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Notary Bulletin

Hotline Tip: What Do I Need To Know About Using An Embosser?

NNA Hotline Tips For NotariesWhen using an embosser, do I also need to use my ink stamp when notarizing? Does the embossment need to be done within the Notary block? Is there anything else I need to know when it comes to embossing? - A.C. Torrance, CA.

When notarizing, the seal must always imprint or emboss a photographically reproducible impression. Because the image must be able to be clearly photocopied, most Notaries use an inked rubber stamp seal, since an embossment would have to be smudged or darkened to be picked up on camera. If an embossment is made so that it can be photocopied, however, it need not be used with an inked stamp, provided it contains all required information.

An embosser may be used in addition to the required photographically reproducible seal, but it must not be impressed over the reproducible inking seal or over the Notary’s signature (Government Code, Section 8207). It should be affixed as near as possible to the inked seal impression in the certificate wording.

If you emboss the original document and the Notary certificate together, on the notarial certificate you might write “Original Document Has Embossment.” This will let the receiving agency know that they should find an embossment on the original document, and if it isn’t there, then it is not the document that was notarized.

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call (888) 876-0827Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST

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