Maine Notary Supplies

What Maine Law Actually Requires

Here is the short version: for traditional paper-based notarizations, Maine does not legally require you to own a stamp, a journal, or an embosser. None of them are mandatory.

That said, using a stamp is standard professional practice and the Secretary of State strongly recommends keeping a journal for liability protection. You'll want both. But the difference between "required by law" and "recommended" matters when you're evaluating $150+ vendor packages that make everything sound mandatory.

For electronic and remote online notarizations, the requirements are different — a conforming electronic stamp is strictly mandatory, and a journal is strictly mandatory (a bound paper register or a tamper-evident electronic journal for IPEN; a tamper-evident electronic journal for RON). More on that below.

The Notary Stamp

If you use a physical stamp (and you should), it must produce a legible black-ink impression containing four elements: your name exactly as commissioned, the words "Notary Public," "Maine" or "State of Maine," and your commission expiration date.

You have two main options:

Self-inking stamp — the standard choice. Clean impressions, easy to carry, costs $15 to $40. Choose black ink to comply with state formatting guidance.

Metal embosser — creates a raised crimped impression on the paper. Some notaries use an embosser as a secondary seal alongside a stamp, but an embosser alone may not produce legible photocopies. The stamp is the safer choice for your primary seal.

Do not order supplies with your commission expiration date until you have received your final Certificate of Office from the Secretary of State. The expiration date is confirmed only after your oath of office is processed.

The Journal

For paper-based notarizations, a journal is not legally required — but the Secretary of State explicitly recommends keeping one. Since Maine does not require a surety bond, you carry personal liability for errors. A journal documenting every transaction is your best evidence if a notarization is ever disputed.

If you keep a paper journal, use a permanently bound register with pre-numbered pages. Loose-leaf binders do not qualify. You may only maintain one active paper journal at a time for traditional transactions.

Record the date, type of notarial act, signer's name, identification method, document type, and any fees charged. Budget $10 to $25 for a quality bound journal.

What About Vendor Supply Kits?

Commercial notary kits typically bundle a stamp, journal, embosser, carrying bag, desk sign, and sometimes a lockbox or foil stickers. Prices range from $36 to $131 depending on the vendor.

The economics: a self-inking stamp ($15–$40) and a bound journal ($10–$25) cover your practical needs for under $65. If you want an embosser as a secondary seal, add another $25–$40. A desk sign and carrying pouch are personal preferences, not operational requirements.

Buy what you need individually if the bundle price does not make sense for your practice.

Supplies for Electronic and Remote Notarizations

If you expand into electronic (IPEN) or remote online (RON) notarizations, the supply list changes significantly:

• Electronic stamp — a high-resolution digital file applied directly to electronic documents. Strictly mandatory. Your approved technology platform typically provides or guides this setup.
• Journal — strictly mandatory for both IPEN and RON. IPEN may use a bound paper register or a secure electronic journal; RON must use a tamper-evident electronic journal. Must be retained for at least 10 years.
• Digital certificate — an X.509 certificate from a public key infrastructure provider that authenticates your electronic signature.
• Audio-visual recording setup — for RON sessions, continuous recording of the entire session is mandatory. Your RON platform handles this.

These digital tools come through your approved technology provider, not through traditional stamp vendors. Budget for the platform subscription cost on top of the tools themselves.

For a complete breakdown of what to buy, what to skip, and how to set up both traditional and digital supply chains, the How to Become a Notary in Maine guide walks through every supply decision step by step.

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