Kentucky Notary Stamp Musts: An In-Depth Exploration
What Does a Notary Seal Mean?
What is a notary stamp? A notary stamp imprint on a document signifies that the notary has verified your signature on the document. It’s a form of certification that means you are who you say you are, or that you signed the document, or that you met the conditions of the document, including taking an oath, accepting a position or similar action. It’s a way to add a layer of validity to important forms and contracts.
There are several different types of notary stamps in Kentucky, depending on what you need it for:
Notary stamps for records: The recommended tool for this job is the self-inking notary stamp, which keeps an ink supply in place and automatically stamps upon pushing down on it. It’s easy to use, and there’s nothing to keep up with, such as ink pads . Embossers: An embosser is often used on certificates. It doesn’t require ink, but only produces a raised imprint on the page. With these, no ink can be visible, allowing you to keep the document free of ink. Pre-inked and pocket stamps: We’ve already discussed self-inking stamps, but there’s also this option for more home-based use. These are ink pads with stamps built into the design. Using one will require getting refills for the pad as well. This is often more cost-effective and convenient for office use. The state you’re in and its requirements for a notary seal will dictate the shape and size of the notary stamp as well. Some require a circular stamp while others permit a rectangular shape. In Kentucky, this type of seal (not notary certificate) is sometimes referred to as a notary seal.
Kentucky Notary Stamp Rules
A stamp must be used in all documents to be notarized. Administrative regulation 13 KAR 2:140 mandates the use of a stamp. Hearing (5) of the regulation states: "(5) When using a stamp, the stamp shall include: (a) The notary name given at the time of appointment, as required in KRS 423.160(1)(a); (b) The words, "Notary Public" or the abbreviation "NP"; (c) The state name, the words "State of [the state name}", or words otherwise indicating the notarization occurred in a particular state; (d) A border with a serrated or milled edge; (e) A seal that is rectangular, measuring one (1) inch by two and one-half (2 1/2) inches with black ink and inked in un-colorable black ink; provided, however, the border may be slightly wider; and The date of appointment given in the records of the Department of Secretar(y) of State, as required in KRS 423.160(1)(b)(3)." The regulations as set forth above indicate that an inked stamp must be used when notarizing documents. Notary Publics are governed by the Office of the Secretary of the Commonwealth with powers to issue notary seals.
Design and Spelling: How Should a Kentucky Notary Stamp Look?
When laying out Kentucky notary stamps, there are several elements that you must include to be sure that your notarial act is valid per the rules set forth by the Secretary of State. These elements will be covered below:
- NOTARY PUBLIC NAME: The name of the notary must be exactly as it appears on the application articles. This is a hard requirement, and any notarial acts with a name that does not match the application is not valid and will not be accepted by the Kentucky government.
- NOTARY PUBLIC SEAL OF OFFICE: The Kentucky Notary seal must include a seal design, and it must be the official seal of the notary public’s official office. All notaries public must be given an official seal of office by the Kentucky Secretary of State not more than 30 days after they commence their duties. Upon receiving the seal, they must file a notice of the seal with the Secretary of State, and update with the new seal whenever it is changed. The seal must be at least 1 inch in diameter, but no larger than 2 1/2 inches in diameter. It must also contain the notary’s name, his or her preferred period of residence under Section 142.050, the phrase "notary public", the date his term expires, the county where he is appointed, and the words "Commonwealth of Kentucky" or some other designation showing the jurisdiction of the notary public. As long as these requirements are abided by, the notary public has room to customize the appearance of the seal however they like. We recommend maintaining a professional appearance that will not easily smear or be damaged.
- NOTARIAL ACT TITLE and JURISDICTION: The notarial act must include the appropriate title according to what kind of notarization you’re doing. The jurisdiction of the notary public must also be on the document. On instruments required by law to be acknowledged before a notary public, it must be done under oath or affirmation, and affirm the authority of the notary public to perform the services they practice. Here are some examples:
Notarization in Kentucky can be a tricky process and there are several important details you need to keep in mind to make sure that you’re complying with all requirements.
Buying a Kentucky Notary Stamp
Once an individual has satisfied the qualifications to become a Kentucky notary, the next step is acquiring a notary stamp. There are a number of retailers in Kentucky that supply this essential piece of equipment. They include companies such as NotariesSupplies.com, NotarySupplyGroup.com, BestNotaryStamps.com, and NotarySealStamp.com. There are also many suppliers located in other states that ship notary stamps to customers in Kentucky.
Much like other states, Kentucky allows for some customization on the notary stamp. A basic stamp will contain the notary’s name, title, county of commission and state. Kentucky law also requires the seal of the county clerk where the notary resides. In addition to these items, consumers can also customize the size, shape and colors of the stamp. Depending on the notary services utilized, the stamp may also contain the contact information of the notary. Approved ink colors for impression stamps include violet, blue, black or red. The dimensions for notary stamps in Kentucky must be at least one inch in width and one half an inch in height. In addition, the stamp must be portable.
