Back to FAQs

Washington Notary Stamp and Supplies Requirements

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

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

    Back to top

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

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

    Back to top

  • Do I need to order a Washington 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.

    Back to top

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

    Check your Washington 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 Washington stamp imprint.

    Back to top

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

    You can dispose of an expired Washington 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 Washington  notary law for the proper disposal of an expired Washington notary stamp.

    Back to top

  • How do I renew my Washington notary stamp?

    Many notaries are under the impression that all they need to renew their Washington notary commission is to purchase a new notary stamp. This is incorrect. A Washington 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 Washington notary stamp for the new commission. Click here to learn how to renew your notary commission in Washington. When you you receive your renewal notary commission certificate you can order a new notary stamp by clicking here.

    Back to top

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

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

    Back to top

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

    No. Even if the employer paid for your Washington 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 Washington 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 Washington Secretary of State regarding this issue. Order a  notary stamp if your employer keeps the notary stamp.

    Back to top

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

    Black ink is generally recommend when ordering a Washington 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.

    Back to top

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

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

    Back to top

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

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

    Back to top

  • How do I safeguard my Washington notary stamp?

    Washington 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.

    Back to top

  • You have different Washington 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.

    Back to top

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

    You must continue to use your existing Washington notary stamp until it expires. The new Washington 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.

    Back to top

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

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

    Back to top

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

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

    Back to top

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

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

    Back to top

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

    Yes. Washington notary law permits you to use your Washington 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.

    Back to top

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

    Affixing your Washington notary stamp on a document without completing a notarial certificate is a violation of Washington 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.

    Back to top

  • May I order more than one Washington notary stamp?

    It is a good idea when ordering your Washington 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 Washington notary stamp.

    Back to top

  • How do I properly use a Washington notary stamp?

    Notaries must take care when making an impression with the Washington 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 Washington notary stamps by making an impression on a spare piece of paper before notarizing documents.

    Back to top

  • How long is a Washington notary stamp valid for?

    A Washington notary stamp is valid to use during the term of your notary commission. Check the expiration date on your Washington 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 Washington commission expires.

    Back to top

  • How do I choose the right notary stamp vendor when ordering a Washington 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 Washington 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 Washington 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 Washington notary stamp.

    Back to top

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

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

    Back to top

  • 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 Washington 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 Washington notary stamp.

    Back to top

  • 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.

    Back to top

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. 

Washington 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 Washington.