What States Require an Embossed Notary Seal?

If you’re becoming a notary public or renewing your commission, you’ve probably wondered: what states require an embossed notary seal?

With regulations varying across the U.S., it can be confusing to know whether you need an embosser, a rubber stamp, or both. This guide breaks it all down so you can stay compliant, look professional, and choose the right notary tools with confidence.

Do Notaries Need an Embossed Seal?

The short answer: it depends on the state where you work.

U.S. notary requirements are set at the state level. While nearly all states require notaries to use an official seal, most specify a rubber ink stamp as the primary tool. However, some states still require—or strongly recommend—an embossed notary seal.

An embossed seal creates a raised impression on paper, adding a layer of authenticity and professionalism to notarized documents. Even in states where it’s optional, many notaries choose to use one alongside their stamp.

What States Require an Embossed Notary Seal?

When researching notary requirements, it’s easy to assume that some states require an embossed seal—but in reality, very few states mandate embossers specifically.

Instead, most states fall into one of two categories:

1. They require a rubber ink stamp as the official notary seal.
2. They allow an embossed seal as a supplemental tool, but not as a replacement.

States That Allow (But Do Not Require) an Embossed Seal

There are certain states that do allow, but do not require an embossed seal for notaries. Some states that fall under this category are Texas, Washington, New York, and Ohio.

However, an important note to make is that across the United States, an embossed seal is rarely sufficient on its own, as many states prefer or require an ink stamp. No matter whether you are using a rubber stamp or an embosser, your seal must always be:

1. Clearly legible
2. Photographically reproducible

Why Use an Embossed Notary Seal?

Even if your state doesn’t require it, there are several reasons notaries still invest in an embosser:

1. Added Security: An embossed impression is harder to replicate than ink alone, helping deter fraud.
2. Professional Appearance: Raised seals give documents a more official, polished look—especially important for legal or international paperwork.
3. Document Acceptance Abroad: Some countries and international agencies prefer or require embossed seals for notarized documents.
4. Tamper Evidence: Embossing can make document alterations more noticeable.

For these reasons, many experienced notaries choose to use both a stamp and an embosser together.

States That Require a Rubber Stamp Instead 

There are still states that require an ink only stamp for their notary publics. Examples of these states are Nevada, Minnesota, and Tennessee. It is important to note that the majority of states allow a notary embosser to be use in addition to, just not in place of, a traditional ink stamp. 

A Notary Seal Must Be an Embossed Seal: Is That True?

This is a common misconception. While you may hear that “a notary seal must be an embossed seal,” this is not true in most states today. In fact:

1. The majority of states require a rubber ink stamp
2. Embossers are typically optional or supplemental
3. Very few states allow an embosser insteadof a stamp

Always check your specific state guidelines before purchasing your notary tools. Using the wrong type of seal could invalidate your notarizations.

How to Stay Compliant as a Notary

To ensure you’re following the law:

1. Check Your State Requirements: Visit your state’s official notary commissioning authority website for up-to-date rules.
2. Use the Correct Seal Format: Make sure your seal includes all required information and matches your commission exactly.
3. Consider Using Both Tools: Even if not required, using both a stamp and an embosser can enhance your professionalism and document security.
4. Keep Your Seal Secure: Your notary seal is your official tool—never share it, and store it safely when not in use.

What to Do With an Old Notary Embosser

If your commission has expired or you’ve updated your information, you may be wondering what to do with an old notary embosser. Here are your best options:

1. Destroy it Properly: To prevent misuse, it’s important to render your old embosser unusable. You can physically damage the embossing plate, disassemble the unit, or deface the seal design.
2. Keep it as a Backup (If Allowed): If your commission details haven’t changed and your state allows reuse, you may keep it as a backup—but this is rare.
3. Dispose of it Securely: If you’re throwing it away, ensure it cannot be reconstructed or used fraudulently.
4. Replace it with an Updated Seal: If your name, commission number, or expiration date has changed, you’ll need a new embosser that reflects your current credentials.

Choosing the Right Notary Embosser

High-quality embossers not only improve document appearance but also ensure consistent, professional results every time. If you decide to use an embosser, look for one that offers:

1. Clear, crisp impressions
2. Durable construction for long-term use
3. Compact or handheld options for mobile notaries
4. State-compliant designs

Find a Stamp or Embosser for Your Notary Seal

The reality is that very few states require embossers outright, but many allow or encourage their use alongside a rubber stamp. For modern notaries, the safest approach is to:

1. Use a state-compliant notary rubber stamp (required in most states)
2. Add a custom embossed seal for extra professionalism and security

Choosing the right tools from the start can save you time, prevent compliance issues, and help you present yourself as a professional notary from day one.

If you’re becoming a notary or upgrading your tools, investing in both can help you stay compliant while elevating the quality of your work. The StampMaker offers both professional rubber stamps and notary seal embossers to keep you compliant with your state regulations.