Best Practices for Notary Stamp and Seal Usage

A notary public's stamp or seal is emblematic of trust, assuring parties that a document's signature is genuine and the signer's identity verified. However, improper usage can compromise document validity and expose notaries to legal liabilities.

Here are seven critical guidelines for notaries to adhere to when using stamps and seals:

1. Careful Placement: Avoid affixing the notary stamp over text, as this can obscure parts of the document, potentially leading to rejection by recipients. Illegible documents may necessitate costly re-notarization and cause delays.
2. Ensuring Clarity: Ensure notary stamp impressions are clear and complete. Blurry or incomplete impressions may cast doubt on document authenticity, prompting county clerks to refuse recordation. This can delay crucial transactions and invite legal challenges.
3. Compliance with Ink Colors: Follow state regulations regarding notary stamp ink colors strictly. Documents notarized with non-compliant ink colors may be rejected by recording offices, leading to processing delays and complications.
4. Avoiding Expired Stamps: Never use an expired notary stamp, as this breaches professional duty and undermines document validity. It can result in severe legal repercussions and disputes over document authenticity.
5. Prevention of Pre-stamping: Do not pre-stamp documents before actual notarization. This unethical practice violates notary laws and facilitates potential fraud, inviting regulatory sanctions and legal consequences.
6. Ensuring Accuracy: Verify that all information on the notary stamp—including name, commission number, and expiration date—accurately corresponds to the notary's commission information. Inaccuracies can lead to document rejection and associated costs.
7. Enhancing Embosser Impressions: In jurisdictions allowing notary seal embossers, ensure that raised impressions are darkened appropriately. This improves readability and ensures photocopies remain legible, preventing challenges or rejections by legal authorities.

By strictly adhering to these best practices, notaries uphold professional integrity, mitigate legal risks, and facilitate the acceptance of notarized documents. Proper utilization of notary stamps and seals is indispensable for a successful and reputable notary career.

Legal Disclaimer: The Spokane Notary Group endeavors to furnish accurate and current information within our blog postings. However, it is imperative to recognize that the content provided in our blogs are intended for general informational purposes only and should not be construed as legal advice. We do not hold ourselves out as attorneys, and we make no warranties regarding the accuracy, completeness, or reliability of the information presented. It is strongly advised that you seek the counsel of a licensed attorney for any legal matters. Under no circumstances shall the Spokane Notary Group, its employees, or contractors be held liable to you for any claims, penalties, losses, damages, or expenses arising in connection with the use of the information contained in our blogs. This includes, but is not limited to, direct or indirect losses, as well as consequential losses. It is your responsibility to familiarize yourself with the applicable notary laws governing your state. Notaries are encouraged to consult with their state's notary authorities or legal professionals if they have inquiries of a legal nature. In the event that any portion of this disclaimer is deemed unlawful or unenforceable by a court or other competent authority, the remaining sections of this disclaimer shall remain in full force and effect.