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National Notary Association
The National Notary Bulletin
Feature

The 4 tools every Notary should have … and why

By David Thun

No matter what state a Notary is commissioned in, there are 4 essential tools that every Notary needs. These are:

  1. Your official Notary seal
  2. Your journal of notarial acts
  3. Pre-printed Notary certificate wording
  4. Reference guides and resources to answer Notary questions
Click or tap on each tool to learn why you need it, and how to get it.
female Notary sitting behind a desk with a journal, stamp, books, and certificates
notary seal stamp

Seal Stamps

Click to learn more

notary journal and pen

Journals

Click to learn more

notary certificates

Certificates

Click to learn more

notary how-to guide and notary answer book

Reference Books

Click to learn more

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notary seal stamp

Your official Notary seal

What is it?

The Notary seal contains your commission information. Depending on state law, the seal can be an inked stamp or an embosser — a metal clamping device that leaves a raised impression of the Notary seal information on a document.

Why do I need it?

Most states require Notaries to own and use an official seal for notarizations. Affixing the Notary seal to a notarized document authenticates the Notary’s signature and shows that the notarization was officially completed.

How do I get a seal?

Each state has its own rules for the official Notary seal’s format, required information and how to purchase one. Once you’ve obtained your Notary commission, you can purchase your official Notary seal.

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notary journal and pen

Your journal of notarial acts

What is it?

The journal of notarial acts is a record book of each notarization you perform. Each entry in a Notary journal includes details about a notarization such as the date performed, the notarization type and the signer’s information and signature.

Why do I need it?

If you are ever sued for a notarization, well-kept journal information is powerful evidence that you performed your duties correctly. Many states require Notaries to keep journals, but even if not required in your state, it’s recommended because of the protection a journal provides against accusations of negligence.

How do I get a journal?

A wide variety of Notary journals are available for purchase from many different vendors, including the NNA.

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notary certificates

Pre-printed Notary certificate wording

What is it?

Each notarization typically requires a Notary to complete, sign and affix their seal to certificate wording prescribed by state law. If a document lacks certificate wording, a pre-printed certificate can be completed and attached to the document to complete the notarization.

Why do I need it?

Having pre-printed certificates on hand will allow you to complete a notarization if you are asked to notarize a document that does not include the required notarial wording for your state.

Where can I get Notary certificates?

Many state Notary regulating agencies have PDFs of their certificate wording that can be downloaded. NNA members can download and print certificate forms through the "Member Benefits" section of their NNA membership page. You can sign up for NNA membership on our website. If you aren't a NNA member, you can also purchase Notary certificates from the NNA.

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notary how-to guide and notary answer book

Reference guides and resources to answer Notary questions

What is it?

Reference guides include information about Notary procedures and practices you can look up if needed.

Why do I need this?

When you notarize, you may encounter questions about the notarization you can’t answer yourself. For example, is this signer’s ID acceptable in my state? Am I authorized to perform this type of notarization? When these questions come up, having a reference book on hand to look up information can help you find the answer.

Where can I get reference guides or help with Notary questions?

The NNA offers a variety of Notary reference books. NNA members can also contact the NNA’s Notary Hotline, visit the NNA Knowledge Center or their state Notary agency for answers to questions during notarizations.

30 Comments

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babyluchi@icloud.com

05 Jun 2023

I finished my Notary signing Agent course and I wanted to know where to download my certificate .I didn’t receive it yet.

National Notary Association

05 Jun 2023

Hello. Please contact our Customer Care team at services@nationalnotary.org and they should be able to assist you.

Lanette

24 Apr 2023

I work in Houston Texas but reside in Maryland. Can I let my notary seal expire but want to renew it for Texas as that’s where I work. Is that okay,

National Notary Association

26 Apr 2023

Hello. To qualify for a Texas commission, you must meet the following requirements: (a) Be a resident of the state of Texas; (b) Be at least 18 years old; and (c) Not have been convicted of a felony or crime of moral turpitude.

Matilda Ann Rios

19 Apr 2023

I am a notary in the state of Texas. My employer paid for my commission and tools. Do they have the right to retain them?

