Place it near the certificate
The stamp belongs next to the notarial certificate, which is the block that begins with wording such as State of, County of, and the notary's signature line. Keep the stamp close enough that a reader sees the connection at a glance.
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If the certificate is on a separate page, stamp that page, not the main body of the document.
Many state-approved certificate forms leave a boxed space for the stamp. If your form has one, use it. If not, a clear space beside or just below the signature line is typical, with a little margin so edges are not clipped by a scanner.
Avoid covering text
Never stamp over signatures, printed names, dates or typed words. A stamp that blocks text can make parts of the document unreadable, and some offices will refuse it.
If the certificate area is crowded, attach a separate certificate page rather than squeezing. Note on the main document where the added page is.
If a document has no free space at all, say so before starting. Offer to attach a loose certificate and describe it by number of pages and the document title, so nobody can detach it and claim it belonged elsewhere.
Getting a clean impression
Place the paper on a flat, firm surface. Press straight down without rocking, and lift straight up. A pad of paper beneath the page can help on an uneven desk. Test on scrap first if the stamp is new or low on ink.
For embossers, align the plates before squeezing and check that the paper is not too thick.
Practice on a sheet of scrap paper before busy days. Press with even pressure, using the full face of the stamp, and avoid sliding it. A consistent habit makes a clean impression nearly every time.
If the stamp smudges
If the impression is poor and there is room, you may stamp again nearby, depending on your state's guidance. Do not use correction fluid or try to wipe it. If there is no room, a new certificate page may be the cleaner fix.
Let ink dry before folding or stacking pages.
Keep a small notebook of the stamp sizes and certificate spaces that give you trouble. Over time you will know which forms need a loose certificate and can plan ahead.
Scanning and copying
Many documents are scanned or faxed after notarization. Dark ink on a clear white area scans well. Avoid stamping over lines, borders or shaded boxes, since the mark can disappear in a scan.
Before leaving, hold the page to the light and look at the stamp as the receiver will see it.
Tricky surfaces
Glossy paper, card stock and laminated pages can smear ink. Let the notary know in advance. Heat-set or quick-dry ink pads help. If the page cannot take ink at all, a separate certificate page attached firmly is a common solution.
Mistakes that get documents rejected
Stamping over text or a signature, partial impressions and smudges are rejected often. Practice on scrap paper and, when an impression is bad, stamp again nearby rather than covering the first.
Common questions
Can a stamp go on the back of a page?
Usually the stamp should be with the certificate on the same side, so readers see it with the notary's signature.
What if the receiver says the stamp is too light?
Re-stamp if the rules allow, or attach a new certificate page and stamp it clearly.
More notary guides
- Where to Hold a Mobile Signing: Location, Privacy, Setup
- Before Your Notary Appointment: What to Prepare by Document
- What a notary can and cannot do in New Jersey
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.