A notary stamp is your legal signature in ink form. This small tool carries immense power in the hands of a notary public, turning ordinary documents into legally binding contracts and deeds. The right stamp makes a statement about your professionalism as a notary public. Selecting the proper stamp matters almost as much as your license itself. Before you purchase your next notary stamp, these are some absolutely critical factors you need to consider.
State Requirements and Regulations
Your state's laws dictate exactly what information must appear on your notary stamp. New Jersey notaries have different requirements than Pennsylvania notaries, and Florida has its own set of rules entirely. Some states require your commission expiration date to appear on each impression, while others mandate your commission number or county of residence.
Check your state's notary division website or call your Secretary of State's office before ordering. Getting this wrong could mean paying another fee for a replacement stamp and potentially reducing usability and invalidating documents you've notarized.
Self-Inking vs. Traditional Rubber Stamps
The technology behind your stamp affects your daily experience as a notary public. Traditional rubber stamps require a separate ink pad and often create messier impressions. Self-inking models like the Trodat Self-Inking Expiration Stamp automatically re-ink between uses, giving you thousands of clear impressions. Self-inking stamps save time and frustration, especially if you handle high volumes of documents like mortgage closings or depositions. For occasional use, a traditional rubber stamp might be sufficient. Consider how frequently you'll use your stamp when making this choice.
Stamp Size and Design
When it comes to your notarial duties, the physical dimensions of your stamp matter more than you might think. Larger stamps create bolder impressions but take up more space in your notary bag and on smaller documents.
Most states have minimum size requirements for the text in your impression to maintain legibility. Round stamps offer a classic, official look, while rectangular ones often fit better on cramped signature lines. Some companies offer customizable designs that include your state's seal or other official markings.
Always remember one thing: your stamp serves both practical and marketing purposes, as it's often the last impression (literally) that clients have of your services.
Ink Quality and Color
Not all stamp ink performs equally. Premium inks resist fading, smearing, and transfer — critical for documents that might be handled frequently or stored for years. Black ink remains the standard for most legal documents, though some notaries prefer blue to identify originals from photocopies easily.
Many mortgage companies and legal firms have specific ink requirements for their documents. If you work primarily with certain industries, ask about their preferences before ordering. Quality ink also dries quickly, preventing smudges that could raise questions about a document's validity. The best notary stamp uses ink that maintains its color without bleeding through paper.
Strength and Construction
Stamps take a beating. From being tossed in bags to enduring thousands of impressions, durability directly affects your bottom line. Look for stamps with metal reinforcement and high-grade plastic that won't crack under pressure. The handle construction matters too. More ergonomic designs reduce hand fatigue during marathon signing sessions. Premium stamps often feature replaceable ink cartridges, helping them last much longer. Consider this an investment rather than an expense because a quality stamp will serve you through thousands of contracts and legal documents.
Portability and Storage
For mobile notaries who handle closings at client locations, portability is key. Compact designs that safely cover the ink surface prevent disasters in your car or bag. The best stamps include protective caps or retractable mechanisms to keep the ink from drying out or staining your other supplies. Some even come with attached covers that eliminate the risk of losing caps. If you travel between appointments, consider models that balance size with comfort.
Vendor Reputation and Customer Support
Who you buy from can be as important as what you buy. Established brands offer consistent quality control and usually stand behind their products with solid guarantees. Read reviews from other notaries about both the product and the company's customer service. How quickly do they respond to issues? Do they offer replacement parts? A reputable business like Notaries Equipment Company has built its reputation on supporting professionals through their entire notary experience — not just during the initial purchase.
Choose the Right Stamp for Your Notary Business
Finding your perfect notary stamp doesn't have to be complicated. We offer a range of high-quality options for every notary public need. Our popular SlimStamp Pre-Inked Expiration Stamp (available here) delivers thousands of crisp impressions without re-inking. For heavy daily use, the Trodat Self-Inking Expiration Stamp offers exceptional durability and clean, consistent impressions that meet strict legal standards.
To find the stamp that perfectly matches your state's requirements and your professional needs, check out our entire collection of stamps.