Part 1, Section 8
Your Notary Seal and Embosser

In order to perform notarial acts, you must obtain and use a seal.  When you receive your commission you will also receive a "Certificate of Authorization to Purchase a Notary Seal."  This certificate must be presented to a state approved vendor allowing them to make your seal.  You will be provided with a list of those vendors when you receive your commission. 

The seal is yours and yours alone.  You must never allow anyone else to use it or take possession of it for any reason. 

In fact, by giving your seal to any person who is not authorized to possess it, or by not keeping your seal in your own direct and exclusive control, you would be guilty of a misdemeanor.  Government Code § 8228.1

Your seal is only for the purpose of rendering notarial service, and you may not use it for any other purpose.  You may, from time to time, be asked to use your seal for things other than notarial acts, but you must refuse. 

Some people are under the misconception that a notary seal stamped on something means that the item is then rendered “authentic”.  Simply using your stamp does not verify the authenticity of any items.  Therefore, better to be safe than sorry, and only use your stamp for official notarizations.

Misusing your seal can result in your commission being suspended or revoked, as well as civil penalties.

In California, the inked seal is required, so that it may be photocopied.  You may use an embosser, but it must be used in addition to the inked seal.  If you are frequently called upon to notarize documents that are going out of the country, it may be wise to purchase an embosser in addition to your seal.  To some people, a document with a raised seal impression seems more authentic.

Your seal will contain the State Seal and the words “Notary Public”, your name, the county where the oath and bond are on file, the expiration date of your commission, your identification (commission) number, and the identification number of the seal manufacturer.  Government Code § 8207

It is crucial that your seal impressions be legible.  An incomplete or smudged seal impression may cause a document to be rejected by a county recorder and cause a great deal of inconvenience, and possibly financial loss for the parties involved.  That financial loss could be passed on to you.

You may at some point be asked to perform a notarial act involving a subdivision map, and these maps are commonly drawn on a type of material that will not take standard stamp ink.  If other inks that would work are not available, the subdivision map notarial certificate can be notarized without the official seal.  However, you must type or write your name, the county of your principal place of business, and your commission number and expiration date below or immediately adjacent to your signature on the acknowledgment.  Government Code §66436(c)

When your commission expires or you resign your commission, your seal must be destroyed or defaced. This is to avoid any possible misuse.  Government Code § 8207

If your seal is ever lost, stolen, broken, destroyed, or otherwise unusable, you must notify the Secretary of State’s office in writing immediately.  Upon request, the Secretary of State’s office will issue you a new Certificate of Authorization to obtain a new seal.  Government Code § 8207.3(e) 
 

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