A notary seal is the official stamp or electronic image a notary applies to a notarized document to identify the notary and the commission. Each state sets its own rules for what it must show, such as the notary’s name, the words “Notary Public”, the state and the commission expiration date. It is usually an ink stamp that leaves a photographically reproducible image on paper, or an electronic seal attached to an electronic document, and you order it from a vendor after you are commissioned; see Notary Stamp vs Seal for how the two differ.
A notary’s most visible tool is the seal, which identifies the notary and marks the notarial act as official. In this guide, we explain how notary seals and stamps work, what they must include, and how to use them correctly in your notarial work.
Whether it is a traditional ink stamp or an electronic seal, the seal is a required part of a notarial act in most states. Misuse of a seal can enable fraud and cause financial and legal harm to the public and to the notary.
Traditionally, a seal was pressed into wax. Today a notary seal is usually an ink stamp or embosser that leaves a photographically reproducible image on a paper document, or an electronic seal attached to an electronic document. It helps identify the notary, but it does not make forgery impossible.
Unwrapping the Time-honored Custom of Stamp Sealing
If we believe the folklore, stamp sealing can be traced to the very earliest roots of cultures of the world. Monarchs and regular citizens had an equal interest in having their important papers secure from forgery. They protected their documents by using wax or clay sealed covers.
Imagine if you were a knight from the Middle Ages and you were in possession of a royal decree. You decide to carefully unroll the parchment and the gravity of the responsibility immediately makes its mark on your conscience. The seal is your next station, you feel the metal, and with a firm grip, you transform the wax into something solid by the force of pressing. The seal is nothing but a physical sign of authority, a mark of trust that is much needed in a world of uncertainties.
What a Notary Seal Must Include
Seal rules are set state by state, so the details differ. In Virginia, for example, the Secretary of the Commonwealth’s handbook says a traditional seal must contain the notary’s name exactly as it appears on the commission, the words “Notary Public” and “Commonwealth of Virginia,” the commission expiration date and the notary’s registration number. The impression must be a sharp, legible, permanent and photographically reproducible image placed near the notary’s signature without obscuring the document. Seals must come from an outside vendor, and the notary must destroy the seal when the commission ends. Check your own state’s handbook before ordering a seal.
Electronic Notary Seals
A Virginia electronic notary seal must show the same details, with the words “Electronic Notary Public,” and must look like an inked seal. It must be attached or logically associated with the document so that later changes are observable, and it must stay under the notary’s sole control. A notary must first hold a traditional commission before becoming an electronic notary, and remote notarizations require a live two-way audio and video connection. See how remote online notarization works.
Keeping a Notary Journal
A notary journal is a record of notarial acts, not a personal diary. In Virginia, each entry must include the date and time, the type of notarial act, a description of the document, the printed name and address of each principal, the type of identification used and any fee charged, and the journal must be kept for at least five years.
Realizing the Concept of Certificates
Earned certificates are not just a few nicely printed words on quality paper. They are your vouchers of honest work and true love for your job. No matter if it is the certificate of the course, the prize, or simply a note of the receiver’s gratitude, in each instance, they are a treasure.
If you have a certificate, you can also use it as a visible display of your exceptional service as a notary. It’s like having your superpower – recognition!
How to Obtain Various Certificates of Accomplishment
Since you are now on a certified mission to conquer the world, you need to set your route to get those certificates. Luckily, there are many options to explore.
Online courses: A number of platforms on the internet give certificates to those that finish their courses. Level up your skills and get a new certificate for your collection.
Professional associations: There are some lovely advantages offered to those who become a member of a professional organization, most notably, certificates that confirm your participation in a particular field of expertise.
Events and workshops: The purpose of attending sector-specific events and workshops is often to gain the certificate of completion that will validate the fact that you have committed yourself to learning and growth.
Essential Reference Books for Notaries
Knowledge and notaries go hand in hand. And what better way to gain the knowledge you need than to get your hands on essential reference books? These reliable friends will assist you in your practice with no trouble.
Building Your Notary Library: Must-Have Reference Books
Every notary working in a service place needs a reference library that is comprehensive and also up-to-date to cater to the versatile needs of the profession. These key reference books will serve you well in your endeavor through this list:
- Your state’s notary handbook: the complete guide to notarial acts and legal requirements in your state. Keep a current copy within reach.
The Notary Public Handbook: The is the complete guide on information such as notarial acts, to legal requirements. Do not leave your desk without this book.
The Art of Making Wax Seals: A Visual Trip: This delightful picture book uses enchanting images and captivating stories to explore the history and the variety of making wax seals.
The Journaling Chronicles: You will uncover what makes journaling effective, and you will spark your creativity in ways you never thought of.
Where to Find Reliable Notary Resources and Guides
Knowledge acquisition is not limited to one’s studies. The internet is fortunately filled with lots of reliable notary resources and tutorials all ready to help you achieve your notary goals.
There are lots of live discussions, websites, and even official notarial associations where you can get your questions answered, find help, and also connect with other notaries. It means that you should take courage in the fact that there is so much information to be discovered. Your notarial superpowers will be grateful to you.
You now know what a notary seal must include, how to use it, and why a notary journal matters. Keep your state’s handbook close, and check your state’s rules before you order a seal. New to the profession? See how to become a notary, or explore BlueNotary for notaries.
Frequently Asked Questions
Where do I get a notary stamp?
From a commercial vendor after you are commissioned. In Virginia, for example, the Secretary of the Commonwealth’s office does not sell notary stamps or seals, and the notary presents proof of the commission to the vendor.
