NNA Notary Seal and Stamp Requirements 2 — Questions and Answers
Question 1: In states that permit both an ink stamp and an embossing seal, which is generally preferred for documents that will be photocopied or scanned?
- Embossing seal, because it is more traditional
- Ink stamp, because it reproduces visibly on copies and scans (Correct answer)
- Either is equally acceptable with no functional difference
- Embossing seal, because it cannot be forged
Correct answer: Ink stamp, because it reproduces visibly on copies and scans
Ink stamps reproduce on photocopies and digital scans while embossed impressions are often invisible in copies, making ink stamps preferable for reproducibility.
Question 2: Who is responsible for the safekeeping and security of a notary's official seal?
- The notary's employer, who owns the equipment
- The county clerk's office, which issues the seal
- The notary personally, as the commissioned officer (Correct answer)
- A bonding company that holds custody of all notarial instruments
Correct answer: The notary personally, as the commissioned officer
The notary is personally responsible for the security of their seal because it is an instrument of their official authority and misuse can result in fraud.
Question 3: What should a notary do if they are commissioned in one state but asked to notarize a document that will be used in another state?
- Use the seal from the state where the document will be used
- Apply their own state's seal, as they are only authorized to notarize under their commission (Correct answer)
- Refuse to notarize any document intended for use outside their state
- Use no seal since interstate documents are exempt from seal requirements
Correct answer: Apply their own state's seal, as they are only authorized to notarize under their commission
A notary uses their own commissioned state's seal regardless of where the document will be used, as their authority is granted by their home state.
Question 4: Which statement best describes the shape requirement for notary seals in most U.S. states?
- All states require a circular seal
- All states require a rectangular seal
- States vary, with many allowing circular, rectangular, or oval shapes as specified by law (Correct answer)
- The shape is left entirely to the notary's personal preference
Correct answer: States vary, with many allowing circular, rectangular, or oval shapes as specified by law
Seal shape requirements vary by state law; some states mandate circular seals while others permit rectangular or oval shapes, so notaries must follow their specific state's rules.
Question 5: An electronic notary (eNotary) needs an official seal for electronic documents. What form does this seal typically take?
- A scanned image of their physical rubber stamp
- An electronic image or digital seal that meets state-defined security standards (Correct answer)
- An email confirmation from the state commissioning authority
- A barcode that links to the notary's commission record
Correct answer: An electronic image or digital seal that meets state-defined security standards
Electronic notaries use a state-approved electronic image or digital seal that is attached to the electronic document in compliance with state eNotary law.
Question 6: A notary's commission is renewed and a new expiration date is assigned. What must the notary do regarding their seal?
- Continue using the old seal until the ink runs out
- Obtain a new seal reflecting the updated commission information, including the new expiration date (Correct answer)
- Apply a sticker with the new expiration date over the old seal
- Notify signers verbally of the new expiration date instead of updating the seal
Correct answer: Obtain a new seal reflecting the updated commission information, including the new expiration date
When a commission is renewed with a new expiration date, the notary must obtain a new seal that accurately reflects the current commission information.
Question 7: Under what circumstances may a notary's employer legally require the notary to surrender their official seal to the employer?
- Whenever the employer requests it as a condition of employment
- When the notary resigns from employment, the employer legally owns the seal
- Never — the seal belongs to the notary personally and cannot be required by an employer (Correct answer)
- Only if the employer paid for the seal, in which case they own it
Correct answer: Never — the seal belongs to the notary personally and cannot be required by an employer
The notary's seal is an instrument of their personal official commission and cannot be surrendered to or controlled by an employer, regardless of who paid for it.
NNA Notary Seal and Stamp Requirements 2
In states that permit both an ink stamp and an embossing seal, which is generally preferred for documents that will be photocopied or scanned?