Notary Stamps and Seals FAQs

General Stamp Information

What is the Difference Between Notary Stamps and Seals?

What is a Notary Seal?

Your notary seal is the impression made by the notary public’s ink stamp or paper-crimping embosser.

What is the Difference Between “Seal” and “Stamp”?

Usually, “seal” and “stamp” are used interchangeably. For instance, some state legislation uses the word “seal” to refer both to stamps and embossers.

What is a Notary Seal Stamp?

Notary seal stamps are usually pre-inked rubber, which stamp a page to leave an impression with the notary public’s state, commission number, and other identity-verifying materiel. Every state has their unique notary stamp requirements. Some states require that a notary stamp be round, or contain the state seal.

What is a Notary Embosser?

Notary embossers are metal, and crimp or indent the paper with the identifying mark. Embossers create a dry, raised impression. Unlike notary stamps, which are usually rectangular, embossers leave a round impression. Embossers are not as common as stamps because their mark is not photographically reproducible unless paired with an inking highlighter.

How To Use Your Notary Seal Embosser

Assembling Your Embosser

  1. First, hold your embosser upright. Pull out the round embosser “plates” from the back of your embosser. 
  2. Next, make sure the grooves on the bottom of the embosser plates are facing down. Then, squeeze the insert plates together and slide the insert into the front of your embosser. 
  3. Metal tabs on the seal press will lock into the grooves on the bottom of the insert plates.

To Lock Your Seal

  1. Squeeze down on the handle. Slide the button on the side of the handle UP to LOCK. 

To Unlock Your Seal

  1. Squeeze down on the handle. Slide the button on the side of the handle DOWN to UNLOCK.

How to Use Your Notary Seal Stamp

Using Your Stamp

  1. Make sure your document is on a hard flat surface.
  2. Before notarizing, ALWAYS practice using your stamp at least once to ensure a clear, legal impression. 
  3. Place the inked surface of your stamp on your document. 
  5. Hold your stamp with your thumb and fingers. Using your palm can easily shift your stamp mid-impression.
  6. Press firmly, then release.

The impression should CLEARLY show all alphanumeric characters, the stamp border, and the state seal, if applicable. 

Cleaning Your Stamp

We at like to use Post-It notes. Take a Post-It and dab gently at your stamp. Otherwise, if necessary, you may use rubbing alcohol and a paper towel. Again, dab gently. 

Refill Ink Instructions

Brother 2260/1850 Elite

Immediately after refilling the ink, keep the stamp facing down until the ink begins to flow from the stamp. After refilling the ink, be sure to put the cap back on the refill ink bottle.

Remove the holder from the stamp.
stamp holder

Use the ink bottle to add five drops of ink to each refill hole in the stamp. Refill holes

Put the holder back on the stamp.

Trodat Printy 4913, Vector 4913

  1. Make sure your stamp is unlocked.
  2. Then, compress your stamp enough to access the ink cartridge on the back of the stamp.
  3. Slide lock on the back of the stamp.
  4. Grip ink cartridge using grip zones and pull ink cartridge out. 
  5. Slide new ink cartridge into place.