Two words, one idea
In everyday talk, a stamp and a seal both mean the mark a notary puts on a document to show an official act took place. In some states the law uses the word seal for an ink stamp. In others, a seal can mean an embosser that raises the paper.
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The legal term in your state matters more than the shop name for the product.
When a customer says they need a raised seal, ask whether the receiving office specifically asked for an embosser. Often they simply mean the official stamp, and the extra tool is not needed.
Ink stamps
An ink stamp is a rectangular or round rubber or self-inking stamp. It usually contains the notary's name, the words Notary Public, the state, and a commission number or expiration date, depending on the state.
A good impression is dark enough to scan or photocopy clearly. Smudged or faint stamps cause rejections.
Self-inking stamps are convenient for mobile work because they need no separate pad. The trade-off is that the ink eventually runs dry, so notaries often carry a small refill or a spare stamp for busy days.
Embossers
An embosser is a hand press that makes a raised design in the paper. Some states require an embosser, a few allow one in addition to an ink stamp, and others never require it. An embossed mark alone is hard to photocopy, so many notaries add an ink version.
Some foreign offices like to see an embossed mark, so confirm with the receiving office.
Ink on a raised seal can improve photocopies. Some notaries rub a pencil lightly over an embossed area to make it visible, but that is a convenience trick and not a replacement for a stamp where one is required.
What goes on the stamp
Content rules come from the state. Common items are the notary's name as commissioned, the commission number, the county or state, and the expiration date. Extra decorations, logos or ads are usually not allowed.
If your name or commission details change, you need a new stamp that matches.
Check your impression against the sample in your state's handbook when you receive a new stamp. Small errors in spelling, the commission number or the expiration date are easier to fix before the first signing than after dozens of documents.
Electronic seals
For remote and electronic notarizations, the seal is a digital image or data attached to the document. The same content rules usually apply, and the electronic version must be tied to the document so it cannot be lifted and reused. Platforms often handle the attachment for you.
Never keep a loose digital copy of your seal on an unprotected computer.
Care and ownership
In many states the stamp belongs to the notary, even when an employer pays for it. Keep it locked when not in use and never let anyone else use it. If it stops printing cleanly, replace the pad or the whole stamp.
Common questions
Do I need both a stamp and an embosser?
Only if your state or the receiving office requires both. Most notaries use an ink stamp alone.
Can I order a stamp from any online shop?
Use a vendor that follows your state's format, since wrong content can invalidate the stamp.
More notary guides
- Can a Notary Notarize for Family Members?
- What Happens if the Notary's Commission Expires Later?
- Apostille, Authentication, Legalization: What's the Difference?
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.