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Four Steps to Follow When Ordering a New Notary Stamp

by the American Association of Notaries

A notary stamp is one of the most important tools that a notary public will use in the performance of his or her notarial duties. The official seal of a notary on a document is a recognized mark indicating that:

  • the notary is an officer of his or her state;

  • he or she is duly qualified to provide the services rendered; and

  • the identity and competency of the signer have been verified.


When ordering a stamp:

  1. Use a vendor that specializes in manufacturing notary stamps and is familiar with your state notary laws and notary seal specifications and will stand behind their product for the duration of your notary commission.

  2. Provide the vendor with your exact information as listed on your notary commission certificate. There have been many accounts of suspension or revocation of notary commissions when notary stamps are manufactured with names different than those printed on the notary commission certificates.

  3. When you receive your notary stamp, carefully check the expiration date and the spelling of your name and compare it to the information printed on your notary commission certificate. Contact the stamp vendor for corrections if any variation is detected.

  4. Make several practice impressions with your notary stamp before you begin to use it. Make sure the stamp creates a sharp notary seal impression so that all the letters and numbers are clearly readable. If the impression is blurred or difficult to read in any way, return the stamp to the vendor and request a replacement. Documents with missing or blurred notary seal impressions may be rejected by the receiving parties.
Notary Stamp and Supplies

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.

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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.