First, search and secure
Check your bag, car, desk and the last place you notarized. Ask the client if you were at their home. If you cannot find it within a short time, assume it may be gone and move on to reporting.
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Stop notarizing with any spare impression of the old stamp until you have a replacement.
Think back through your recent appointments. A stamp left on a kitchen table or in a hospital room is a common story, and a quick phone call to the last client often solves the problem the same day.
Report it
Most states want a written report to the commissioning office when a stamp or journal is lost or stolen. If theft is likely, file a police report as well and keep the report number.
Include your name, commission number, the date you noticed, and what is missing. Keep copies of everything you send.
Be honest in the report even if the loss was your mistake. Offices handle these reports often, and a clear, prompt account is treated far better than a late one. Hiding a loss can put your commission at risk.
Notify your insurer or bond
If you carry errors and omissions insurance, tell the insurer early. Some policies expect prompt notice of incidents that could lead to claims. A bond is different from insurance, so read what each covers.
If you notarize for an employer, tell your supervisor as well.
Replace the tool
Order a new stamp only after you have followed your state's replacement steps. Some states require a new design or number. Do not use the old stamp even if it turns up, since someone may have copied it.
If the journal was lost, document what you can reconstruct, and start a new journal with a note about the loss.
Dispose of any damaged or recovered old stamp only as your commissioning office instructs. Some offices ask you to destroy it, and some want it returned.
Protect past signers
If the journal held entries with personal details, ask the commissioning office whether you must notify those signers. Even where it is not required, a brief honest notice to affected clients can help them watch for misuse.
Keep a list of recent clients from your calendar or invoices as a backup record.
Write down the date of every call, email and report you make. A short timeline shows that you acted promptly, which is useful if a forged document with your name on it ever appears.
Prevent a repeat
Keep the stamp in a zipped pouch you carry, not loose in a car. Lock it away at home. Never lend it. In a shared office, use a locked drawer, and keep a short sign-out routine if others have access.
Common questions
Can someone use my stamp without my signature?
A stamp alone should not be valid without the notary's signature, but a forger could copy both. That is why prompt reporting matters.
Do I have to resign or reapply?
Usually not. You follow the replacement steps, but your commission continues unless the office says otherwise.
More notary guides
- How Long to Keep a Notary Journal and Where to Store It
- Affidavit of Support Forms and Notary Steps
- What Happens if the Notary's Commission Expires Later?
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.