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Notary Stamp and Supplies


Improper Notary Stamp and Seal Usage


A notary public's stamp or seal, when affixed on a completed notarial certificate, is a symbol of trust assuring the receiving parties that the signature on the document is genuine and the signer is who they claim to be. However, improper use of a notary stamp can invalidate documents and expose notaries to legal trouble.

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The Consequences of Not Protecting Your Notary Stamp or Notary Seal


A notary stamp on a document plays a crucial role in instilling trust and confidence among strangers engaging in business transactions. A notary’s stamp affixed on a document proves that the notary has verified the signers’ identities and their willingness to sign, thereby facilitating smoother and more secure transaction.

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New Mexico Notary Stamp Requirements Effective 1/1/2022


Additional New Mexico notary laws go into effect on 1/1/2022. The most important law changes involve new notary stamp and journal requirements.

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Mistakes Notaries Should Avoid


While it may seem that a notary’s job is straightforward, simple errors could result in delays and legal or financial consequences. This is why notaries should take their jobs seriously. Below is an overview of the common mistakes that notaries should avoid.

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Notary Stamp vs. Notary Seal Embosser


A novice notary could easily become confused when shopping for notary supplies, especially when determining whether ordering a notary stamp is a better choice than ordering a notary seal embosser. The answer comes down to your state’s notary stamp and notary seal law requirements. These requirements vary from state to state. Some states require notaries to use only an inked notary stamp, while others allow a notary seal embosser if used in conjunction with an inked notary stamp. Other states allow notaries to use either one.

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Notary Stamp Information - Everything You Need To Know About Notary Stamps


A notary stamp is a tool that a notary uses to perform his or her notarial duties. In the wrong hands, a notary stamp can be used to commit fraud that may require the notary to hire an attorney to prove his or her innocence. A bad notary stamp impression placed on a document may cause the document to be rejected by the receiving party. It might also cause financial loss to others, which could result in legal actions against the notary. 

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Nine Ways to Protect Your Notary Stamp


Keeping your notary stamp safe and secure should be a top priority for all notaries. As a public officer of your state performing official notarial acts for important transactions, it is imperative that you retain your notary stamp in your possession at all times.

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Can a Notary Use a Signature Stamp to Notarize Documents?


Most notaries are accustomed to using a stamp to affix their official statement of authority as a notary public. This leads notaries to wonder if they can also utilize a rubber stamp, which is easier to use, in affixing their signature to notarial certificates. If you are a notary who notarizes multiple documents a day, using a signature stamp can be a tempting way to avoid hand cramping and carpal tunnel. However, laws that regulate the acts of notaries are often very strict. This includes using a facsimile signature stamp in lieu of a handwritten or wet signature.

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Frequently Asked Questions About Notary Stamps


Notary stamps and seals is an important but confusing topic even for the most seasoned notary. So don't be embarrassed if you find yourself looking up this article. The rules can be tricky, and it's important to learn how to best protect yourself from liability or any appearance of impropriety. Below are some common questions we receive.

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Your Notary Stamp Is Your Responsibility


Two of the most important things in a notary's possession are the notary stamp and journal. It cannot be stressed enough how important it is to keep these belongings safe and secure. You might think that your notary stamp was merely a simple purchase, but it's worth a lot more than that. Below are some reasons why and the best practices for keeping your notary stamp safe.

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New Year's "To-Do's" for Notary Professionals


As business owners, we are either winding down the current year or gearing up for the new year. As we do so, let's take some time out to make sure our businesses are ready for a productive 2017. Here's a list of items to review:

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Simple Steps to Dispose of Your Notary Stamp


Have you retired? Chosen another line of work? Decided not to renew your commission? Whatever the reasons are, you are now in the possession of a notary stamp that is no longer necessary. To protect yourself from liability and to ensure your notary stamp doesn't fall into the wrong hands, you will need to render it useless.

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What is in Your Notary Bag?


As notaries, we cannot do our jobs without the proper notary supplies. One of the most important tools in our arsenal of notary supplies is the notary stamp. While every state has different requirements for notaries, the notary stamps, seals, notary journals and other notary supplies are pretty standard.

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Six Critical Steps to Follow if a Notary Stamp is Lost


If you lose your notary seal, will you react like the notary public in today's example? Of course, you won't! Everything that this notary does is wrong. Today, learn from his mistakes and make note of the six critical steps that you must follow when a notarial seal is lost.

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Space too Small for your Notary Stamp?


Most of us have been in this predicament--a client hands over a document and it is filled to its edges with text. You visually scan the document and see it includes a pre-printed notarial certificate that is barely the size of a business card. Even worse, you note that the area intended for your notary seal would be the perfect size, but only if you were a Notary Ken or Notary Barbie doll!

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Understanding Affidavits


An affidavit is a sworn or affirmed statement made before a notary public or any public official who has the authority to administer oaths. It is made under penalty of perjury, and the official must administer an oath or affirmation to the signer(s), witness the signing of the document and certify it by placing his official signature and seal and completing the notarial certificate called a jurat.

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Protect Yourself: Report Stolen Notary Seals!


Have you recently left a job and had your seal or journal held back by your employer? Have you noticed that one or more of your seals is missing? If so, take immediate action to protect yourself.

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The Contents of a Notary Journal


There are three primary types of notary journals. One has minimal space per entry; one has more generous space per entry but fewer entries per page; and one is designed for notary signing agents and has frequently-seen real estate documents pre-listed in it. Each of these three types can be found in paperback or hardback. Which type you choose is your decision. It is important to see a sample page of the journal before you buy it, as you will be using it for some time.

