Man wearing black-rimmed glasses and a blue sweater, shrugging with his palms up at shoulder height, with a confused expression on his face. A notary embossed seal and ink stamp vector drawings are to the right.

The Notary Embossed Seal vs. Ink Stamp: Which One Do You Need?

If you’re a new (or prospective) notary public, one question you’ll inevitably face is: Do I need a notary embossing seal (metal stamp/embosser) or an ink stamp—or both? In many guides, you’ll also see references to “notary seal,” “notary stamp,” “embosser,” and “rubber ink stamp.” This post does not cover the topic of a digital notary stamp.

In this post, we’ll walk you through:

  • A brief history of traditional notary seals, ink stamps, and embossers
  • How embosser seals and ink stamps work (and their pros and cons)
  • The current state-by-state rules and how to choose
  • Tips and best practices

By the end, you should clearly understand: When to use an embosser vs. ink stamp, or whether you should own both.

A Short History: From Wax Seals to Self-Inking Stamps

To understand why there’s still a debate between embossers vs. ink stamps, it helps to see how notarial sealing evolved.

Notary’s public pen and stamp on testament and last will. Notary public tools

Origins: The Embossing Metal Seal

Historically, seals were a physical impression of the notary public’s credentials made with a metal die pressed into paper or wax. The idea was to create a raised, tactile impression that would be difficult to alter or counterfeit. That same principle underlies notary embossers: a metal clamp device that “crimps” the paper, leaving raised lettering and design.

In early U.S. notarial practice, embossing was often the norm—an official imprint of the seal that showed a clear raised indentation of the notary public on the document. Over time, notaries—and especially state legislatures—began to allow a rubber type stamp with ink, because ink stamps reproduced more clearly on photocopies and were easier to use in volume. (Indeed, many state notary laws now explicitly allow or require ink stamps.)

Selective focus on hand of black healthcare specialist applying stamp on document as senior woman watches attentively. Elderly patient waits as african american doctor completes her medical documents.

The Age of Rubber Stamps & Ink Pads

With the advent of rubber stamps and ink pads, notaries had a lighter, quicker, and more reproducible method to apply their official stamp. Instead of pressing a metal die, you inked a rubber die and stamped onto the paper.

Rubber-ink stamps became popular because:

  • The imprint shows clearly on photocopies and scans (which is important for record-keeping).
  • They are faster and easier when notarizing many documents.
  • The materials (rubber dies, ink pads) are readily replaceable and affordable.

Over time, variants evolved: pre-inked stamps (with ink built-in), self-inking stamps (where the die flips onto an internal pad every time), and hybrid models. These reduce the mess and effort of constantly re-inking or changing pads.

Modern Day: Self-Inking & Digital Seals

Today, many notaries use self-inking stamps or pre-inked stamps—fast, neat, consistent impressions with minimal maintenance. Meanwhile, the rise of remote online notarization (RON) is pushing the adoption of electronic notary seals or digital notary stamps (though those are beyond the scope of this post).

Still, the question remains: for physical documents, should you use an embossing seal, an ink stamp, or both?

How They Work & Their Pros & Cons

Below is a side-by-side breakdown of the two methods: embossing (embosser) and ink stamping device.

Embossing (Notary Embosser / Embossing Seal)

How it works: A metal device clamps the paper (or certificate) and presses into it, creating a raised (relief) impression — no ink involved, just physical embossing.

Pros:

  1. Elegant, “official” look & feel — The tactile raised impression gives a sense of gravitas and authenticity.
  2. Harder to alter or tamper with — Because it physically deforms the paper, it’s more difficult to remove or change the seal without visible damage.
  3. Sometimes required or preferred by foreign recipients — Some overseas or governmental agencies expect or prefer embossed seals as part of document authentication. 

Cons / Challenges:

  • Poor reproduction on photocopies or scans — A bare embossed notary seal impression often doesn’t show up well on photocopies or scans unless “darkened” (e.g. shading with pencil or applying light ink). Many states that allow embossers require you to make the impression photographically reproducible.
  • Slower and less convenient — More manual force is required, and aligning the paper can take more effort.
  • Limited to paper only — You can’t emboss thick media or certain coated surfaces easily.
  • State rules may restrict embosser-only usage — In some jurisdictions, embossers are not accepted as the official seal unless accompanied by an ink stamp. 

To make an embossed seal more visible, many notaries lightly shade or apply ink to the raised area or use “foil seals” (a thin colored foil placed over the embossment). But that adds extra steps and potential mistakes.

Ink Stamp (Rubber / Self-Inking / Pre-Ink)

How it works: A rubber die is inked and then pressed onto the document. In self-inking stamps, an internal pad automatically inks the die before each impression.

