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Hotline Tip: What Do I Need To Know About Using An Embosser?

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When using an embosser, do I also need to use my ink stamp when notarizing? Does the embossment need to be done within the Notary block? Is there anything else I need to know when it comes to embossing?  A.C., Torrance, CA.

When notarizing, the seal must always imprint or emboss a photographically reproducible impression. Because the image must be able to be clearly photocopied, most Notaries use an inked rubber stamp seal, since an embossment would have to be smudged or darkened to be picked up on camera. If an embossment is made so that it can be photocopied, however, it need not be used with an inked stamp, provided it contains all required information.

An embosser may be used in addition to the required photographically reproducible seal, but it must not be impressed over the reproducible inking seal or over the Notary’s signature (Government Code, Section 8207). It should be affixed as near as possible to the inked seal impression in the certificate wording.

If you emboss the original document and the Notary certificate together, on the notarial certificate you might write “Original Document Has Embossment.” This will let the receiving agency know that they should find an embossment on the original document, and if it isn’t there, then it is not the document that was notarized.

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call (888) 876-0827Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST

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42 Comments

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Kourtney Suarez

12 Sep 2024

I am a new notary in SC. I have both a stamp and an embosser. If a will has a section for my signature do I still have to use my ink stamp and or embosser?

National Notary Association

18 Sep 2024

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Song

26 Jun 2023

Hello, I'm a notary for the state of Georgia. I have both stamp, and embosser. Sometimes, people prefer the embosser than inked stamp. But when we make a copy/scan the paper, it doesn't really show up. 1. On that case, is it okay if I use stamp next or top of the embosser? 2. and is it required to use like a gold seal with the embosser?

National Notary Association

07 Aug 2023

Yes, you can use the embosser along with the rubber stamp seal. There is not a requirement to use a gold seal with the embosser.

Devin Gaulin

01 May 2023

I am a Massachusetts notary. I am wondering if a document specifies ink stamp can i use embosser only and not the ink stamp

National Notary Association

04 May 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

rhonda@buildinghopeinthecity.org

06 Apr 2023

Can State of Ohio Notaries use the ink stamp and the embosser?

National Notary Association

14 Apr 2023

Hello. In Ohio, “The seal may be of either a type that will stamp ink onto a document or one that will emboss it” (ORC 147.04).

Lillian Pena

07 Nov 2022

I am a new notary in Massachusetts - Do I need to use both the stamp and embosser?

National Notary Association

07 Nov 2022

Hello. MA Notaries may choose to use either a black ink stamp or an embosser: “If a notarial seal that requires ink is employed, black ink shall be used” (GL 222, Sec. 8[b]).

Edwina Smith-Gardner

14 Jul 2022

hello I'm a notary for the state of new york and was wondering if it is okay to emboss (seal) on top of words in the document?

National Notary Association

22 Jul 2022

There is no law in the state of New York that addresses placing any Notary seal over wording in a document. However, if the seal being used us an ink seal, then we recommend not placing it over any of the printed matter of the document because it will interfere the readability of the document and the seal impression itself. Regardless of the type of seal that is used, the receiving agency may not want it to be placed over any printed matter on the document.

Deborah J Eastman

05 May 2022

I am a new notary in New Hampshire - Do I need both a stamp and embosser? And if I need both do I use both every time?

National Notary Association

18 May 2022

Hello. You will need one or the other, but not both. “All acknowledgments made by a notary public shall be either under an official seal (i.e., embosser) or shall carry the legible imprint of an official rubber stamp stating the name of the notary, the words ‘notary public, New Hampshire’ and the expiration date of the notary public’s commission” RSA 455:3.II authorizes the official seal to be an embossed official seal or carry the legible imprint of an electronic or rubber stamp.

Tomikka

22 Dec 2021

Can a notary in Arizona charge me extra for using a embosser seal

National Notary Association

13 Jan 2022

No extra fee may be charged for using any type of Notary seal.

Mario Atkins

20 Nov 2021

Can a deed be recorded in Florida If notarized with an embossed stamp that was not photographically reproducible?

National Notary Association

07 Dec 2021

The law states “The rubber stamp seal must be affixed to the notarized paper document in photographically reproducible black ink” (FS 117.05[3][a]). The law also indicates that an embosser CAN BE USED in addition to the black ink rubber stamp as follows: “An impression-type seal may be used in addition to the rubber stamp seal, but the rubber stamp seal shall be the official seal for use on a paper document, and the impression-type seal may not be substituted therefor” (FS 117.05[3][a]).

ashley Nicole jackson

14 Oct 2021

Hi, I am a new texas notary. Would I use both the embosser and seal stamp or just the embosser on its own?

