One of the most common questions from new notaries is simply: what does my state actually require? The answer varies significantly across the United States, and getting it wrong can mean a stamp that does not meet your state's legal standards. This guide explains what to check and how to make sure your notary stamp meets your state's requirements.
Why State Requirements Vary So Much
Notary commissions are issued and regulated at the state level in the United States, which means each state's Secretary of State or equivalent authority sets its own rules for what a notary stamp or seal must contain, what format it must take, and whether an embosser is required in addition to or instead of an ink stamp. There is no single national standard.
What to Check Before Ordering
Required Information on the Stamp
Most states require some combination of:
- The notary's full legal name, exactly as it appears on their commission
- The words "Notary Public"
- The state of commission
- A commission number or identifier
- The commission expiration date
- In some states, the county of commission or appointment
The exact combination and format required varies. Some states are highly specific about font size, stamp dimensions and even the exact wording that must appear. Always check your state's current requirements through your Secretary of State's office before ordering.
Ink Stamp vs Embosser Seal
States generally fall into a few categories:
- Ink stamp only: An inked rubber stamp impression is sufficient and often the primary or only requirement
- Embosser required for certain documents: Some states require a raised seal impression specifically for certain types of documents, such as those affecting real property
- Both required: Some states require both an ink stamp and an embosser seal on all or most notarized documents
- Either acceptable: Some states allow notaries to choose between an ink stamp and an embosser, or to use both at their discretion
Our notary stamps and notary embosser seals are formatted for all 50 states, but it remains essential to confirm your specific state's current requirements before ordering, as these can change.
Stamp Size and Format Restrictions
Several states specify maximum or minimum dimensions for notary stamps, particularly for the ink impression area. Some states also specify that the stamp impression must be in a particular ink color, most commonly black, to ensure documents remain legible when photocopied or scanned.
Common Notary Stamp Information Formats
While the exact format varies, a typical notary stamp includes information arranged in a circular or rectangular format:
- Notary's name across the top or center
- "Notary Public" beneath or beside the name
- State name
- Commission number and/or expiration date around the border or beneath the main text
What Happens If Your Stamp Does Not Meet Requirements
A notarization performed with a stamp that does not meet your state's requirements can potentially be challenged, which may affect the validity of the notarized document and could create liability issues for the notary. This is why getting the format right from the start matters significantly more for notary stamps than for almost any other type of custom stamp.
Renewing Your Commission: Updating Your Stamp
When your notary commission is renewed, your stamp must be updated to reflect the new commission expiration date and any changed commission number. Continuing to use a stamp with an expired commission date after renewal, even if your underlying commission is valid, can create confusion or compliance issues. Order a new notary stamp as soon as your renewal is confirmed.
Moving Between States
If you relocate to a new state and obtain a new notary commission there, you will need an entirely new stamp formatted to your new state's requirements. Notary commissions and the associated stamp requirements are not transferable between states.
Where to Verify Your State's Requirements
Your state's Secretary of State website, or in some states a separate notary regulating authority, is the authoritative source for current requirements. The National Notary Association also maintains resources summarizing requirements across states, though always verify against your specific state's official guidance, as requirements can be updated.
Ordering Your Notary Stamp
When ordering from our notary stamps by state collection or our notary embosser seals, provide your commission information exactly as it appears on your official commission certificate. We format stamps to match common state requirements, but please confirm the specific requirements for your state before finalizing your order.