Incorrect Use of Notary Stamp

As a notary public, incorrect use of your stamp or seal can cause unwelcome problems. Remember, your stamp is more than just a stamp. It is a statement of trust and confidence. Use of your stamp improperly puts the notary in a position where he or she can be held liable. Furthermore, such use can render the document invalid. Visit the New York Department of State to answer other notary questions you may have. Let’s look at situations where a notary must pay particular attention.

In New York, the Ink Color Should be Black

Other states may have different rules. However, In New York State, Executive Law 135-c says a seal must be black. Other states may have different rules. Any knowledgeable party can reject a document if notarized in a color other than black. In addition, the notary would be in violation of the Executive Law just referenced.

A Document Must Never be Pre-Stamped

In other words, if a document is scheduled to be notarized at a future time, affixing the stamp prior to that time would be in violation of the law. This is because it can open the door to potential fraud.

Blurry Stamp Imprints

First of all, the County Clerk may refuse to record the document if the stamp is not clear. Such a delay can lead to numerous unintended consequences such as, financial losses and legal disputes. Also, blurry stamp impressions can cause questions about the authenticity of the notarization process. But what if the seal impression turns out to be blotchy? We have a blog article that talks about how to fix a blotchy seal. Feel free to read it.

Placing a Notary Stamp Over Text

A notary should never put a stamp over text. It is critical that all text is easily readable and not encumbered by anything that could make it unreadable. As such, a recipient of the document may reject it if they deem any part of it unreadable.

Erroneous Information on the Notary Stamp

If the information on a notary stamp is incorrect, it can make a document invalid. In New York, a notary stamp contains the following information.

• The name of the notary
• The commission number that assigned by the state
• The commission expiration date and other information required by law.

Therefore, if the information printed on the notary stamp is different from the notary’s commission information, this can become a reason to reject the document. So, to avoid this type of issue, make sure that the information on the stamp is correct.

Notary Seal Embossers

At times, a notary may use a special tool called an embosser. This produces a raised impression on the document. As such, it is easy for someone to read any text beneath the seal. However, these impressions are impossible to transfer to a photocopy, which could cause a problem in certain situations. Some notaries may use a stamp and an embosser to avoid the potential problem just mentioned.

Using a Stamp that has Expired

Never, never, never use an expired stamp. At Notary New York, we recommend this Notary Stamp Tip. When ordering a stamp one can leave the expiration date blank. Then, the notary can manually fill in the expiration date. This avoids having to order a new stamp every four years.

Anyway, using an expired notary stamp can put a notary in harm’s way. It can lead to serious legal penalties.