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Texas Notary Stamp and Supplies Requirements

  • Is a Texas notary required to use a notary stamp or notary seal to authenticate their notarial acts?

    Yes. Tex. Gov Ann. 406.013 requires a Texas notary to use a seal of office to authenticate all his or her acts. A Texas notary must use a seal of office that clearly shows, when embossed, stamped, or printed on a document, the words "notary public, State of Texas" around a star of five points, the notary public's name, the date the commission expires, and the notary ID number. The notary seal may be a circular form not more than 2" in diameter or a rectangular form not more than one inch in width and 2 1/2 inches in length.

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  • Are Texas notaries allowed to have more than one notary stamp?

    Yes. Texas notaries may have more than one physical stamp or embosser. Texas law requires you to authenticate your official acts with an official seal, but it does not limit you to only one seal. Each stamp/seal you use must meet Texas seal requirements, must remain in your exclusive control, and you may not provide a copy of your seal to anyone else.

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  • Are Texas notaries required to record their notarial acts in a record book or notary journal?

    Yes. Texas law requires Texas notaries to record each notarization in a record book (notary journal), even when no fee is charged.

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  • How long must I keep my notary journal?

    The best practice is to keep your notary record books indefinitely. However, Texas law requires notaries to retain the records required by Tex. Gov’t. Code §406.014(a) until the 10th anniversary of the date of notarization.

    For example, if you notarized a document on October 5, 2025, keep the record book entry of that transaction (or the record book) at least through October 5, 2035.

    If the office of a notary public becomes vacant due to resignation, removal, or death, the county clerk of the county in which the notary public resides shall obtain the record books and public papers belonging to the office of the notary public and deposit them in the county clerk's office.

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  • What are the steps to report a lost notary stamp or notary journal?

    Report the loss as soon as possible through the Texas Secretary of State  (using your SOS Portal account).

    • If the stamp or journal was stolen, file a police report first (keep the report number/copy).

    • Log in to your SOS Portal account and open the SOS Notary Portal (Notary tile).

    • Click My Submissions.

    • Select Lost/Destroyed Notary Materials, then click Start.

    • Select what was lost (notary stamp/seal and/or record book/journal).

    • Enter the details requested (what happened, when you last had it, and any police report information if applicable).

    • Review and submit.

    For more information, see the Texas Secretary of State Notary Portal Guide and select “Report Lost/Stolen Materials (PDF).”

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  • My employer kept my Texas notary stamp and journal. Is this allowed?

    No. The notary stamp, commission certificate, and journal are the property of the Texas notary. Your notary commission is issued to you, not to your employer, and your employer has no legal right to keep any of your notarial items, even if the employer paid for your commission.
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  • What color ink can I use on my notary stamp?

    Permanent ink must be used when using a rubber stamp type notary stamp; black ink is strongly recommended.
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  • Is a notary seal embosser allowed in Texas?

    Yes. A Texas notary may use either an inked notary stamp or a notary seal embosser. We recommend using a self-inking notary stamp for a clear, easy-to-read impression. If you use an embosser (alone or along with a stamp), be sure to darken the raised impression with an impression inker so it is legible on scans and photocopies. Embossers are often requested for documents going overseas.

    Click here to order a Texas notary stamp, a notary seal embosser, or an impression inker.

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Legal disclaimer: The information provided on this page is for general informational purposes only and should not be relied upon as legal advice. We do not claim to be attorneys and we do not guarantee the accuracy, completeness, or reliability of the information provided. You should always seek the advice of a licensed attorney for any legal matters. It is your responsibility to know the appropriate notary laws governing your state. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, losses, damages, or expenses, howsoever arising, including, and without limitation, direct or indirect loss, or consequential loss, out of or in connection with the use of the information contained on any of the American Association of Notaries website pages. Notaries are advised to seek the advice of their state’s notary authorities or attorneys if they have legal questions. 

Notary bonds and errors and omissions insurance policies provided by this insurance agency, American Association of Notaries, Inc., are underwritten by Western Surety Company, Universal Surety of America, or Surety Bonding Company of America, which are subsidiaries of CNA Surety.