Notary Seals Continued…

Types of Notary Seals

An official notary seal can be purchased after a notary has taken his or her oath. Each notary public must furnish, at his or her own expense, a seal of office. The seal may be purchased at an office supply company, stationery store, or a print shop. They can be purchased in a variety of sizes and models, including desk size and pocket models.

Generally, there are three types of seals that are available for purchase. The different seals include: the embossing seal, the rubber stamp and the perma-stamp. First, the embossing seal leaves in a crimped impression on the paper. This seal is often used in addition to a rubber stamp to authenticate documents. Second, the rubber stamp leaves a ink marking on paper. This has become a universal method for notarizing papers due to the legal requirement that seals be photographically reproducible. Third, the perma-stamp makes an impression without an inkpad. It serves the same purpose as the rubber stamp and provides thousands of sharp impressions.

Different states require different types of notary seals. The goal is to obtain an effective seal that leaves a clear imprint on a document.

Replacing A Notary Seal

Loss or Theft – The notary seal must be kept in a locked and secured area where it can't be used or taken by anyone other than the notary. It must not be surrendered to an employer upon termination of employment, or to any other person, for any reason. If the seal is lost or stolen, the notary needs to report the loss or theft to the Secretary of State. The length of time required to report a lost seal as well as the fee vary according to state. After the notary makes the report, he or she can order a new seal with new information.

Change of Name or Address – If the need arises to change the legal name or address, the notary must file the appropriate change and have a new seal made reflecting those changes. Again, the process will vary from state to state.

Destroying An Old Seal

The law requires that a notary destroy a seal if he or she resigns or moves out of state before a commission expires. It is a good idea to destroy an old seal as soon as it is no longer legally useful. This also happens when a four-year term ends, or a name or address is changed resulting in the receipt of a new seal. By destroying an old seal, the notary is protected against possible theft and fraudulent use. The law does not specify how to destroy a seal, but it should be made to be no longer useful.

By Heather Brunson