Notary Seal, Signature, and Official Records/Journal
The stamping device
The official stamp must show the notary's name exactly as commissioned, the words "Notary Public," "Commonwealth of Pennsylvania," and the commission expiration date. It must be legible and capable of photographic reproduction, applied in ink that reproduces clearly, and used only when a notarial act is actually performed. Never pre-stamp or pre-sign blank certificates, never lend the seal, and report a lost or stolen seal to the Department of State and to law enforcement.
Signature
The notary signs the exact name on the commission, dates the certificate truthfully, and records the expiration date. The notary personally performs and signs the act-an assistant may not notarize on the notary's behalf.
The official journal
RULONA requires an official journal of notarial acts. Record the date and time, the type of act, the name and address of each person, the identification relied upon, the fee charged, and the signer's signature where required. The journal belongs to the notary, not to an employer; it is not a public record for casual inspection but is subject to review by the Department of State. Retain it for the statutory period after the last entry-several years, and never destroy it while an investigation or audit is pending. On resignation, death, or revocation, the journal is preserved or surrendered as the Department directs.
Traps
- Performing the act but skipping the journal entry "because it was routine."
- Using the seal decoratively on advertising, letterhead, or business cards.
- Continuing to use an old stamp after a name change or renewal.
Rule of thumb
No act, no seal; and every act, a journal entry made at the time of the act.