Illinois Notary Stamp Requirements

Illinois Uses a Rectangular Stamp, Not a Seal

Unlike some states that use round embossing seals, Illinois requires a rectangular rubber ink stamp. An embosser alone won't satisfy the requirement, and using one instead of the mandated stamp format could invalidate your notarizations.

Here are the exact specifications under 14 IAC Part 176 and the Illinois Notary Public Act:

Size and Shape

• Shape: Rectangular only
• Maximum dimensions: 1 inch high by 2.5 inches long
• Border: Must have a milled or serrated edge

The border requirement is easy to miss when ordering online. A plain rectangular stamp without the serrated border doesn't meet the specification.

Ink Color

Your stamp must produce a black ink impression. The 2025 administrative rules update reaffirmed black ink as the requirement for the stamp itself.

For your handwritten signature on notarial certificates, the rule allows blue or black ink. But the stamp impression — the mechanical part — must be black.

Required Text

The stamp must display specific information in this order:

• Your full legal name exactly as it appears on your commission certificate
• The words "Notary Public" and "State of Illinois"
• Your commission expiration date
• Your commission number

If your name on the stamp doesn't match your commission certificate exactly — even a middle initial difference — it creates a discrepancy that can be challenged.

When to Order

Don't order your stamp before receiving your commission certificate. Authorized vendors require a legible copy of your official certificate before they'll manufacture or deliver a customized stamp. This protects against unauthorized creation of notary seals.

Once you have the certificate, most vendors ship within a few business days. Plan for this gap between approval and actually being ready to notarize.

Lost or Stolen Stamps

If your stamp is lost or stolen, you must notify the Secretary of State Index Department by the next business day. The notification must be in writing or electronic, explaining how the loss occurred and when you discovered it.

After reporting, purchase a new stamp with a different commission number or distinct visual indicator. This prevents anyone from using the lost stamp to produce fraudulent notarizations under your name.

Name Changes

If you legally change your name during your commission term, you must stop performing notarizations immediately. Notify the Index Department within 30 days, wait for an updated commission certificate, and then purchase a new stamp reflecting the new name and matching expiration date. Using a stamp with your former name after a legal name change invalidates your notarizations.

The Illinois Notary Commission Guide includes a stamp specification checklist you can hand directly to your vendor, along with a compliant text layout template to verify your order before it ships.

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