A notary stamp, often called a notary seal, is the mark a notary public applies to a notarial certificate to show who performed the notarization and under which commission. It sits next to the notary's signature on acknowledgments, jurats, and other certificates. For a new notary, getting the seal right is one of the first practical tasks after receiving a commission, and it is easy to get wrong if you assume every jurisdiction follows the same rules.
This guide explains what notary stamps typically contain, why the rules differ from place to place, where a design tool helps, and why an image of a stamp is not the same as an electronic notarization. It is general information, not legal advice. The authority that issued your commission has the final word.
In the United States, most notary seals carry a similar set of information, although the exact list and wording vary by state:
- The notary's name, exactly as it appears on the commission.
- The words "Notary Public."
- The jurisdiction, usually the state and, in some states, the county where the notary is commissioned.
- The commission number, where the state assigns one.
- The commission expiration date, either on the seal or required elsewhere on the certificate.
Some states also specify the shape of the seal, its size, the border, or the ink color. Some allow or require an embosser alongside or instead of an inked stamp. Because these details vary, there is no single standard notary stamp that works everywhere.
Outside the United States, the role of a notary can be quite different. In many civil-law countries, notaries are legal professionals who draft and keep documents, and their seals and procedures are regulated nationally. If you work in another country, check with the professional body or government office that regulates notaries there.
The rules for notary seals come from the state or country that commissions the notary, usually through statutes, regulations, and an official notary handbook published by the secretary of state or a similar office. That handbook typically answers the questions that matter for the seal:
- Which information must appear, and in what wording.
- Whether the seal must have a specific shape, size, or ink color.
- Whether an embosser is required, permitted, or optional.
- What to do when your name, address, or commission changes.
- What to do with the seal when the commission ends, or if it is lost or stolen.
Read the current handbook before you order anything, and read it again at renewal. Rules change, and a seal that was acceptable for your last commission may not match current requirements. If something is unclear, contact the commissioning office directly rather than relying on a vendor's description.
A notary seal is a controlled item. If anyone could freely order a seal bearing a real notary's name and commission number, it would be easy to make a fraudulent document look properly notarized. To reduce that risk, many jurisdictions require notaries to buy their official seals from authorized or registered vendors, and some require the vendor to see proof of the commission before making the seal.
This has practical consequences. You usually cannot download a template, have a rubber stamp made at any print shop, and start notarizing. Your state's handbook tells you whether an authorized vendor is required and how to find one. Even where it is not required, buying from an established notary supply vendor that knows your state's format is the safer choice.
A design tool does not replace the official process, but it is useful in a few specific places:
- Drafting the layout. Long names, county names, and commission numbers do not always fit comfortably in a small seal. Drafting the text in an editor shows you early whether your name needs a smaller font, a longer rectangle, or another arrangement your rules allow.
- Checking a proof. When a vendor sends a proof, compare it line by line against your commission and your handbook. A helps you do that systematically before you approve an order.
- Administrative stamps. Notaries and law offices often use stamps that are not the official seal, such as "Copy," "Received," or a return-address stamp. These can be designed freely, but they should look clearly different from the official seal so no one mistakes one for the other.
The give you round and rectangular starting layouts, and the proposes layouts from a short description that you then refine in the editor. Use either for drafts and proofs. Before treating any design as your official seal, confirm that it meets your jurisdiction's rules and that the seal itself comes from a source your commissioning authority accepts. SealsDigital creates digital stamp artwork; it does not manufacture physical stamps or embossers.
Many states now permit electronic notarization, remote online notarization, or both. These are separate, regulated processes. Depending on the jurisdiction, they typically involve an approved technology platform, identity verification of the signer, a digital certificate tied to the notary, an electronic notary seal, and, for remote notarization, a recording of the session. Notaries usually have to register or apply separately before performing them.
An image of a notary stamp placed on a PDF does none of this. It is a picture. It does not prove who applied it, does not bind the notary's identity to the document, and does not show whether the document was changed afterward. A stamp exported from SealsDigital is visual artwork, not a cryptographic digital signature or electronic seal. If you need to notarize electronic documents, use the system your commissioning authority approves. For background on how certificate-based signatures differ from visual marks, see our comparison of .
Whatever your jurisdiction, a few practices are widely recommended:
- Keep the seal secure. Store it locked when you are not using it, and never let anyone else use it.
- Stamp cleanly. Place the seal in the space provided on the certificate, without covering text or signatures, and make sure every character is legible.
- Keep your records. Where a journal is required or recommended, record each notarization as your rules specify.
- Replace worn seals. A faint or smudged impression can cause a document to be rejected. Replace the seal before it reaches that point, following your state's procedure.
- Report a lost or stolen seal. Commissioning authorities generally expect prompt notice. Your handbook explains how.
- Dispose of old seals properly. When a commission ends or a seal is replaced, follow the handbook's instructions, which commonly call for destroying or disabling it.
For more practical design and proofing advice, browse our .
What information goes on a notary stamp?
Most U.S. notary seals include the notary's name as commissioned, the words "Notary Public," the state and sometimes the county, a commission number, and the commission expiration date. The exact requirements differ by state. Check your state's notary handbook for the current list and any shape, size, or ink rules.
Can I design my own notary stamp online and use it?
You can draft the layout and check proofs with an online editor. Whether you can use a seal you sourced yourself as your official seal depends on your jurisdiction, and many require purchase from an authorized vendor. Confirm the rules with your commissioning authority before ordering.
Is a picture of my notary stamp on a PDF an electronic notarization?
No. Electronic and remote notarization use separate approved systems that verify identity and apply a certificate-based electronic seal. A stamp image can be copied and does not show whether a document has changed.
What should I do with my notary stamp when my commission ends?
Follow your state's handbook. Many jurisdictions require an old seal to be destroyed or made unusable so it cannot be misused. If your seal shows the commission number or expiration date, a renewal usually means ordering a new one.
