If you've just received your notary commission, one of the first things you need to do is order your notary public stamp. It's not a formality — in most states, it's the law. Without a valid, properly formatted stamp, your notarizations aren't legally complete.
But not all stamps are created equal. The type you need depends on your state's rules, your notarization volume, and whether you plan to do remote online notarization. This guide covers everything: what a notary stamp is, which type suits your situation, exactly what information must appear on it, where to buy one, and what to do if yours is lost or stolen.
If you're still working toward your commission, check out our notary public study plan — it walks you through every step from application to your first notarization.
A notary public stamp — also called a notary seal — is the official mark a commissioned notary applies to documents to authenticate a notarization. It signals to anyone reviewing the document that a qualified, state-commissioned official witnessed the signing, verified the signer's identity, and confirmed the act was voluntary.
The stamp doesn't make a document legal on its own. What it does is certify the notarial act — the signature, oath, or acknowledgment that the notary performed. Courts, financial institutions, government agencies, and international entities rely on this mark to validate documents ranging from real estate deeds to power of attorney forms.
Notary stamps have been a fixture of legal practice for centuries. The concept traces back to Roman tabelliones — official scribes who authenticated legal documents with a personal seal. Modern US notary stamps serve the same fundamental purpose, just standardized by state statute rather than imperial decree.
To understand the broader role of a notary in document authentication, see our article on what is a notary public. A stamp is just one piece — but it's a required one in nearly every state.
Four main stamp types are available. Each has its place — your state's requirements and your notarization volume will guide the decision. Most new notaries start with a self-inking stamp and add an embossing seal only if their state requires it. Here's what you need to know about each type before you spend a dollar.
The most common type. You press it onto an ink pad, then onto the document. Rubber stamps are available in rectangular or round formats. They're inexpensive, simple, and widely accepted. The downside: you need a separate ink pad, and if the ink runs dry mid-notarization, you'll notice. For low-volume notaries who only stamp a few documents a month, a rubber ink stamp is perfectly adequate.
A built-in ink pad sits inside the stamp housing. Press down, and the mechanism inks and stamps in a single motion. These are ideal for high-volume notaries — the integrated pad lasts for thousands of impressions before a refill is needed. Slightly bulkier than a rubber stamp, but far more consistent. If you're a signing agent closing multiple real estate transactions per week, this is probably your best option.
Pre-inked stamps deliver the sharpest, cleanest impressions. The die itself is saturated with ink rather than relying on a pad. They produce crisp, detailed text that holds up well on legal documents. The pads last a long time — often 10,000+ impressions — but replacement ink or a new die is needed eventually. Attorneys and notaries working with international documents often prefer pre-inked stamps for this reason.
An embossing seal crimps a raised impression into paper without ink. No color, just texture. Some states — California is the most notable example — require both an ink stamp and an embossing seal. Others accept either. If your state only requires one, most notaries choose the ink stamp for speed and legibility in copies and scans. One practical limitation: embossed impressions don't show up clearly on photocopies or scanned PDFs, which matters in a world where most document review happens digitally.
Best for: Low to moderate volume notaries who want the most affordable option.
How it works: Press the stamp onto a separate ink pad, then firmly onto the document. Available in rectangular and round formats to match your state's preference.
Pros: Cheapest upfront cost ($15–$25), easy to replace, widely available at office supply stores and online vendors.
Cons: Requires a separate ink pad; impressions can be inconsistent if pad runs dry; you must re-ink regularly for clean results.
Typical cost: $15–$30 for the stamp; $5–$10 for replacement ink pads.
Best for: Active notaries doing 5+ notarizations per week who want speed and consistency.
How it works: An internal spring mechanism inks the die automatically every time you press down. No separate pad needed.
Pros: Fast, consistent impressions; built-in pad lasts thousands of impressions; compact enough to carry in a bag.
Cons: Slightly higher upfront cost; replacement pads are brand-specific; mechanism can jam if the stamp isn't used for extended periods.
Typical cost: $25–$50. Replacement pads: $8–$15.
Best for: Notaries who prioritize print quality — attorneys, high-stakes real estate transactions, international documents.
How it works: The die itself is saturated with oil-based ink. Each press delivers an ultra-crisp, consistent image without a pad.
Pros: Sharpest impressions of any stamp type; ink lasts 10,000+ impressions; less smearing than rubber ink.
