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Notary seals and stamps are key identification tools used by Notaries Public to mark documents they have notarized. While they play an important role in documenting a notarial act, their purpose is often misunderstood. A notary seal does not make a document legal, official, or authentic—it simply certifies that a notarial act took place, confirming the signer’s identity and willingness to sign.

What Is a Notary Seal?

A Notary seal (or stamp) is a device that leaves a visible impression on a document after the notarial act is completed. The seal generally includes:

• The Notary’s full name
• The state and county of commission
• The Notary’s commission number (if applicable)
• The commission expiration date

The seal does not include the date of notarization, which is written within the notarial certificate itself. Its main purpose is to provide clear evidence that a notarial act was performed by a duly commissioned Notary Public.

The Role of a Notary Seal

1. Verification of a Notarial Act
   The seal verifies that a notarial act took place. It does not validate the document’s content or make it legally binding. It only certifies that the signer appeared before the Notary, was properly identified, and executed the document willingly.
2. Deterrence of Fraud
   Because every seal impression is unique and traceable to an individual Notary, it helps prevent unauthorized or fraudulent notarizations. A proper seal impression indicates accountability and traceability.
3. Recognition by Third Parties
   A document bearing a clear notarial seal signals to courts, financial institutions, and government agencies that the notarization was performed in compliance with state law. This recognition helps ensure acceptance of the document, though it does not guarantee its enforceability.
4. Record Keeping and Accountability
   Notaries are often required to maintain a journal of notarial acts. The details recorded—such as the type of document, signer’s identity, and date of notarization—correspond to the seal impression. This creates a traceable record of each notarization.

What Notary Seals Do Not Do

• They do not make a document “official” or “legal.”
• They do not verify or authenticate the content within the document.
• They do not replace legal review or government validation.

The seal is a mark of identification, not authorization of content. It confirms who notarized, where, and when—nothing more.

Correct Use of Seals and Stamps

When performing a notarial act, the Notary places their seal or stamp near the notarial certificate after the signer has appeared, been identified, and signed the document. The seal impression must be clear, legible, and compliant with state-specific format requirements. Improper or missing seal impressions can invalidate the notarization.

Conclusion

Notary seals and stamps are essential to the integrity of the notarial process. They identify the Notary, deter fraud, and confirm that a lawful notarial act was performed—but they do not verify the truth or legality of the document itself. A Notary’s duty is to witness and authenticate signatures, not the content of the paperwork.

At SLO Notary, our commissioned Notaries Public adhere strictly to these legal standards, ensuring every notarization is performed accurately, transparently, and in compliance with state law. To learn more or schedule an appointment, visit our website at SLO Notary or contact us at 805-500-2475.

blog article updated on 10/21 due to incorrect statements