National Notary Association

21 Apr 2023

Hello. The Texas Attorney General has issued an opinion on “whether an employer may ‘retain the notary materials of an employee upon termination of employment,’ including the notary’s seal and record book…. Construing chapter 406 as a whole, we conclude that a court would likely determine that an employer may not retain the notary records and seal of an employee who is a notary public upon termination of employment” (Tex. Atty. Gen. Op. GA-0723). “The employer is not the owner of a notary’s … seal, even if the employer paid for the materials. Tex. Atty. Gen. Op. GA-0723. A Texas notary public is required by law … to authenticate every official act with the seal office…. Therefore, the … seal should remain in the possession of the notary at all times…. If your employer retains your seal … when you leave your job, you should provide your employer a copy of Texas Attorney General Opinion GA-0723. If after receiving a copy of the opinion, your employer still will not let you take your notary … seal with you, you should … obtain a new seal….” (TX SOS website, “Frequently Asked Questions for Notaries Public”). “The employer is not the owner of a notary’s record book …, even if the employer paid for the materials.” (Tex. Atty. Gen. Op. GA-0723.)

PAWalker

15 Apr 2023

I’ve been a Notary for twenty years, and have my four tools. I don’t know whose idea it was for all the reading material then a test. Maybe the process should had been for new people coming on board. Some of us are still going through the pandemic!!!Hopefully this process is a one time process, where all I had to do was to pay the renewal fee and be sworn in.

justab0utright@yahoo.com

14 Apr 2023

Just watched an unsolicited video about an April sale on state specific notary guidebook at a big discount. I’ve been all over your website and cannot find any mention of an April Special on resource price.

Theresa Durham

10 Apr 2023

I need info on IPen, e-signature & e-seal.

National Notary association

11 Apr 2023

Hello. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2022/09/ipen-what-you-need-to-know-about-the-original-electronic-notarization

Tammy L Linscomb

04 Apr 2023

I would like to purchase a journal for Houston Texas, United States

National Notary Association

04 Apr 2023

Hello! You can purchase a journal from the NNA here: https://www.nationalnotary.org/texas/supplies/journals

Sharon Sanchez

03 Apr 2023

I'm in Texas and have the stamp,Journal

Sharon Sanchez

03 Apr 2023

Hello. This is very informative.

Calvin Browne

03 Apr 2023

Patricia Berger's statement above "I absolutely agree with maintaining a journal!" Is not your choice to agree. It is the LAW in ALL STATES to have a journal before you can perform notarial duties.

National Notary Association

04 Apr 2023

Hello. While not all states require Notaries to maintain a record of their notarial acts, the NNA strongly recommends keeping a journal even if not required by state law.

Lowry

03 Apr 2023

Great Nugget! I would add to that list a UV blue light to look for security features in identification documents like DL and Passport. It’s my go to for sure.

Charles Bell

03 Apr 2023

I want to purchase a journal for New York State

National Notary Association

03 Apr 2023

Hello. You can purchase a journal from the NNA here: https://www.nationalnotary.org/new-york/supplies/journals

driqueros@wwmach.com

03 Apr 2023

You start process my application for Notary but,I do not received my order since 03/11/2023 Client # 204771 Amount $ 174.96 I want study Loan Signing Agent Certification but i cant until i received my order, I need ti know when im going to receive pls Gracias.

National Notary Association

04 Apr 2023

Hello. We have forwarded your request to our Customer Care team and someone should be in touch to assist you shortly.

Nancy

03 Apr 2023

Excellent information!! it was really useful for me!!

National Notary Association

03 Apr 2023

Thank you, we're glad you found it helpful!

Daniela B Sar

03 Apr 2023

I have to renew

National Notary Association

03 Apr 2023

Hello. The NNA can assist you with the renewal process. Please visit this page to get started: https://www.nationalnotary.org/renew-a-notary

diane217@verizon.net

03 Apr 2023

Notary certificate

Calvin Nelson

03 Apr 2023

Awesome! Good to know that I have all these necessities. Great article to remind us and keep us on track.

Jacobie J Dardy

03 Apr 2023

I am a notary of thr state of GEOGOIA . IM seeking my own buiisness I am a member . Can ypu help me.

National Notary Association

03 Apr 2023

Hello. You can find information about starting your own Notary business in this video: https://www.youtube.com/watch?v=v6koRCOdCsQ

Patricia Berger

03 Apr 2023

I absolutely agree with maintaining a journal!

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