U.S. · notary reference

Notary seal and stamp requirements by state.

The wording, size and format each of seven states requires on a notary seal, plus who may buy one and what to do if it is lost.

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The table

Statute and rule text read 2026-10-20. Seven states only; other states are not covered.
State	Required on the seal or stamp	Size and format	Authority
California	The State Seal and the words "Notary Public"; the name as on the commission; county where the oath and bond were filed; commission expiration date; commission number; the seal vendor's identification number	Photographically reproducible; circular up to 2 inches across, or rectangular up to 1 inch by 2.5 inches, with a serrated or milled border	Gov. Code 8207
Florida	The words "Notary Public-State of Florida"; name; commission expiration date; commission number	Rubber stamp type, applied in photographically reproducible black ink; an impression seal may be added but is not the official seal	Fla. Stat. 117.05(3)(a)
Illinois	The words "Official Seal"; official name; "Notary Public", "State of Illinois" and "My commission expires" with the date	Rubber stamp; rectangular serrated or milled border not more than 1 inch by 2.5 inches	5 ILCS 312/3-101
Oregon	The notary's name, jurisdiction and commission expiration date, plus anything the Secretary of State requires by rule	A legible imprint capable of being copied with the record	ORS 194.290
Pennsylvania	In order: "Commonwealth of Pennsylvania"; "Notary Seal"; name as on the commission and the words "Notary Public"; county of office; commission expiration date	Rubber stamp, maximum height 1 inch and width 3.5 inches, plain border, capable of being copied	57 Pa.C.S. 317
Virginia	Per the handbook: the name exactly as commissioned, the words "Notary Public" and "Commonwealth of Virginia," the commission expiration date and the registration number. The certificate also states "My commission expires..."	A sharp, legible, permanent and photographically reproducible image; electronic seal for electronic documents	Va. Code 47.1-16(C); handbook
Washington	The words "notary public" and "state of Washington"; name as commissioned; expiration date; commission number (by rule)	Capable of being copied with the record; type at least 8 point; circular at least 1 5/8 inches across, or rectangular at least 1 inch by 1 5/8 inches	RCW 42.45.150; WAC 308-30-070

The same seal rule means different things

All seven states want a stamp that reproduces cleanly when the document is photocopied or scanned, but they set that goal differently. California sets a maximum size and Washington sets a minimum. Pennsylvania sets only a maximum. Florida specifies the medium (a rubber stamp in black ink) rather than a size. Oregon and Virginia lean on a legibility and reproducibility standard. Buying a stamp from a generic template for one state and using it in another is the easiest way to end up with a non-compliant seal.

What is on a seal, state by state

The table lists the elements. A few features are specific enough to call out: California is the only state here that requires the State Seal and the seal vendor's identification number; Florida requires the commission number on the stamp, as do California, Washington (by rule) and Virginia (registration number); Illinois requires the legend "Official Seal" and the commission expiration wording; Pennsylvania prescribes the order of the legends and caps the height at one inch; and Washington's rule adds the commission number, an 8-point minimum type size and minimum dimensions beyond what the statute lists.

Worked example: a Pennsylvania stamp (hypothetical)

A new Pennsylvania notary orders a rubber stamp. The legends must appear in this order: "Commonwealth of Pennsylvania," then "Notary Seal," then the name exactly as on the commission followed by "Notary Public," then the county of the notary's office, then the commission expiration date. The impression cannot be taller than one inch or wider than three and a half inches, and it needs a plain border. A seal ordered with a decorative border or the county line first would not match section 317. Because the stamp is a rubber stamp by statute, an embossing seal alone would not meet it.

Electronic seals

For electronic documents the seal is a data requirement rather than a physical one. Florida treats a seal requirement as met when the notary's electronic signature contains the full name, the words "Notary Public State of Florida," the commission expiration date and the commission number. Illinois requires an electronic seal that "shall look identical to a traditional notary public seal" together with the electronic signature and the legend, and requires the device to be registered with the Secretary of State before first use. Virginia requires an official electronic seal on an electronic document; its handbook says the electronic seal must show the words "Electronic Notary Public" and "Commonwealth of Virginia."

Edge cases

Exclusive control. Florida, Oregon, Washington and California all hold the notary responsible for the security of the stamp; Washington's chapter tells a notary to keep it in a locked, secure place. California makes willful failure a misdemeanor (Gov. Code 8228.1).
Lost or stolen stamps. Florida requires immediate written notice to the Department of State or the Governor. Washington requires written notice to the department within ten business days, and a replacement must differ in some way from the original.
Stamp must match the commission. Virginia's handbook says the seal must carry the name exactly as it appears on the commission, and under 47.1-8.1 a vendor must see proof of the commission before making a seal.
California subdivision maps. The handbook notes a narrow exception under Gov. Code 66436(c) allowing an acknowledgment without the official seal if the name, county and expiration date are typed or printed nearby.

Who this is for

New notaries ordering a stamp, notary-supply buyers checking a vendor's template and employers ordering seals for staff.

What this does not cover

Only these seven states. It does not cover acknowledgment wording by state or apostilles and other authentication for foreign use, and it does not reproduce state sample impressions. General information, not legal advice.

FAQ

What must a California notary seal include?

The State Seal and the words "Notary Public," the notary's name as shown on the commission, the county where the oath and bond were filed, the commission expiration date, the commission number and the seal vendor's identification number. It must be photographically reproducible, circular up to 2 inches or rectangular up to 1 by 2.5 inches.

What does a Florida notary stamp say?

"Notary Public-State of Florida," the notary's name, the expiration date and the commission number. It must be a rubber stamp applied in photographically reproducible black ink, and an impression seal may be added but is not the official seal.

How big can a Pennsylvania notary stamp be?

No more than one inch high and three and a half inches wide, with a plain border (57 Pa.C.S. 317). It must be a rubber stamp.

What are the Washington notary stamp size rules?

A circular stamp must be at least 1 5/8 inches across and a rectangular one at least 1 inch by 1 5/8 inches. The type must be at least 8 point (WAC 308-30-070).

Does a notary seal need the commission number?

In California, Florida and Washington, yes, and Virginia's handbook requires the registration number. Illinois, Oregon and Pennsylvania list other elements and do not require the number in the text we read.

Is an electronic notary seal required for online notarization?

Yes in the states that authorize electronic notarization. Illinois requires an electronic seal identical in look to the paper one, and Florida treats the seal as satisfied when the electronic signature contains the required information.

What do I do if my notary stamp is lost or stolen?

Tell the commissioning office. Florida requires immediate written notice, and Washington requires written notice within ten business days and a replacement that differs from the original.

Sources

Retrieved 2026-10-20. Each link was opened and the figure next to it was checked against the text.

Not legal advice

This page is general information, not legal advice. Statutes, rules and fees change, and your facts may differ. Confirm anything that matters with your state's commissioning office or a lawyer before you act. Nothing you pick on this page is sent anywhere.