Pros:

  1. Reproducible on photocopies & scans — The ink shows clearly, making legibility and record-keeping easier.
  2. Speed & convenience — Quick stamping, especially for high-volume notarization.
  3. Consistent legibility — Less need for shading or special handling.
  4. Lower force / easier to use — No heavy clamping, and many models are compact and portable.
  5. Many state laws explicitly accept or require ink stamps — In fact, for many jurisdictions, an inked stamp is the standard official seal.

Cons / Challenges:

  • Susceptible to forgery or tampering — A rubber stamp impression is more easily copied or altered than a physical embossment.
  • Ink maintenance — You’ll need to replace pads, refill ink (for some types), or manage ink drying issues.
  • May lack the “official” appeal — Some recipients expect the gravitas of a raised seal and may see a plain stamp as less formal.

What Do State Laws Say? (Rules & Regulations)

One of the most important answers to “Which should I use?” is: Check your commissioning state’s laws. Requirements of different types of notary seals vary widely, and the legality of embossers vs ink stamps, or whether both are allowed, is often state-specific.

Here are some typical models of state rules you’ll encounter:

  • Ink stamp required, embosser optional — Many states have specific requirements for using an inked rubber stamp as the official seal. If embossers are allowed, they may only be adjunct or decorative.
  • Either ink stamp or embosser allowed — Some states allow notaries to choose either a stamp or embossing seal (as long as the embossing is photographically reproducible).
  • Embosser required / must be used on certain legal documents — In a few states, an embossed seal is mandatory for certain types of documents (for example, deeds or instruments recorded in county offices).
  • Seal not required — A few states do not mandate any official seal; a notary public’s name (handwritten), notary’s signature, and required information are the only legal requirements (though using a seal is still best practice).

For example:

  • Florida requires a rubber stamp with black ink as the official notary seal stamp; an embossing device is optional, but only acceptable if used in conjunction with the stamp.
  • New York doesn’t mandate a notary seal; instead, the notary must print certain identification info alongside the signature. Many NY notaries use a stamp and/or embosser as a best practice.
  • California allows an embosser if the impression is photographically reproducible, but many notaries prefer to combine embossing with an ink stamp. 

Because laws change, always check your state’s current notary handbook or Secretary of State’s website.

A helpful resource is the National Notary Association, which tracks different requirements and differences between ink stamps and embossers.

Which Should You Choose (Or Should You Get Both)?

Given the above, here are some guiding principles:

  1. Follow your state’s requirements first.
    If your state requires an ink stamp, then that is your baseline. You may or may not be able to use an embosser.
  2. Prefer what’s easiest for your workflow, given your volume and setting.
    If you do many notarizations per day, an ink stamp (especially a self-inking model) is highly practical. If your notarial work is less frequent or more formal, an embosser adds an elegant touch.
  3. Consider owning both.
    Many professional notaries carry both an embossing seal and an ink stamp: use the ink stamp for everyday copying/photocopy satisfaction, and the embosser for formal look, binding multi-page documents, or satisfying outside recipients who prefer raised seals.
    In states that allow both, the embosser often complements the ink stamp rather than replacing it.
  4. If embossing, ensure it’s photographically reproducible.
    Because plain embossing often doesn’t show clearly in scans or photocopies, many jurisdictions that accept embossers require you to “darken” or shade the impression or combine it with ink.
  5. Think about your recipients.
    Some foreign governments or entities may only accept raised seals because they regard them as more “official.” Having an embosser can be a plus for a  notarized document for international use. 

Best Practices & Tips For Notary Seals

  • Secure your seal. Whether it’s an embossing seal or ink stamp (or both), keep it in a locked container to prevent misuse. Allowing anyone else to use it is risky legally and ethically.
  • Make regular test impressions. Periodically test your seal (inked or embossed) to ensure clarity, proper pressure, and legibility.
  • If using an embosser, align carefully. Especially on multi-page documents or loose certificates, align so that part of the embossing straddles pages, helping to detect page swapping. (Some state requirements mention this traditional method.)
  • If using foil seals or shading, be careful. Adding foil or ink to an embossment can enhance visibility, but overdoing it may smudge or obscure details.
  • Always include required notary information. Whether in embossing or stamping, your notary seal of office must contain the elements required by your state (name of the notary public, “Notary Public,” notary ID (commission) number, expiration date, county/territory, etc.).
  • Stay current with state law updates. Notary seal requirements evolve. A stamp or embosser that was acceptable five years ago may no longer be compliant.
  • Document for clients. If you emboss and also stamp, you might explain to clients why you’re doing both (e.g. “raised seal for formality, stamp for legibility in copies”).