Seal Specifications

Have you ever tried to photocopy a document with an embossed seal? The raised impression might look impressive on the original, but it vanishes on the copy—leaving no proof that the document was ever notarized. This is exactly why California mandates specific technical requirements for notary seals.

Your seal isn't just for show—it's a critical verification tool. Every specification exists to ensure that notarized documents remain verifiable even after being copied, scanned, faxed, or filed away for decades.

The "Photographically Reproducible" Standard

This is the single most important requirement for California notary seals and the most frequently tested concept about seal specifications.

What Does "Photographically Reproducible" Mean?

Your seal impression must remain clearly visible and legible when the document is:

• Photocopied
• Scanned
• Faxed
• Photographed
• Digitally archived

Why This Matters: Years later, someone may need to verify that a document was properly notarized. If your seal impression doesn't show up on copies, there's no proof of notarization—potentially invalidating the document.

Testing Your Seal

Before using a new seal, always test it:

1. Stamp a blank piece of paper
2. Make a photocopy
3. Scan it to PDF
4. Verify all seven required elements are clearly legible

If any element is unclear, get a higher-quality seal.

Seal Format Options

California allows two primary seal formats, but with an important restriction.

Rubber Stamp (Inked) – PREFERRED

Advantages:

• Creates a clear, dark impression
• Copies and scans perfectly
• Available in both rectangular and circular shapes
• Relatively inexpensive
• Easy to use

Embosser (Raised Impression) – RESTRICTED

Critical Rule: An embosser may be used ONLY IN ADDITION TO a rubber stamp, never alone.

Why? Embossed (raised) impressions:

• Don't show up on photocopies
• Are difficult to scan
• Fade when documents are faxed
• Provide no permanent record on copies

Real-World Example: A notary uses only an embosser for a real estate deed. Ten years later, the title company needs to verify the notarization. The photocopy in their file shows no seal impression. The transaction is delayed while the original is located—if it even still exists. This is exactly what the "photographically reproducible" requirement prevents.

Can I Use Both?

Yes! Many notaries use both for added security:

1. Rubber stamp - Provides the required photographically reproducible impression
2. Embosser - Adds an extra layer of authentication that's hard to forge

This combination is allowed and even encouraged—as long as the rubber stamp is always included.

Shape and Size Requirements

Allowed Shapes

California permits two seal shapes:

There is no legal preference—choose whichever works best for the documents you typically notarize.

Size Guidelines

While California doesn't specify exact dimensions:

• The seal must be large enough for all seven required elements to be clearly legible
• It should be small enough to fit in standard notary certificate areas
• Typical sizes: Rectangular (~2.5" x 1") or Circular (~1.5-2" diameter)

Ink Color Requirements

Best Practice: Use black ink. It provides the highest contrast and reproduces clearly on all copy technologies (black & white or color).

Proper Seal Placement

Where you place your seal on a document matters for both validity and clarity.

Placement Rules

Dealing with Limited Space

If the notarial certificate area is too small for your seal:

• Ask if an attached certificate can be used
• Consider keeping a smaller seal for tight spaces
• Never let your seal overlap important document content

On the Exam

Expect 2-3 questions on seal specifications. Key points tested:

• Photographically reproducible: The core requirement—mentioned by name on the exam
• Embosser alone: NEVER permitted—must always accompany a rubber stamp
• Rubber stamp alone: Perfectly acceptable and most common
• Seal placement: Near your signature, not over text
• Ink color: Black is standard; must reproduce clearly