Cons: Most expensive option; requires proprietary re-inking; slower to dry on glossy paper.
Typical cost: $30–$55. Refill ink: $10–$20.
Best for: Notaries in states that require it (California and some others) or those wanting an additional layer of authentication.
How it works: A handheld or desk-mount tool presses two dies together, crimping a raised impression into the paper without ink.
Pros: Tamper-evident — impossible to photocopy accurately; required by some states alongside an ink stamp; professional appearance.
Cons: No ink, so photocopies and scans may not show it clearly; doesn't work on carbon paper or thin documents; heavier and less portable.
Typical cost: $30–$60. Often sold in combo packages with an ink stamp.
Every state specifies exactly what text must appear on your stamp. Get this wrong and your notarizations may be rejected — or voided entirely. Here's what most states require, along with the state-specific variations you need to know about.
Your stamp must include your full legal name exactly as it appears on your commission certificate. If your commission reads "Jennifer A. Thornton" and your stamp says "Jen Thornton," that's a problem. Order your stamp only after you have your commission certificate in hand. Some vendors let you upload a photo of your certificate so they can set the text correctly — that's a smart option if you want to minimize the risk of a typo.
The phrase "Notary Public" must appear on every stamp — no abbreviations like "Notary" or "NP" unless your state explicitly allows them. Your state of commission is also required universally. Beyond those universal elements, the requirements diverge quickly by state. This is why reading your state's handbook — not just trusting a vendor's "state-compliant" label — matters so much.
The safest approach: download your state's notary handbook before ordering anything. Most state notary authorities publish a sample stamp diagram showing exactly what's required. If you're working as a public notary in a state with strict requirements — Florida and California especially — check the handbook even if a vendor claims their stamp is compliant.
Some vendors allow you to submit your commission certificate and they'll set up the stamp text for you. That's a solid option if you want to avoid layout errors. Just confirm the proof before approving the final order.
One detail many new notaries overlook: the size of the stamp impression. Most states specify maximum dimensions — typically a rectangle no larger than 1 inch by 2.5 inches, or a circle no more than 1.5 to 2 inches in diameter. If your stamp is oversized, it may overlap document text and create legibility issues. Reputable vendors design their state-specific templates to fit within these limits, but it's worth confirming.
You have three main options: brick-and-mortar office supply stores, online notary supply vendors, and your state notary association. Each has trade-offs worth considering before you order.
Office supply stores like Staples and Office Depot carry basic notary stamps. The upside: same-day pickup. The downside: limited customization, and the staff may not know your state's specific requirements. You'll need to verify compliance yourself. These are fine for states with simple, minimal requirements, but riskier if you're in California or Florida where the stamp layout is closely regulated.
Online vendors are the most popular choice. Sites like notarydepot.com and thestampmaker.com specialize in notary supplies — they often have state-specific templates that pre-populate the required fields, and you'll typically receive your stamp within 3–5 business days. Amazon carries notary stamps too, but quality and compliance vary widely by seller, so read reviews carefully and check the product's listed compliance against your state's actual requirements. Don't just assume "ships to your state" means it meets your state's rules.
Your state notary association often sells approved stamps directly or through vetted partners. This is the safest route if you're in a state with strict requirements — you can be confident the stamp layout has been reviewed for compliance. Some state associations also offer combo packages that include a stamp, journal, and certificate forms. If you're unsure where to start, your state's secretary of state website typically lists approved vendors or links to your state notary association.
Remote online notarization — RON — has changed what a "stamp" means. If you're performing eNotarizations, you don't press anything onto paper. Instead, you use a digital certificate-based seal that's embedded directly into the PDF file during the notarization session.
Most states with RON laws require notaries to obtain a separate digital credential from an approved vendor. This credential is a cryptographic certificate tied to your identity — it can't be copied or transferred. When applied to a document, it creates a tamper-evident seal: any modification to the PDF after notarization invalidates the seal, flagging the document as altered.
The approval process varies. Some states require you to register your digital certificate with the state notary authority. Others simply require that you use a state-approved RON platform — the platform manages the digital seal on your behalf. Check your state's RON rules before purchasing any digital credentialing service.
Physical stamp vendors don't sell electronic seals. You'll get your digital credential from RON platform providers like Notarize, DocVerify, or similar services approved in your state. The cost is typically bundled into a monthly platform subscription rather than a one-time purchase.
