A notary must purchase a new seal whenever the information on the current seal stops matching the commission or whenever the seal can no longer be used lawfully. In practice, that means a renewed commission, a legal name change, a damaged or illegible stamp, a lost or stolen seal, a change in state seal requirements, a move to a new state (and sometimes a new county), or a revocation, suspension, or resignation. Most notaries replace their seal at least once per commission term, and sometimes more often.
When Your Commission Is Renewed
Every commission has an expiration date, and the seal has to show the correct one. Terms run four years in most states, as short as two in some, and up to ten in a handful. When you renew, the commissioning authority issues a new certificate with an updated expiration date and, in many states, a new commission number. The old seal becomes unusable the moment the renewed commission takes effect, so a replacement that matches the new certificate exactly is required.
Timing is tight. If your commission lapses before you renew, you cannot notarize anything during the gap, and most states offer no grace period. Order the new seal as soon as the renewal paperwork arrives.
After a Legal Name Change
The seal must display your name exactly as it appears on your commission certificate. Marriage, divorce, or a court order that changes your legal name breaks that match. Most states require you to notify the secretary of state (or equivalent authority) and obtain an updated commission in the new name. Once the updated commission arrives, order a seal with the new name and stop using the old one.
The process varies. Some states give you a specific window, such as 30 days, to file amended paperwork. Others require you to resign your current commission and reapply under the new name. Until every step is complete, many states let you keep notarizing under your former name, but once the new commission is in hand the old seal is no longer valid. Miss your state’s filing deadline and the name change may be voided, reverting your commission to the previous name and forcing you to start over.
When the Seal Is Damaged, Lost, or Stolen
A seal that cannot produce a clear, legible, photographically reproducible impression has outlived its usefulness. Rubber stamps wear down, and embossers lose definition. If a scanner or copier can’t pick up the impression cleanly, the notarization itself can be challenged. Replace the seal as soon as quality drops.
A lost or stolen seal is more urgent. Anyone holding it could fraudulently notarize documents in your name. Most states require written notice to the secretary of state immediately, and you should file a police report if theft is involved. Stop notarizing until the replacement arrives. The written notice typically needs your name, commission number, and the last date you had the seal in your possession.
When State Law or Seal Specifications Change
Legislatures sometimes rewrite what must appear on a seal or how it must be formatted. Pennsylvania, for example, adopted new notary regulations effective March 2026 that restructured seal requirements, specifying exactly what information must appear and in what order. When that kind of change takes effect, every active notary whose seal doesn’t conform needs a replacement, even if the commission hasn’t expired.
States have also moved over the years from allowing embossing seals to requiring ink stamps, since ink reproduces more reliably on photocopies and scans. If your state mandates a format change, an otherwise perfect seal may no longer comply. Watch for notices from the secretary of state’s office, especially around legislative sessions.
After a Move Across State or County Lines
Commissions are issued by individual states and do not transfer. Relocate to a different state and your old commission is worthless there. You apply for a new commission in the new state and purchase a seal that meets its requirements, which may differ significantly from what you had.
Moving within the same state is less dramatic but can still require a new seal. Some states include the county of commission on the seal; if you move to a different county in one of those states, you may need to update your commission records and get a seal reflecting the new county. Other states grant statewide authority regardless of residence, so a county change doesn’t affect the seal. Check whether your state ties your commission to a county before assuming a local move has no paperwork consequences.
After Revocation, Suspension, or Resignation
If your state revokes or suspends your commission, you can no longer use the seal at all. Most states require you to surrender or destroy it promptly. Voluntary resignation carries a similar obligation. In some states, a notary who resigns must deliver the seal to the secretary of state within a set timeframe, often around 10 days. Continuing to use a seal after your authority has ended is a serious legal violation in every state.
Checking the Details Before You Order
Most states let you buy a seal from any vendor, including office supply stores and online notary supply companies. A handful require you to wait until you receive your official commission certificate or an authorization letter, because the vendor needs to verify your commission details. Order too early and you may end up buying the seal twice.
Check every detail against the commission certificate: your name spelled exactly as commissioned, your commission number, your expiration date, and any state-specific elements like a county name or the words “Notary Public.” A single typo renders the seal invalid. States vary on whether they require ink stamps, embossing seals, or allow either, and a small number don’t require a physical seal at all. If you also hold a remote online notarization commission, you’ll need a separate electronic seal that meets your state’s digital requirements; that is a distinct purchase from your physical stamp.
Destroying the Old Seal
Whenever you replace a seal, the old one has to be destroyed, not left in a desk drawer or tossed intact. A discarded but functional seal is a fraud risk.
For rubber stamps, peel the rubber from the base and cut it into small pieces with scissors so no legible text remains, then split the pieces across separate trash bags. For embossing seals, remove the metal die and use a hammer or file to deface it until no readable imprint can be made. Wear gloves and eye protection when working with the metal. Some states write specific destruction requirements into law, so check with your commissioning authority if you’re unsure.
A few states require written notice to the secretary of state after destruction, particularly when the cause was damage rather than routine renewal. Even where notice isn’t required, keep a dated record of when and how you destroyed the old seal in case questions arise about notarizations performed during the transition.