Notary Seal, Stamp, and Official Records
The official stamp
Minnesota requires an official notarial stamp that is photographically reproducible. It must show the notary's name, "Notary Public," "State of Minnesota," and the commission expiration date. An embossed seal alone is not enough because it does not reproduce on a copy. Keep the stamp secure; it is the notary's official tool, and a stamp bearing a nickname or a different name is a defect.
Records
Minnesota does not require every notary to keep a journal, but a journal is strong evidence if a certificate is challenged. A useful entry records the date, signer name, ID type and number, act performed, document type, and fee. If you keep records, protect them; do not disclose signer information except as required by law or subpoena.
Worked example
A notary's stamp reads "J. Doe," but the commission is in the name "Jane A. Doe." A recorder rejects the document. The notary orders a corrected stamp matching the commissioned name and re-executes the certificate, only with the signer present again, because a new notarial act is required. The notary does not handwrite the missing expiration date.
Traps
- Using an embosser only.
- A stamp missing the expiration date or the state.
- Leaving the stamp accessible to coworkers.
- Assuming a journal is mandatory (it is not) or that a journal is a public record anyone may inspect.