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Why a Notary Journal Is Required


Almost no one likes to do paperwork, especially if they don't have to do it. So, if you tell them that paperwork is not required, most people will be happy to believe you and skip it. When it comes to the notary journal, skipping the paperwork is not an option. Keeping a notary journal is required for the following reasons:

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Notary Public Seals or Stamps


The need for a trusted and impartial witness who can write down commercial and other agreements has been recognized since the time of the ancient Romans, who created the office of notarius or scribii to fulfill this need. If the parties to the agreement could not write, they used a metal or clay disk with a distinctive design or coat of arms (a private seal) pressed into melted wax in place of a signature. In the following centuries, as paper making became more widespread and written agreements became longer, the pages of a document were bound together by making holes in the margins, tying the pages together with a ribbon, and pouring wax over the ribbon's knot. If the document were to be notarized, the notary would press his official seal into the wax, thereby sealing the pages of the document together.

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Four Steps to Follow When Ordering a New Notary Stamp


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:

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Notary Stamp Ink Color: Black or Blue?


If your state does not address which color ink to use when notarizing documents, ordering a notary stamp with a blue ink color is best. Given the improved quality of copy machines these days, it is difficult to distinguish between originals and copies. A blue ink notary stamp impression usually shows lighter prints than the original print on a black-and-white copier.

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Pre-Inked Notary Stamps vs. Self-Inking Notary Stamps


The official seal of a notary on a legal document is a recognized mark that the notary is an officer of the state qualified to provide the services being rendered and that the authenticity of the signature on a legal document is being verified. It is important when making an impression of your notary stamp to ensure that all the required information will clearly print on the document that you notarize. Missing or unclear elements of the notary stamp may jeopardize acceptance of the document you notarize, making it questionable and probably invalid.

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Notarizing Previously Signed Documents


There are times, as a notary, when you will be presented with a document for notarization that has been previously signed. This may occur simply because the signer thinks he is being thorough by filling in all the blanks and signing before he meets with you. At other times, a document may have been signed and submitted to the recipient before the signer was aware that notarization was required and now the document has been returned and the signer requires the services of a notary.

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What If There Is No Room for the Notary Stamp or Notary Seal?


One of the most important steps in the notarization of any document is the placing of the notary stamp seal. This step, along with the notary's signature, is the culmination of all the preliminary steps in notarizing, such as identity checking, document scanning, and making record book entries. The notary stamp contains all the identifying information of the notary public - name, commission state and county, notary commission number, and commission expiration date. It is essential and mandatory that all of this information be placed neatly and legibly on every document that the notary executes.

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Having Multiple Notary Stamps - A Good Practice


While there are several states that do not specifically require the use of a notary stamp, most notaries find that a self-inking notary stamp is the easiest, cleanest, and most expeditious means of inscribing the mandated notary commission information onto a notarized document.

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How to Handle Lost or Stolen Notary Supplies


Notaries are responsible for safeguarding their notary supplies and protecting them from fraudulent use.

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Understanding the Importance of Your Notary Commission Name


Once you have received your notary commission from the state, you are ready to embark on your new career as a notary public.

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How to Properly Use a Notary Stamp


Using a self-inking notary stamp is the easiest way to inscribe the notary commission information on a document to be notarized; it is quick, easy, and neat.

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Using Notary Gold Foil Seals on Notarized Documents


While the self-inking or pre-inked notary stamp is the convenient tool of choice for all notaries when notarizing documents, there are times when a notary may wish to add extra enhancement to the executed document.

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Using a Notary Seal Impression Inker on an Embossed Document


As a notary, you are not just a public servant, but you are also a professional and, as such, will want to take pride in your work. There are times when you may wish to give an added flair or enhancement to the document you are notarizing.

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Notary Supplies That Every Notary Should Have!


The notary is a public officer and, as such, is required to comply with any reasonable request for notarization. Whether you are a notary with your own notary signing service or an employee notary, it is a good idea to keep essential notary supplies with you at all times so that you may be ready to adequately and efficiently serve the public upon request.

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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.

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How to Safeguard Your Notary Supplies


Notaries are responsible for safeguarding their notary supplies against fraudulent use. These items include the notary's original certificate or commission, the notary stamp and seal, and the notary record book of notarial acts.

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How to Properly Destroy Your Expired Notary Stamps and Supplies


When a notary reaches the end of the notary commission term or decides to end his or her notary career, all expired and defunct notary supplies must be disposed of safely and properly.

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How to Choose a Bonding and Notary Supplies Company


It is critical to choose a very reputable notary bonding agency and a notary stamp and notary supplies company that is approved by your state to issue notary bonds and notary supplies. As with any notary insurance, you want an agency you can count on. One that will still be here tomorrow and for years to come.

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AAN Introduces Laser Engraving For Notary Stamps


In order to bring our members the absolute best in notary stamp and notary seal technology, the American Association of Notaries now provides notary stamps and notary seals made with a state of the art Laser Engraving process.

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Notaries: Maintain a Notary Journal!


The notary's best defense is the notary record book, or notary journal. Some states require notaries to keep a notary record book and some states do not; however, all notaries are encouraged to keep a journal of every notarial act.

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Texas Notaries Are Forbidden From Recording ID Card Numbers


As of April 22, 2007 Texas notaries public are forbidden from recording identification card numbers in their notary record books

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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.