Notary Embossers: What They Do, When You Need One, and State Rules
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A notary embosser is a metal tool that creates a raised impression on paper, a physical seal that you can feel with your fingers. It is different from the rubber stamp most notaries use, which applies ink. Some states require an embosser, some prohibit it, and most leave it optional. Here is what you need to know.
Embosser vs. Stamp
| Embosser (Physical Seal) | Stamp (Ink Seal) | |
|---|---|---|
| How it works | Cr presses paper between metal plates | Applies ink to paper |
| Appearance | Raised, 3D impression | Flat ink impression |
| Photocopy visibility | Does not show up on photocopies | Shows up clearly |
| Typical requirement | Optional in most states | Required in nearly all states |
| Cost | $20–$40 | $10–$25 |
In most states, the rubber stamp is the primary notary seal. The embosser is either optional or serves as a secondary seal for added security.
State Rules on Notary Embossers
State laws on embossers fall into three categories:
- Required: A few states require notaries to use an embosser in addition to (or instead of) a stamp. Check your Secretary of State’s website for current requirements.
- Permitted (optional): Most states allow embossers as a secondary seal alongside your ink stamp. You can use one for added security, but it is not required.
- Not recognized as an official seal: Some states specify that only an ink stamp satisfies the seal requirement. In these states, an embosser can be used as an additional security measure but does not replace the stamp.
Because state rules change, verify the current requirement on your state’s Secretary of State website before purchasing or using an embosser.
Reasons to Use an Embosser
- Fraud deterrence: A raised seal is hard to reproduce. If someone tries to photocopy or scan a notarized document, the embossed impression does not reproduce: making it obvious the copy is not the original.
- Authentication: Some organizations (foreign consulates, courts, banks) want to see a physical embossed seal as proof that the document was genuinely notarized.
- Professionalism: A clean embossed impression looks official and signals that you take your commission seriously.
How to Use an Embosser
- Place the document on a firm, flat surface.
- Insert the page between the embosser plates, positioning it where you want the impression (typically near your signature or stamp).
- Squeeze the handles together firmly. You should feel the plates press through the paper.
- Release and check the impression. It should be clear, readable, and complete. If it is faint or cut off, re-emboss.
Tips:
- Do not emboss over text, the raised impression can make text underneath hard to read.
- Emboss on a single page. Multi-page embossing does not produce a clear impression.
- Some notaries use an embosser impression inker (a special ink pad) to make the embossed impression visible on photocopies. This is optional.
Where to Buy a Notary Embosser
Order from a vendor that knows your state’s requirements. The embosser must include the correct information (your name, “Notary Public,” state name, and commission expiration date in most states). Vendors will ask for your commission information when you order.
- NotaryStyle: notary stamps and seals
- Check your state’s approved vendor list, if it has one
Keeping Your Embosser Secure
Your embosser is an official seal of your commission. Treat it like you would treat your stamp:
- Keep it locked away when not in use
- Never lend it to anyone
- Destroy or return it when your commission expires (per your state’s rules)
Related Reading
- Common Notary Mistakes and How to Avoid Them
- How to Fill Out the Venue in a Notary Certificate
- Loose Notarial Certificates Explained
Frequently Asked Questions
Is a notary embosser required?
It depends on your state. Most states require a rubber stamp (ink seal) and allow an embosser as optional. A few states require an embosser. Check your Secretary of State’s website for the current requirement.
Can I use an embosser instead of a stamp?
In most states, no. The ink stamp is the official seal in most jurisdictions. The embosser can supplement it but not replace it unless your state specifically allows it.
Does an embossed seal show up on photocopies?
No, that is one of the main advantages. The raised impression does not reproduce on photocopies or scans, which makes it easy to distinguish an original notarized document from a copy. Some notaries use an impression inker to make it visible on copies.
What information goes on a notary embosser?
Typically your name, “Notary Public,” the state name, and your commission expiration date. The exact requirements vary by state. Your vendor will configure the embosser based on your commission details.
How much does a notary embosser cost?
Typically $20–$40 for a hand-held embosser. Desk models cost more. Some states require specific designs, which can affect the price.
