Notaries often ask how to fix a bad seal impression if the ink smears, the seal doesn’t show up clearly during a notarization or the seal is placed upside down. While illegible Notary seal impressions are a common reason for document rejection, fixing the problem can be simple.
Affixing a second Notary seal
If your Notary seal should be smudged, is affixed too lightly, or comes out unevenly inked, affix a second seal near, but not over, the first one. Make sure it is readable and able to be photocopied. In doing so, do not cover or obscure any other text or images on the document.
If space is tight, you may turn your seal sideways. However, avoid affixing a sideways seal in the margins of a document, particularly if it is a real property document that must be recorded.
Attaching a separate or loose Notary certificate
If there is no room to affix a second seal impression, you should attach a completed separate Notary certificate (also known as a loose Notary certificate) with a proper seal impression. If you have to attach a loose certificate, remember to put a line through the previous notarial wording and include a note: “See attached certificate.”
The error some Notaries make when fixing a bad impression is attempting to repair the initial impression using some other method, such as pen and ink, or attempting to cross out a smudged image. However, any “tampering” with a seal is not allowed and could cause the document to be rejected.
Notary seal tip
Before affixing your seal, do a practice run. Making sample impressions on a scrap piece of paper will let you know how much ink to use and how hard to press when affixing the seal. Be sure to destroy your “practice” seal impressions immediately after doing this.
Stock up on stamps and certificates in our Supplies section. NNA Members can download certificates for free at any time.
Additional Resources:
How to use your Notary seal stamp