If you’re reading this blog, chances are you’ve been told a document needs to be embossed—and now you’re wondering what that even means. Do all Notaries emboss documents? Is embossing required? And why do some documents look more official with that raised stamp?
Let’s dive into the world of notary embossing, and I’ll break it all down for you.
What Is Embossing?
Embossing is the process of creating a raised (or “crimped”) impression on a document using a metal tool called an embosser. Unlike a rubber ink stamp, which leaves an inked image of the Notary’s official seal, an embosser leaves a physical impression that can be felt when you run your fingers over it.
The embossed seal includes the Notary’s name, commission state, and other identifying information—just like an ink stamp—but it doesn’t leave a colored imprint unless ink or a foil seal is added.
Do All Notaries Emboss Documents?
Not necessarily. Most states require Notaries to use an official seal, but the type of seal can vary. The two main types are:
Rubber Ink Stamps
Ink stamps are the most commonly used and are often required by state law. They’re rubber stamps that leave an inked imprint showing the Notary’s details—such as their name, commission number, the state in which they’re commissioned, and the expiration date.
Notary Embossers
Embossers are made of metal and create a raised seal impression. This impression is often difficult to photocopy unless extra steps are taken, such as:
- Placing ink over the raised area
- Using a colored foil seal underneath the embosser
Some states that allow embossing also require that the impression be photographically reproducible if used.
What Does California Require?
I’m commissioned in the state of California, where the rules are very clear:
- An inked stamp is required on all notarized physical documents—no exceptions.
- An embosser is optional, and can only be used in addition to the inked stamp, not instead of it.
Every state has its own regulations, so if you’re outside of California, be sure to check with your state’s notary division for specific embossing guidelines.
Why Emboss a Document?
Even when not required, there are a few reasons why embossing can be a good idea:
- International Recognition: Documents going overseas often benefit from an embossed seal. Many foreign agencies and institutions view embossing as a sign of authenticity and professionalism.
- Visual Appeal: An embossed seal—especially when used with a foil sticker—adds a polished, official look. It can give important documents a more distinguished, ceremonial feel.
- Authenticity for Legal Documents: Embossing is often requested for high-importance documents like:
- Powers of Attorney
- Wills
- Estate planning paperwork
Again, the key here is trust and authenticity. An embossed seal shows the extra step was taken to make the document official and verifiable.
Final Thoughts
Embossing may not always be required, but it can lend an extra level of professionalism and credibility to a document. If you’re not sure whether your document needs to be embossed—or whether it’s allowed in your state—don’t hesitate to ask your Notary or check your state’s guidelines.
When in doubt, a properly applied ink stamp will almost always meet the requirement. But if you’re looking to impress (literally and figuratively), embossing might just be the way to go.
Kelly Moore is a mobile notary and certified signing agent who provides an excellent experience for her signers. She does her job thoroughly and takes the time to connect with every client. Kelly services most areas within Los Angeles County, as well as parts of San Bernardino County and Orange County. For more information, contact Kelly at (626) 610-6252 or kelly@kmmobilenotary.com.
Kelly Moore Mobile Notary 