New York Notary Stamp Requirements

What New York Law Actually Requires

Under Executive Law Section 137, the required identifying information must appear in a sharp, photographically reproducible form. A physical ink stamp is not mandated: the information can be provided by a rubber stamp, a typed line, or a printed block. New York does not require an embossed seal, either.

If you use a stamp or provide a printed statement, it must contain five elements:

1. Your name exactly as it appears on your commission
2. The phrase "Notary Public, State of New York"
3. The county where you qualified
4. Your commission expiration date
5. Your UID license number

Getting any of these wrong — or leaving one out — can create authentication and compliance problems for the signer.

Stamp vs. Seal: Which One Do You Need?

A rubber ink stamp is one way to provide the required information. An embossed seal does not, on its own, because embossed impressions don't always photocopy clearly, and New York law demands that the imprint be "photographically reproducible."

Many notaries use both: the rubber stamp for the required information and an embossed seal as an added security layer. But if you're choosing a method for providing the information, a rubber stamp is a practical option.

Use black ink. While the statute doesn't specify a color, black reproduces most reliably across photocopies, fax transmissions, and scanned documents.

What About a Journal?

A compliant journal is another required supply. Under 19 NYCRR Part 182, every New York notary — including traditional in-person notaries — must maintain a journal of all notarial acts. The journal must be sequentially numbered and designed to prevent page removal, or you can use a secure electronic ledger that meets the regulation's technical requirements.

Five fields are mandatory for each entry: date and time of the act, signer's name and address, type of act performed, identification method used, and the fee charged. Records must be retained for a minimum of 10 years.

This journaling requirement took effect January 25, 2023, and applies to every New York notary regardless of whether they perform electronic or traditional notarizations. The state legislature passed A7241A and S8663 to restrict the mandate to electronic notaries only, but Governor Hochul vetoed both bills on November 22, 2024. Successor proposals S6910 and A7683 remain active, so the ten-year all-acts mandate remains in effect.

What You Don't Need to Buy

New York does not require a surety bond. Some vendor packages include one — often for $30 to $50 — but it's not a state mandate. Commercial supply bundles sometimes present bonds, E&O insurance, and embossed seals as mandatory items alongside the actual requirements. They aren't.

Here's an example supply list and typical price range:

• Optional rubber stamp with all five required elements: $15–$30
• Notary journal (bound, sequential-page, tamper-resistant): $10–$25

Total for these two items: $25–$55. Broader supply costs can vary up to about $65. Compare that to "all-inclusive" vendor packages that can run $100 to $200 when they add bonds, seals, carrying cases, and training materials.

When to Order

If you choose to use a stamp, don't order it before your commission is issued. It should display your exact commission details — name, county, expiration date, and UID number — and you won't have all of those until the DOS sends your printable PDF identification card. Ordering early with estimated dates means you'll likely need to reorder.

Once you have your commission card, most stamp vendors deliver within 3 to 5 business days. If you need supplies faster, some vendors in New York City and other major metro areas offer same-day or next-day production.

Replacing a Lost or Damaged Stamp

If your stamp is lost, stolen, or damaged, replace it promptly. While there's no formal reporting process for a lost rubber stamp (unlike states that require bond reporting), do not continue notarizing without a sharp, photographically reproducible required imprint or printed statement.

If someone else gains access to your stamp, take steps to secure your journal records and consider whether any unauthorized use may have occurred. The DOS can investigate complaints of notary misconduct under Form DOS-1507-f.

For a complete walkthrough of supply requirements, journal templates, and step-by-step commissioning guidance, get the New York notary commission toolkit.

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