IN Notary Notary Seal and Certificate Requirements 1 — Questions and Answers
Question 1: What information must appear on an Indiana notary's official seal?
- Only the notary's name and commission number
- The notary's name, the words 'Notary Public', 'State of Indiana', and the commission expiration date (Correct answer)
- The notary's name, address, and county of commissioning
- The notary's name and the Indiana state seal
Correct answer: The notary's name, the words 'Notary Public', 'State of Indiana', and the commission expiration date
Indiana requires the seal to show the notary's name, 'Notary Public', 'State of Indiana', and the commission expiration date.
Under Indiana Code 33-42-10, an Indiana notary public's official seal must include: (1) the notary's name as it appears on the commission; (2) the words 'Notary Public'; (3) the words 'State of Indiana'; and (4) the commission expiration date. These elements together identify the person as an Indiana notary and establish that their commission was current at the time of notarization. The seal may be an inked rubber stamp or an embossing seal, though an inked stamp is preferred for documents that will be photocopied or scanned.
Question 2: An Indiana notary uses an embossing seal (raised impression) on a document. Is this acceptable under Indiana law?
- No, Indiana requires only ink-based stamps — embossing seals are not permitted
- Yes, an embossing seal may be used, but if used alone it should be accompanied by ink to ensure legibility on copies (Correct answer)
- Yes, embossing seals are the only type permitted in Indiana
- No, only electronic seals are now required by Indiana law
Correct answer: Yes, an embossing seal may be used, but if used alone it should be accompanied by ink to ensure legibility on copies
An embossing seal is permissible in Indiana, but best practice is to also apply an ink stamp or color the embossment to ensure it is visible on photocopies.
Indiana law does not prohibit the use of embossing seals. However, embossing seals create raised impressions that are not visible on photocopies or scanned documents, which can be a significant problem since many legal proceedings rely on copies rather than originals. Best practice in Indiana is to use an inked rubber stamp, or if an embossing seal is used, to accompany it with an ink stamp or shade the embossment with pencil or ink to make it legible on copies. Many recording offices and governmental agencies prefer inked stamps for this reason.
Question 3: What must an Indiana notary do with their seal if their commission is revoked or expires without renewal?
- Keep the seal as a personal keepsake
- Surrender the seal to the Indiana Secretary of State
- Destroy or disable the seal to prevent unauthorized use (Correct answer)
- Transfer the seal to another commissioned notary
Correct answer: Destroy or disable the seal to prevent unauthorized use
When an Indiana notary's commission ends, they should destroy or render the seal unusable to prevent any unauthorized use.
When an Indiana notary's commission expires or is revoked, the notary has an obligation to ensure their official seal cannot be used for unauthorized notarizations. Best practice — and often statutory requirement — is to destroy the seal (cutting up a rubber stamp, defacing an embossing die) or otherwise render it permanently unusable. Keeping an active seal after commission expiration or revocation creates a risk of fraudulent use. The seal should not be transferred to another notary, as each notary's seal is specific to that individual's commission.
Question 4: If an Indiana notary's seal is lost or stolen, what must they do?
- Continue using a temporary handwritten signature until a replacement is obtained
- Immediately obtain a replacement seal and notify the Secretary of State about the loss (Correct answer)
- Stop performing all notarial acts until a new commission is issued
- File a report with the county recorder's office only
Correct answer: Immediately obtain a replacement seal and notify the Secretary of State about the loss
A lost or stolen seal must be reported to the Secretary of State and a replacement seal obtained before notarial acts can continue.
If an Indiana notary's official seal is lost or stolen, the notary must: (1) notify the Indiana Secretary of State promptly about the loss or theft; (2) file a report with local law enforcement in the case of theft; and (3) obtain a replacement seal. Until a replacement seal is in hand, the notary should not perform notarial acts, as a complete notarial certificate requires the official seal. The notification to the Secretary of State creates an official record of the loss, which can be important if the seal is found or misused in fraudulent notarizations.
Question 5: May an Indiana notary use their seal for personal or decorative purposes unrelated to their official duties?
- Yes, since the notary owns the seal, they may use it however they wish
- No, the official seal must only be used for legitimate notarial acts (Correct answer)
- Yes, but only for professional promotional materials
- No, unless they obtain written permission from the Secretary of State
Correct answer: No, the official seal must only be used for legitimate notarial acts
An Indiana notary's official seal is an instrument of official authority and must only be used for legitimate notarial acts — never for personal or decorative purposes.
An Indiana notary's official seal represents the authority of the state and may only be used to perform legitimate notarial acts. Using the seal for personal documents, decorative purposes, promotional materials, or any non-official purpose is improper and potentially illegal. The seal creates legal evidence of official acts, and using it outside its official purpose could constitute misuse of official authority. Misuse of the seal could result in disciplinary action, commission revocation, or even criminal charges depending on the nature and intent of the misuse.
Question 6: What should appear on an Indiana notary's certificate in addition to the seal?
- Only the notary's signature — the seal contains all other required information
- The notary's signature, printed name, the words 'Notary Public', state and county, the date, and commission expiration date (Correct answer)
- Only the notary's printed name and the commission number
- The notary's full legal name, address, phone number, and email address
Correct answer: The notary's signature, printed name, the words 'Notary Public', state and county, the date, and commission expiration date
A complete Indiana notarial certificate requires the notary's signature, printed name, title, venue, date, and commission expiration date in addition to the seal.
A complete Indiana notarial certificate must include: (1) the venue (state and county where the act occurred); (2) the date of the notarial act; (3) the specific notarial certificate language appropriate to the type of act (acknowledgment, jurat, etc.); (4) the notary's original signature; (5) the notary's printed name; (6) the title 'Notary Public'; (7) 'State of Indiana'; (8) the commission expiration date; and (9) the official notary seal. The seal alone is never sufficient — all these elements together constitute a complete and legally effective notarial certificate.
IN Notary Notary Seal and Certificate Requirements 1
What information must appear on an Indiana notary's official seal?