Ohio notary stamp requirements come from Revised Code Section 147.04: your seal must be circular, between three-quarters of an inch and one inch in diameter, and must contain the Ohio coat of arms, the words “notary public” or “notarial seal” along with “State of Ohio,” and your name as it appears on your commission.1Ohio Legislative Service Commission. Ohio Code 147.04 – Seal Miss any of these and county recorders or title companies can reject the documents you notarize, so the details are worth getting right the first time.
What Must Appear on the Seal
Three elements are mandatory:
- The Ohio coat of arms, placed inside the circle.
- The words “notary public,” “notarial seal,” or similar wording, together with “State of Ohio.”
- Your name as it appears on your commission.
The statute does give one alternative to putting your name on the seal itself. You can print, type, or stamp your name in legible printed letters near your signature on each document you notarize instead.1Ohio Legislative Service Commission. Ohio Code 147.04 – Seal Most notaries skip that extra step and have the name engraved on the stamp.
Shape and Size
Ohio seals must be circular. Rectangular designs are not authorized. The circle has to measure at least three-quarters of an inch and no more than one inch in diameter.1Ohio Legislative Service Commission. Ohio Code 147.04 – Seal That one-inch cap is tighter than what some online vendors sell as a standard notary stamp, so check the product specs before you buy.
Ink Stamp or Embosser
The statute treats ink stamps and metal embossers as equally valid.1Ohio Legislative Service Commission. Ohio Code 147.04 – Seal There’s one practical hitch. Secretary of State guidance says the seal must be “capable of being copied together with the record to which it is affixed, by photography, xerography, or other means.”2Ohio Secretary of State. Notary Resources and Frequently Asked Questions
Embossers leave a raised impression with no ink, which can disappear on photocopies and scans. Recorders who receive faxed or scanned deeds sometimes reject documents when the seal doesn’t reproduce clearly. Notaries who like the tamper-resistant feel of an embosser often pair it with an ink stamp for that reason, though the statute doesn’t require both. The statute is silent on ink color; black reproduces most reliably on standard office equipment. Self-inking stamps have become the most common choice because they produce a consistent impression every time.
What You Can Leave Off
Vendors often offer to add extras to the engraving. Your commission expiration date, term of office, and commission number are not required on an Ohio seal.2Ohio Secretary of State. Notary Resources and Frequently Asked Questions
Having the expiration date visible can be convenient when a receiving party asks for it, but a non-attorney commission lasts five years, which means a new seal at every renewal if the old date is engraved. Leaving the date off lets the same seal carry over into future terms, as long as your name hasn’t changed. Attorneys admitted to practice in Ohio hold their notary commission indefinitely while in good standing, which makes an engraved expiration date even less useful for them.3Ohio Legislative Service Commission. Ohio Code 147.03 – Term of Commission
Electronic Seals Are Different
If you plan to perform remote online notarizations, the rules shift. An electronic seal must confirm your name, jurisdiction, and commission expiration date. Unlike the physical version, the expiration date is mandatory. The electronic seal must also generally correspond to the contents, layout, and format of your physical seal.4Ohio Legislative Service Commission. Ohio Revised Code Chapter 147 – Notaries Public and Commissioners
Attaching the electronic seal has to be done in a way that allows independent verification and makes any later changes to the document evident. That tamper-detection requirement is what separates a valid electronic seal from an image pasted into a PDF.5Ohio Legislative Service Commission. Ohio Code 147.66 – Steps to Ensure Security The platform you use must support affixing and viewing the seal and must be able to generate a paper copy that includes the notarial certificate, signature, and seal.6Ohio Legislative Service Commission. Rule 111:6-1-05 – Requirements for Online Notarial Acts
Buying the Seal
You need a valid commission certificate from the Ohio Secretary of State before ordering.7Ohio Secretary of State. Notary The state does not manufacture seals, so you buy from a private vendor. Most will ask for a copy of your commission certificate or a printout of your listing from the Secretary of State’s notary database before filling the order. That verification is an industry practice rather than a statutory mandate, but reputable sellers won’t skip it.
If your paper certificate is lost, the Secretary of State’s online notary database lets you look up your commission and print your listing.7Ohio Secretary of State. Notary Give the vendor your name exactly as it appears on the commission, middle initials included. A seal with a misspelled or reformatted name is effectively unusable. When the stamp arrives, test an impression on blank paper and compare every character against your certificate before notarizing anything.
Keeping and Retiring the Seal
Your seal carries legal authority, and someone using it without permission can commit serious fraud. Store it in a locked drawer, safe, or other secure location when you aren’t working. Online notaries are explicitly barred from letting anyone else use their electronic seal, electronic signature, or electronic journal, and must immediately notify both law enforcement and the Secretary of State if their electronic seal is lost or accessed without authorization.5Ohio Legislative Service Commission. Ohio Code 147.66 – Steps to Ensure Security Ohio statutes don’t impose an equivalent reporting rule for physical seals, but calling the Secretary of State’s office and local police is still the right move if your stamp is stolen.
Ohio does not require you to destroy your physical seal when your commission ends, but an intact seal left where someone else can find it invites misuse. The common practice is to cut or deface the rubber impression surface of an ink stamp so it can no longer produce a legible mark. For embossers, remove the metal plate and strike it with a hammer until the engraved details are unreadable. If you renew under the same name and the seal still meets every statutory requirement, you can keep using it; any optional expiration date on the engraving would need to match the new term.