National Notary Association

15 Oct 2021

Hello. A Texas Notary's official seal can either be an ink stamp or an embosser: “The seal must be affixed by a seal press or stamp that embosses or prints a seal that legibly reproduces the required elements of the seal under photographic methods. An indelible ink pad must be used for affixing by a stamp the impression of a seal on an instrument to authenticate the notary public’s official act” (GC 406.013[c]).

jeannette.riddick@gmail.com

30 Sep 2021

I am a notary in Maryland. Do I need the seal and embosser when notarizing documents i.e. as a signing agent?

National Notary Association

06 Oct 2021

Hello. In Maryland, the official Notary seal may be in the form of either a seal or embosser. Maryland law states that a Notary must “affix” or “emboss” an official stamp on a tangible record (ACM St. Gov’t 18-215[b][1]). “The official stamp of a notary public shall… be capable of being copied together with the record to which it is affixed or attached or with which it is logically associated” (ACM St. Gov’t 18-217[a][2]).

Daniel S

26 Aug 2021

Florida

National Notary Association

26 Aug 2021

Hello. No, you may not charge an additional fee for using an optional embosser during a notarization in Florida.

Daniel S

19 Aug 2021

Can a Notary charge for the use of Embosser separately, as an addition to the Notary stamp?

National Notary Association

26 Aug 2021

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

Rochelle

12 Feb 2021

For the state of California, If we would like to use an embossed seal, which is used in conjunction with the stamp, would we need to make a request to the Secretary of State for this authorization ?

National Notary Association

12 Feb 2021

“The seal of every notary public shall be affixed by a seal press or stamp that will print or emboss a seal which legibly reproduces under photographic methods the required elements of the seal” (GC 8207). Because of the inconvenience of “smudging” an embosser to make its impression photographable, virtually all California Notaries use inked stamps as their official seal. However, “notaries public may use an embosser seal in addition to the rubber stamp” (NPH). Notaries purchasing an official seal must present an original Certificate of Authorization from the Secretary of State to a licensed seal manufacturer or vendor (GC 8207.3[a] and [b]).

lindabbailey1@gmail.com

13 Jul 2020

Would attaching and embossing foil labels to a document that has to be scanned/copied show up to the receiver?

National Notary Association

14 Jul 2020

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Marcia Gillings

16 May 2020

I have to notarize legal documents and affidavits of service. Can I use my seal and write in my commission expiry date? This is in Florida

National Notary Association

18 May 2020

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

James

02 Mar 2020

When using an embossed seal, is there a preferred location in the document to place the seal and a preferred location on the page?

National Notary Association

04 Mar 2020

Hello. To help us answer your question, can you please tell us what state you are commissioned in?

Tanisha

04 Jan 2019

Thank you. I appreciate your help.

Tanisha

04 Jan 2019

I know seals aren't required. I just wanted to ensure that it's okay to emboss on top of your signature and/or stamp if you do use one.

National Notary Association

04 Jan 2019

Hi Tanisha. We will forward your question to our Hotline Team to see if they can provide you with any additional information on this topic.

National Notary Association

04 Jan 2019

Hi Tanisha. Here is the response from our Hotline Team: "Regardless if the Notary affixes a seal stamp or hand prints her Notary commission information, it should be a clear image in order for the receiving agency to read the Notary’s information. Thus, embossing over the seal imprint could distort it and make it unreadable. If you choose to emboss in addition to the seal, you should do so in a different place."

Tanisha

04 Jan 2019

"An embosser may be used in addition to the required photographically reproducible seal, but it must not be impressed over the reproducible inking seal or over the Notary’s signature (Government Code, Section 8207). It should be affixed as near as possible to the inked seal impression in the certificate wording." I see that this law is for California. I can't find information for New York State. Is it okay to emboss over your stamp/signature in New York?

National Notary Association

04 Jan 2019

Hello. New York's Notary Public License Law states the following: "“The laws of the State of New York do not require the use of seals by notaries public. If a seal is used, it should sufficiently identify the notary public, his authority and jurisdiction. It is the opinion of the Department of State that the only inscription required is the name of the notary and the words ‘Notary Public for the State of New York’” (https://www.dos.ny.gov/licensing/lawbooks/notary.pdf, page 16)

Jem jacala

26 Dec 2018

Hi, we recently had several documents notarized but I noticed that there was just a notary stamped and notary signature. I am used to seeing a notary pressed on the round seal ( embossed) in my prior experience. Our lawyer said it is not required. I feel that our documents are not properly notarized. I thought it prudent and authentic to have that pressed on round seal. Is my lawyer correct? Thank you for your attention. Jem

National Notary Association

27 Dec 2018

Hi Jem. Seal requirements may vary depending on state law. Can you please tell us what state the Notary was commissioned in?

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