Maine Notary Stamp Requirements

Physical Stamps Are Optional — But You Want One

Maine law does not require a physical stamp or seal for traditional paper-based notarizations. You can technically handwrite or type all required notarial information directly onto the certificate. In practice, almost every notary uses a stamp because it produces consistent, legible impressions and meets the formatting expectations of banks, title companies, and courts that receive notarized documents.

The Secretary of State strongly recommends using a stamp. If you're performing notarizations professionally, not having one will raise questions you do not want to answer.

What the Stamp Must Include

If you use a physical stamp, it must contain four elements:

1. Your name — exactly as it appears on your commission. No nicknames, no abbreviations unless your commission uses them.
2. "Notary Public" — the full phrase.
3. "Maine" or "State of Maine" — either form is acceptable.
4. Your commission expiration date — this is why you should not order your stamp until you receive your final Certificate of Office from the Secretary of State, which confirms the exact expiration date.

The stamp must produce a legible black-ink impression. The impression can be circular or rectangular — the state does not mandate a specific shape.

Self-Inking Stamp vs. Embosser

Self-inking stamps are the standard choice. They produce clear, dark impressions that photocopy and scan well. Prices range from $15 to $40 depending on the vendor and turnaround time.

Metal embossers create a raised, crimped impression on the paper. Some notaries like them as a tamper-evident secondary seal — it is difficult to photocopy an embossed impression onto another document. However, embossed impressions alone may not be legible on copies, which is why most notaries use the self-inking stamp as their primary seal and the embosser as an optional supplement.

If you are choosing only one, go with the self-inking stamp. It covers every practical scenario.

Electronic Stamps for IPEN and RON

The rules change entirely for electronic and remote online notarizations. If you perform in-person electronic notarizations (IPEN) or remote online notarizations (RON), a conforming electronic stamp is strictly mandatory.

The electronic stamp is a high-resolution digital file that is applied directly to the electronic document through your approved technology platform. It must contain the same information as a physical stamp — your name, "Notary Public," "State of Maine," and your commission expiration date.

You must also submit an exemplar of your electronic stamp to the Secretary of State when filing your "Notice to Perform Electronic and/or Remote Online Notarizations." The state reviews and approves the exemplar before you can perform any digital notarial acts.

Your approved technology provider typically guides you through creating and uploading the electronic stamp as part of their onboarding process.

When to Replace Your Stamp

Replace your stamp if:

• Your name changes — you must report the change to the Secretary of State within 30 days and obtain a new stamp reflecting your legal name before performing any further notarizations
• Your commission is renewed — the new expiration date means a new stamp
• The stamp is lost or stolen — notify the Secretary of State immediately and disable the stamp if it is an electronic seal
• Impressions become illegible — self-inking stamps wear out over time; if the impression is fading, replace it

If you are renewing your commission, do not order the new stamp until your renewal is fully processed and you have the confirmed new expiration date.

For the full breakdown of supply decisions — stamps, journals, embossers, and electronic tools — the How to Become a Notary in Maine guide covers what to buy and when to buy it.

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