If you're exploring notary services in your area or need to find a notary who offers RON services, our guide on notary public near me covers how to locate both in-person and remote notaries.
This situation requires fast, decisive action. A notary stamp in the wrong hands can be used to forge notarizations — a serious crime that you could be implicated in if you don't act quickly and document your response.
First, stop notarizing immediately. Don't perform any notarizations until you have a replacement stamp in hand. This sounds obvious, but some notaries try to continue using a backup ink pad while waiting for a replacement. That's not acceptable — the absence of a valid stamp means no valid notarizations.
Second, report the loss or theft to your state notary authority. Some states mandate this by law — California and Florida, for example, require written notification within a specific timeframe. Even where it's not legally required, reporting creates a paper trail that protects you if a fraudulent notarization surfaces later. Your report should include the date you noticed the stamp was missing, where you last used it, and whether you believe it was lost or stolen.
If you recover the old stamp, destroy it. Cut it up, dismantle the mechanism, or otherwise make it unusable. Don't just put it in a drawer — a stamp that looks functional is a liability even if you're no longer using it. Then order a replacement stamp from a reputable vendor. The replacement will be identical to your current stamp (same commission number and expiration) unless your commission has changed.
Document everything: when you noticed the stamp was missing, when you reported it, and when you destroyed the recovered stamp. Keep this record for the duration of your commission and beyond. If you're in a state that requires reporting, keep a copy of the notification you sent to the state authority.
Commission renewal is routine, but it has a direct impact on your stamp. When you renew, your state will typically assign a new commission expiration date. In many states, your commission number changes too. Either change means your existing stamp is no longer accurate — and using a stamp with an incorrect expiration date is a notarization defect that can void the act.
Don't wait until your commission expires to order a new stamp. Order it as soon as you receive your renewal certificate so you're ready to notarize from day one of the new commission period. Most vendors can turn around a new stamp in 3–5 business days. If you use an online vendor, keep your order confirmation — you'll want to reorder quickly on your next renewal rather than researching the process from scratch.
One common mistake: thinking you can notarize between the renewal certificate date and the old stamp's expiration. If the dates don't match your actual current commission, don't use that stamp. Order the replacement immediately. Some notaries keep their old stamp as a reference for what the previous commission information looked like — that's fine, but mark it clearly as void so it's never accidentally used.
Another renewal-related issue: if you move to a different county during your commission period, some states require you to update your stamp. Florida, for example, requires your county of commission to appear on the stamp — if you move to a different county, you need a new stamp even if your commission number and expiration haven't changed. Always verify your state's rules when any commission information changes.
Spanish-speaking notaries or those serving Spanish-speaking communities should also be aware of state-specific rules — our guide on notary public cerca de mi covers how notary requirements apply in bilingual practice contexts.
Don't order your stamp until you have the certificate in hand. You need your exact commissioned name, commission number, and expiration date — all of which appear on the certificate.
Download your state notary handbook and locate the stamp requirements section. Confirm format (round vs. rectangular), required text fields, whether an embossing seal is also required, and any specific phrasing rules.
Your state notary association or a specialized vendor (notarydepot.com, thestampmaker.com) is safer than a generic office supply store for ensuring compliance. Compare prices — many vendors charge $25–$50 for a self-inking stamp.
Enter your stamp text carefully — or upload your commission certificate. Review the digital proof before approving. Check every field: name spelling, commission number, expiration date, state, county if required.
When your stamp arrives, test it on plain paper. Confirm legibility, check that all required fields are present and readable, and verify ink coverage is even across the impression.
Keep your stamp in a secure location — locked drawer or case. Never leave it unattended in a client's presence. Your stamp is your official credential; treat it accordingly.
Whether you're a new notary ordering your first stamp or a seasoned one renewing your commission, the process is straightforward when you follow the right sequence: get your commission certificate, read your state's requirements, then order from a reputable vendor. The cost is modest — a quality self-inking stamp runs $25–$50 — and it's a one-time investment that anchors every notarization you perform.
Take the time to get it right the first time. A non-compliant stamp means rejected notarizations, frustrated clients, and the hassle of reordering. Spending 20 minutes reading your state's handbook before placing your order saves you significant headaches down the road.
If you're still preparing for your notary exam or looking to deepen your understanding of how the profession works, our resources for notary public near me and the broader world of notary practice can help round out your understanding of the profession you're entering.