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Pennsylvania Notary Stamp and Supplies Requirements

  • Does the State of Pennsylvania require notaries to use a notary stamp?

    Pennsylvania requires all notaries to authenticate all notarial acts by placing a Pennsylvania notary stamp on documents they notarize. Documents that do not include a Pennsylvania notary stamp cannot be recorded in county clerks’ offices and may be rejected by the document receiver.

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  • Can I use my Pennsylvania notary stamp in another state?

    No. Pennsylvania notaries cannot exercise their duties outside of the geographical boundaries of Pennsylvania, and notaries from other states cannot exercise their duties within Pennsylvania. You can use your Pennsylvania notary stamp within the boundaries of the state.

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  • Do I need to order a Pennsylvania notary stamp when my commission expires?

    A new notary stamp containing the new notary commission information should be ordered with each commission. The new notary stamp should be used when your current notary commission expires. Click here to order a notary stamp for the new notary commission term.

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  • Can I handwrite my notary expiration date on the Pennsylvania notary stamp impression?

    Check your Pennsylvania notary laws if it allows it. In most state, the notarial act is considered void if you handwrite the expiration date on documents that you notarize. Most state laws require that the expiration date be included in the Pennsylvania stamp imprint.

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  • What do I do with my Pennsylvania notary stamp when my commission expires or I am no longer a notary public?

    You can dispose of an expired Pennsylvania notary stamp by peeling off the rubber stamp imprint from the plastic casing. Cut the rubber with scissors and dispose of the pieces in separate trash cans. Some states may require you to return the expired notary stamp to them. Check your Pennsylvania  notary law for the proper disposal of an expired Pennsylvania notary stamp.

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  • How do I renew my Pennsylvania notary stamp?

    Many notaries are under the impression that all they need to renew their Pennsylvania notary commission is to purchase a new notary stamp. This is incorrect. A Pennsylvania notary must complete an application to renew his or her notary commission, submit it to the state with the required fees, take a new oath of office, and then purchase a new Pennsylvania notary stamp for the new commission. Click here to learn how to renew your notary commission in Pennsylvania. When you you receive your renewal notary commission certificate you can order a new notary stamp by clicking here.

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  • I lost my Pennsylvania notary stamp. What should I do now?

    If you lose your Pennsylvania notary stamp, you should report the loss to  your local law enforcement agency and send a letter notifying the Secretary of State. Check your PA state notary laws. They may have additional requirements to replace your lost Pennsylvania notary stamp. You can purchase a new stamp from the American Association of Notaries. Click here to order a new Pennsylvania notary stamp.

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  • My employer kept my Pennsylvania notary stamp and journal. Is this allowed?

    No. Even if the employer paid for your Pennsylvania stamp and notary journal, the notary commission is yours – not your employers – and the notary stamp and the notary journal belong to you.  Explain to your employer that it is against Pennsylvania notary law for an employer to keep the notary stamp and notary journal even if they paid for them and they maybe held responsible for any fraudulent use of the notary stamp . Contact Pennsylvania Secretary of State regarding this issue. Order a  notary stamp if your employer keeps the notary stamp.

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  • What ink color can I use on my Pennsylvania notary stamp?

    Black ink is generally recommend when ordering a Pennsylvania notary stamp. There are only a few states that require a non-black ink (including Tennessee and Utah). Click here to order a notary stamp.

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  • How do I correct a bad Pennsylvania notary stamp impression?

    Using a pen, strike through the bad impression. Test your Pennsylvania notary stamp on a spare piece of paper and then make a new impression close to the original.

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  • How soon may I begin using my Pennsylvania notary stamp?

    Your Pennsylvania notary stamp may be used on the day your commission becomes effective and you take the oath of office.

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  • How do I safeguard my Pennsylvania notary stamp?

    Pennsylvania notary stamps should be maintained under your exclusive control at all times. They should be kept in a locked place when not in use. Click here to read this article on how to safeguard your notary stamp.

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  • You have different Pennsylvania notary stamp brands and sizes listed on your website. What is the difference?

    Some notaries prefer different sizes for use on different documents, or they may like the feel of one notary stamp over the other. Pocket-sized notary stamps are sometimes preferred by mobile notaries, while a round notary stamp might be preferred by traditional brick-and-mortar notaries. The choice is yours. Click here to order a pocket notary stamp or click here to order a round notary stamp.

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  • I renewed my Pennsylvania notary commission. When can I use the notary stamp I purchased for my new commission term?

    You must continue to use your existing Pennsylvania notary stamp until it expires. The new Pennsylvania notary stamp can be used beginning on the day the new commission becomes effective. Click here to order a notary stamp for the new notary term.

