should never be left on a desk or cabinet unattended. If you leave them at the workplace overnight be sure to keep them locked in a safe place for which you alone have a key. When your position is terminated at your place of business, you must take all of your notary supplies with you - even if you no longer intend to practice as a notary; these supplies must not be left with your employer.

If you intend to terminate your notary career when you leave your job, then you must destroy your notary stamp and seal and put your notary journal away in a secure place for safekeeping.

Legal Disclaimer: The American Association of Notaries seeks to provide timely articles for notaries to assist them with information for managing their notary businesses, enhancing their notary education, and securing their notary stamp and notary supplies. Every effort is made to provide accurate and complete information in the American Association of Notaries newsletters. However, we make no warrant, expressed or implied, and we do not represent, undertake, or guarantee that the information in the newsletter is correct, accurate, complete, or non-misleading. Information in this article is not intended as legal advice. We are not attorneys. We do not pretend to be attorneys. Though we will sometimes provide information regarding notaries' best practices, federal laws and statutes, and the laws and statutes of each state, we have gathered this information from a variety of sources and do not warrant its accuracy. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, loss, damage, or expenses, howsoever arising, including, and without limitation, direct or indirect loss or consequential loss out of or in connection with the use of the information contained in the American Association of Notaries newsletters. It is your responsibility to know the appropriate notary laws governing your state. Notaries are advised to seek the advice of their states' notary authorities or attorneys in their state if they have legal questions. If a section of this disclaimer is determined by any court or other competent authority to be unlawful and/or unenforceable, the other sections of this disclaimer continue in effect.

Notary bonds and errors and omissions insurance policies provided by this insurance agency, American Association of Notaries, Inc., are underwritten by Western Surety Company, Universal Surety of America, or Surety Bonding Company of America, which are subsidiaries of CNA Surety.

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