Notary Public Underwriters Blog
What to Do When There is Not Enough Space for the Notary Seal
- Details
- Published: March 23, 2026
Another common challenge notaries encounter is when there is no room in the area of the document’s notarial certificate to affix the notary’s official seal or stamp.
Both the notary’s official stamp or seal and signature must be affixed so that they are clearly integral parts of the notarial certificate.
Why the Notary Seal Must Be Clearly Part of the Certificate
A notary public must always complete a notarial certificate that reflects the law and administrative rules of their state of commission. In addition, the notary’s official signature and official seal must be clearly connected to the notarial certificate.
If the document does not provide sufficient space, the notary must take steps to ensure the certificate is completed correctly.
Using a Separate Notarial Certificate
If there is not enough room to affix the notary’s official seal or signature so they are clearly part of the certificate, the notary would strike through the entire notarial certificate on the document. We suggest using a single diagonal line and initialing the strike-through. The notary may then attach a separate sheet containing both:
- The notarial certificate wording for the notarial act, and
- Sufficient space for the notary’s official signature and stamp or seal.
These elements must be clearly integral parts of the notarial certificate.
We also suggest adding a note under the original certificate, if space allows: “See notarial certificate, attached.”
When to Use a Loose Notarial Certificate
Before replacing the certificate, the notary should ensure there are no laws or rules in their state that prohibit doing so. In many situations, loose notarial certificates are ideal for resolving space issues on documents.
Recording the Notarial Act
Be sure that in your official notary journal or record book of notarial acts, you record the notarial act and include brief comments about replacing the notarial certificate.
Always Follow Notarial Law
Always apply proper notarial procedure when notarizing a signature, regardless of what the receiving party may expect or accept. If needed, be prepared to explain to a customer why a separate notarial certificate must be attached in order for you to complete the notarization properly. And remember: if completing the notarization would violate your state’s notarial laws or rules, you must decline the notarization. Notaries are bound by law to follow the law—no exceptions.
Related Article(s)
How to Navigate Notarial Certificates and Documents
How Do I Keep My Current and Filled Journals (Record Books) Secure?
Customer Expectations Versus Notarization Requirements
Fighting Fraud: Why Notaries Should Avoid Using Signature Stamps
Tips to Protect Your Notary Stamp and Journal
How to Get More Notary Business Part 1: Optimize Your Marketing
How to Avoid Common Mistakes During a Notarization
When Can a Notary Use Personal Knowledge to Identify a Signer?
Does a Notary Need to See the Entire Document When Notarizing?
Can a Notary Correct a Mistake on the Notarial Certificate?
Notary FAQs: Essential Answers for Everyday Scenarios
Top Ten Mistakes That Notaries Make
Can a Notary Notarize a Family Member's Signature?