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 is committed to providing accurate and up-to-date information. However, it is important to note that the information provided on this page is for general informational purposes only and should not be relied upon as legal advice. We do not claim to be attorneys and do not guarantee the accuracy, completeness, or reliability of the information provided. It is your responsibility to know the appropriate notary laws governing your state. You should always seek the advice of a licensed attorney for any legal matters. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, losses, damages, 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 on any of the American Association of Notaries website pages. Notaries are advised to seek the advice of their state’s notary authorities or attorneys if they have legal questions. 

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.