Notaries who believe their stamps are not visibly legible and legible-through-infrequent touch are required to re-apply for a new stamp, according to the Kentucky Secretary of State. In order to make this request, the notary must fill out the request form. Once the Secretary of State approves the order, the applicant will be notified by mail.
The request form requires some information from the notary to help speed up the verification and approval process. Some of the details include the applicant’s home address, county of commission, notary commission number, and the name and number of the business.
How to Use a Notary Stamp in Kentucky
Best Practices When Using a Notary Stamp
Upon receiving a new notary stamp or seal, the first step is registration with the Secretary of State. The notary must sign a registration form supplied by the Secretary of State. The notary should use this same signature when a required signature is put onto the documents. The next step is ordering a replacement, if the notary stamp or notary seal expires after a certain date. If the notary seal or stamp has the consecutive number, the next step is setting up a method of tracking the usage of the stamp or seal.
After registration and establishment of a record system , notarization may commence. In it, the notary ensures that the person has proper identification. Then, the notary must ensure the validity of the documents the signature is going to be placed on. Finally, the notary must ensure that all parts of the stamp are readable and everything is placed in the proper alignment.
Common Mistakes to Avoid When Using a Notary Stamp
There are several common mistakes when stamping or sealing:
When stamping with the notary stamp, too much or too little ink can cause an unreadable impression.
There must only be a single, complete image placed in the required alignment.
Implications of Failing to Use a Notary Stamp
The consequences for a Kentucky notary public who fails to adhere to Kentucky’s stamp requirements might surprise you.
First, it is important to understand that there are two possible sources of regulations that apply to the use of a notary stamp: those imposed under KRS 423.130 and those imposed under administrative regulations promulgated by the Kentucky Administrative Office of the Courts (AOC). These two types of requirements are complementary and sometimes overlap, but they are not identical.
Most obviously, KRS 423.130(1) states that "Notaries public shall have and use official notary stamps . . . which shall adhere to the specifications established by administrative regulations promulgated by the Administrative Office of the Courts." AOC Administrative Regulation 2.511 establishes the following stamp requirements: The photograph below from the Edinburgh University Center shows an example of a "date" line datestamp:
Here is another example of a "signature" datestamp from the onlinelabels.com website:
The Kenton County Clerk’s office has suggested that the last requirement above is misleading, as it reads that the stamp’s county name, commission term and commission number must be in peace case letters. When I inquired about the possible misinterpretation, they replied that the administrative regulation must have been updated and that the "Peace Case Letters" language needed to be removed.
Although I am sure that the number of administrative stickers is completely non-existent, the administrative regulation also requires that a notary public be cautious when reading the date of expiration "imprinted on the sticker affixed to the notary’s journal book (or a word stamp [stamp that would leave an imprint on soft material] placed in the notary’s journal book) to determine whether the sticker is the correct one and is the most current."
Unlike many states, Kentucky is not a RON state, meaning that there are no specific requirements for RON compliance stamps. Nevertheless, a notary may choose to use custom stamps to more efficiently perform his or her duties.
The Kentucky Secretary of State has warned that all notaries using stamps must use an ink color that is "TBD." As Kentucky does not yet have an ink color requirement, this is clearly a clear clerical error.
So what happens if you fail to comply with administrative requirements? A notary public who fails to "adhere to any requirements imposed on the use of his authorized stamp may be found guilty of nonfeasance, may lose his notary commission, and/or may be subject to civil penalties." Thus, the Kenton County Clerk’s office has offered the following examples of non-compliance: A notary public who is found guilty of nonfeasance may be required to return the original commission certificate, however this action requires some documentation. Thus, for more serious instances of nonfeasance, it is more common for the notary’s powers to be suspended with regard to both new and renewal commissions until the problem is solved. This suspension is done through issuing a Certificate of Suspension (PDF), which is filed at the Secretary of State. The Clerk’s office charges a $25.00 fee for this document.
To return a notary public’s commission certificate, the clerk must complete a Notice of Notary Cancellation (PDF), which is also filed with the Secretary of State. This action is taken only in rare and severe circumstances. It takes precedence and is requisite to suspension in cases where a notary:
In the Commonwealth of Kentucky, notaries are appointed for a four year term. It is important to remember that non-compliance with Kentucky’s stamp requirements could harm your renewal application.
Questions Concerning Kentucky Notary Stamps
What are the requirements for Kentucky notary stamps?
All notaries public in Kentucky are required to use a custom rubber stamp or embosser to validate documents. The stamp must include the notary’s name, the county in which they were appointed, and their commission expiration date.
Do I need to purchase the notary stamp with my name on it from the Secretary of State?
No. Associates provides a number of options for notary stamps for Kentucky . Once you have your commission, you can submit a copy of it to us and we will stamp it on yours so you can be assured that your stamp is correct.
Are there other requirements for Kentucky notary stamps?
Yes. The notary public law in Kentucky requires that stamps be secured from theft or loss. Information regarding required procedures can be found here.
Where can I purchase a Kentucky notary stamp?
Associates is a trusted vendor of notary stamps. We’ve been around for almost as long as there have been notaries and offer the best prices and quickest service.