Notary stamp or notary journal is lost or stolen?

Ask yourself. What would I do if my notary stamp or journal became lost or stolen? Remember, as a notary, you have a responsibility to keep both your stamp and journal in a secure location. This location must be under your absolute control. But let’s face it. Things can happen. For New York notaries, this is what we recommend.

What to do if your notary stamp or journal is lost or stolen?

Firstly, you need to report it to the New York State Division of Licensing. The easiest way would be to contact your County Clerk. Why is this important? Well, think about it. You need to avoid the potential of a fraudulent situation that involves improper stamp usage. By reporting it, you create a time-stamp that protects you. This enables you to prove your innocence in the event some You face an accusation in the future. Any false accusation can be addressed if you promptly report, say, the loss of your stamp.

Steps to take when your stamp is lost

Follow the recommendations listed here

• As mentioned, report the loss or theft to New York State’s Department of State  as soon as possible. Make sure you keep a written record of your report. This will prove valuable if needed in the future.
• File a police report for the stolen item.
• Order a notary stamp.
• Make a note in your notary journal when you report the stolen stamp and when the new stamp was put in service.

The process for reporting may vary from state to state. But if you follow the recommendations above, you will be showing due diligence, which is really important to protect yourself in the event a future problem arises.

Most importantly, safeguard your stamp and journal so that losing either becomes extremely unlikely.  But, if it does happen, protect yourself by following the suggestions we stated in this blog article. After all, in New York State, you are solely responsible for both your stamp and notary logbook. Remember, these are the tools of your trade. Also, remember that there are unscrupulous people in the world.

Tips to Safeguard the Stamp and Journal

• Never let anyone use either your stamp or journal.
• Never leave these items unattended.
• Never keep them in an unsecured location.
• Never disregard any state law that applies to these items.
• Never trash your logbook because it is full. In New York, you must keep it for 10 years.

We can’t suggest strongly enough that you safeguard both your notary stamp and your notary journal. We also recommend that you make every effort to avoid improper use of your stamp. We have another blog article that addresses this issue. Another article you may wish to review is about the incorrect use of your notarial stamp.

We shouldn’t have to mention this, but it is a good idea to ensure that your notary commission information is up-to-date. We have a specific blog article on this topic.