Notary Stamp Washington State

Getting your Washington notary stamp wrong creates real problems — an illegible impression, missing information, or wrong dimensions means every document you notarize could be challenged. The specifications are set by WAC 308-30-070 and they're non-negotiable.

When You Can Order

This catches a lot of first-time applicants: you cannot order your stamp until the Department of Licensing (DOL) approves your commission. Under WAC 308-30-080, stamp manufacturers are legally prohibited from producing a notary seal until you provide a copy of your state-issued commission certificate. Ordering before approval wastes money and risks getting a stamp with incorrect information.

Required Dimensions

Washington accepts two stamp shapes:

• Circular: Minimum 1-5/8 inches in diameter
• Rectangular: Minimum 1 inch wide by 1-5/8 inches long

Both shapes must have a solid, visible outer border line. There's no maximum size specified, but standard vendors produce stamps within these minimums.

Mandatory Information on the Stamp Face

Every Washington notary stamp must display all five of these elements:

1. The words "Notary Public"
2. The words "State of Washington"
3. Your commissioned name — exactly as it appears on your commission certificate
4. Your commission expiration date
5. Your state-assigned commission license number

All text must be printed in a minimum of 8-point font, and the stamp face must be permanently affixed to the housing. The device must use permanent, smear-resistant ink capable of producing impressions that can be clearly photocopied.

What Your Stamp Cannot Include

Washington specifically prohibits including the Washington State Seal on your notary stamp. This is different from many other states that require or allow their state seal. If a vendor offers a "premium" stamp with the state seal, that stamp doesn't comply with WAC 308-30-070.

Ink Requirements

The stamp must use permanent, smear-resistant ink that produces impressions capable of being clearly photocopied. Black or dark blue ink is standard. Avoid novelty colors — if a photocopy comes out illegible, the notarized document may be rejected by recording offices.

Stamp Security and Ownership

Your stamp is your personal property under Washington law, even if your employer paid for it. WAC 308-30-080(3) is explicit: the notary stamp remains the exclusive personal property of the notary public regardless of who funded it. Keep it locked in a secure location under your direct and exclusive control.

If you leave a job where you served as the company notary, you take your stamp with you. Your employer cannot demand it, and surrendering it exposes you to liability if someone misuses your seal after you leave.

Lost or Stolen Stamps

If your stamp is lost, stolen, or compromised, you must notify the DOL in writing within 10 business days under WAC 308-30-090. Stop performing all notarial acts until you've reported the loss and purchased a replacement. The replacement stamp must have a visible difference from the original — a different border style or format change — to distinguish it from the compromised device. If the original is later recovered, destroy it immediately.

Choosing a Stamp Vendor

The DOL doesn't endorse specific vendors, but any manufacturer that produces notary supplies for Washington should verify your commission before production. Expect to pay $20 to $50 for a compliant self-inking stamp. Before purchasing, confirm the vendor includes all five required elements and uses the correct font size.

For the full stamp specification checklist and a walkthrough of ordering compliant supplies after your commission approval, get the Washington notary commission guide.

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