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  • Can I use my Pennsylvania notary stamp to notarize my own documents?

    A Pennsylvania notary serves as an independent third party to witness the signer signing the document freely and willingly. Never use your Pennsylvania notary stamp to notarize your own documents.

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  • Can I use my Pennsylvania notary stamp to notarize for my spouse, relatives, or close family members?

    You should never use your Pennsylvania notary stamp to notarize documents when you are party to the document or have a financial or beneficial interest in the transaction. 

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  • Can I use my Pennsylvania notary stamp to promote my business?

    You should only use your Pennsylvania notary stamp when performing notarial acts. Using it on mailouts, advertisements, or products to promote your business is a violation of notary public laws.

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  • Can I notarize a document with my Pennsylvania notary stamp for my employer?

    Yes. Pennsylvania notary law permits you to use your Pennsylvania notary stamp to notarize documents for your employer if you are not named in the document and you are not gaining anything besides your notarial fees.

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  • Is it legal to notarize a document with just my Pennsylvania notary stamp?

    Affixing your Pennsylvania notary stamp on a document without completing a notarial certificate is a violation of Pennsylvania notary law. If a document is missing a notarial certificate, you may refuse to perform the notarial act or you may show the customer samples of notarial certificates from your inventory and have him or her choose the type of notarial act they want to be performed. It is recommended that you keep notarial certificates in your notary supplies inventory to use in such situations. Click here to order notarial certificates.

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  • May I order more than one Pennsylvania notary stamp?

    It is a good idea when ordering your Pennsylvania notary stamp to order one or two additional notary stamps at the same time if allowed by your state notary law. Click here to order a Pennsylvania notary stamp.

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  • How do I properly use a Pennsylvania notary stamp?

    Notaries must take care when making an impression with the Pennsylvania notary stamp so that the impression is made in a way that will allow the notarized document to be accepted by the document recipient or receiving authority. To place a legible impression on a document, place the document on a flat surface and with the tips of your fingers gently press down on the stamp. It is always recommended that you test your notary stamp. The American Association of Notaries strongly recommends that you test your Pennsylvania notary stamps by making an impression on a spare piece of paper before notarizing documents.

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  • How long is a Pennsylvania notary stamp valid for?

    A Pennsylvania notary stamp is valid to use during the term of your notary commission. Check the expiration date on your Pennsylvania notary stamp and compare it to the expiration date on your notary commission certificate. Never use your notary stamp when you notary commission expires. Properly dispose your notary stamp when your Pennsylvania commission expires.

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  • How do I choose the right notary stamp vendor when ordering a Pennsylvania notary stamp?

    When selecting a notary stamp vendor, you should go with a company that is professional, efficient, and offers great value. The best course of action is to order a notary stamp from a company that specializes in manufacturing Pennsylvania notary stamps, offers services to educate notaries, and can help you during your notary commission term. The American Association of Notaries is pleased to offer Pennsylvania notary stamps in numerous styles, colors, and formats. We offer a life-time warranty on all our notary stamps and notary supplies - No questions asked! Click here to order a Pennsylvania notary stamp.

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  • What information is required to be imprinted on a Pennsylvania notary stamp?

    Pennsylvania notary law requires certain information to be imprinted on a Pennsylvania notary stamp. Click here for more information on the  elements required on your Pennsylvania notary stamp.

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  • How do I reink a Trodat notary stamp?

    You can purchase replacement ink pads from the American Association of Notaries. Refill ink should only be used if it is the same brand as your Pennsylvania notary stamp. After reinking, make a few test impressions to ensure that the notary stamp is properly inked. Be sure to destroy any test impressions. Click here to view a video on how to replace the ink pad on your Pennsylvania notary stamp.

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  • How do I use a Trodat notary seal embosser?

    Click here to watch this video on how to assemble and use the Trodat notary seal embosser.

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Legal disclaimer: The information provided on this page is for general informational purposes only and should not be relied upon as legal advice. We do not claim to be attorneys and we do not guarantee the accuracy, completeness, or reliability of the information provided. You should always seek the advice of a licensed attorney for any legal matters. It is your responsibility to know the appropriate notary laws governing your state. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, losses, damages, or expenses, howsoever arising, including, and without limitation, direct or indirect loss, or consequential loss, out of or in connection with the use of the information contained on any of the American Association of Notaries website pages. Notaries are advised to seek the advice of their state’s notary authorities or attorneys if they have legal questions. 

Pennsylvania notary bonds and errors and omissions insurance policies provided by this insurance agency, the American Association of Notaries, Inc., are underwritten by Western Surety Company (established 1900). Kal Tabbara is a licensed insurance agent in Pennsylvania.