Notary Public Underwriters Blog
How to Protect Your Notary Stamp and Tools from Fraud
- Details
- Published: March 31, 2025
Notaries, lately some of you have been wrapped up in legal disputes that had nothing to do with you or a notarization you performed.
All it took was for “your” notary stamp or seal impression, and a signature assumed to be yours, to appear in the notarial certificate on a document under dispute or worse, that enabled a crime. You have faced days, weeks and even months of stress and distraction, trying to prove to law enforcement, the victims, and their attorneys that you had nothing to do with the crime.
How Common Are Fake Notarizations?
In fact, faked notarizations are so common right now that artificial intelligence (AI) can instantly produce informed commentary, concluding that “while not every fraud case includes a fake notarization, it is a prevalent element in many fraudulent activities.”
Common Schemes Targeting Notary Commission Information
Your awareness of the most common schemes involving a legitimate notary’s commission information can help you avoid becoming a victim.
Counterfeit Stamps from Public Records
Many faked notarizations involve someone taking advantage of access to a legitimate notary’s commission information, then having a counterfeit stamp or seal made. This information is readily available through important public records… either in public records involving notarized documents (for example, property records), or the public records of the government officials who commission notaries.
Trust Exploitation
Even worse, there are bad actors who take advantage of a trusting notary. One example is when a coworker swipes a notary stamp left unsecured on the notary’s desk, has a bogus stamp produced from it, and sneaks the original stamp back onto the notary’s desk.
The Role of AI in Notary Fraud
Artificial intelligence also contributes to the problem. A simple of search for “examples of notarized documents” produces visual results that include the completed notarial certificate and signature/seal of the officiating notary. It’s plenty of information for a fraudster to take to a local stamp maker* for reproduction.
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*Notaries, use only stamp makers with expertise in the requirements for, and manufacture of, official notary stamps and seals. Notary Public Underwriters is continually up-to-date on the stamp and seal requirements for every U.S. state, requires credible evidence of a legitimate notary’s active commission, and performs multiple quality checks to verify your stamp or seal’s accuracy and impression quality.
Control What You Can: Secure Your Notary Tools
Only public officials can debate and decide which information should (or should not) be publicly available. But you can tighten your practices over what you can control, which is the secure storage of your notary tools: your official stamp and/or seal; your commission certificate or card (if provided by your state); and your record book (journal) of official acts.
It’s really simple. Never leave any of these items out of your sight unless they are secured and only you can access them. A locking desk drawer, a combination lock on a briefcase or bag, a securely stored password to an electronic journal… all of these are examples of simple but effective security measures you should be taking to protect your notary tools and records.
Protect yourself from mishaps.
While taking precautions can significantly reduce the likelihood of errors, it is impossible to eliminate all risks. That's where Notary Errors & Omissions (E&O) insurance comes into play. Having E&O insurance ensures that you are protected against unexpected legal expenses, damages or settlements that may arise - even if you are not at fault. It is a wise investment that provides peace of mind.
Notary Public Underwriters offers various levels of coverage to best meet your needs. Rates can be prorated based on the remaining time of your current term. To see your options, select your state from the list below.
Related Article(s)
Fighting Fraud: Why Notaries Should Avoid Using Signature Stamps
Tips to Protect Your Notary Stamp and Journal
Protect Your Commission Certificate and Stamp Image!
Your Notary Journal (Record Book) – An Essential Tool
How to Avoid Common Mistakes During a Notarization
When Can a Notary Use Personal Knowledge to Identify a Signer?
Understanding the Difference Between the Notary Bond and Errors & Omissions Insurance
Does a Notary Need to See the Entire Document When Notarizing?
Can a Notary Correct a Mistake on the Notarial Certificate?