Specifications
| Ordering | Replacing
| Destroying | Embossed
Seals
Specifications for the Required
Rubber Stamp Seal
Size: The
size must be a rectangle no larger than 1 inch high by 2 1/2 inches
wide.
Border: The
seal must have a serrated or milled edge border.
Contents: Most
notary stamp seals have the West Virginia State Seal on the
left. Every seal must contain the information listed at the
right. Please note that this is an oversized example!
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OFFICIAL SEAL
NOTARY PUBLIC
STATE OF WEST VIRGINIA
Notary
Name
Business Name (if a business address is used)
Street Address
City, State Zip
My Commission Expires (Date)
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Use: A
notary must use the rubber stamp seal on every
notarization, and the seal must be placed on the document so that the
information is legible.
Ordering the Rubber Stamp Seal
Your telephone book may list companies that make rubber stamp seals
under "Rubber Stamps" or "Office Supplies."
When you contact the company, ask if they are familiar with the
specifications for West Virginia notary seals. When you order,
send a photocopy of your commission letter which will include the
exact information which is to be included on the seal, and the
specifications. That way, if there is an error, the company
should remake it at no extra charge. The name and address must
be exactly as you were commissioned, and you must sign all
notarizations with that name.
Seals are available in plain and self-inking types. The seal
you purchase must make a clear impression so that all the words can be
easily read. If it does not, please return it and ask for a
replacement.
Replacing Your Rubber Stamp Seal
Loss or Theft: The security of the seal is
liability protection for a notary public. Keep the seal in
a safe place, where it can't be used or taken by anyone.
You are required to report the loss or theft of your seal in
writing to the Secretary of State within 30 days. The fee
for recording a lost seal is two dollars. Having
that fact on record will help protect you if another person were
to use your seal fraudulently.
After you make the report, order a new seal with the same
information as before. Then send an imprint of your new
seal on a card or letter to be filed with your commission
record.
Change of Name or Address: If you change your
legal name or move to a new address, you must file the
appropriate change (See Making
Changes for more information) and have a new seal made
reflecting those changes and you must file a copy of that new
seal imprint with the Notary Section. You may wish to have
the new seal made first, then file the change and the new seal
imprint at the same time.
Destroying An Old Seal
West Virginia law requires that you destroy your notary seal if you resign or move out of state
before your commission expires. It is a good idea to
destroy an old seal as soon as it is no longer legally useful. This happens when
your 10-year term ends, or your name or
address changes and you obtain a new seal with the new
information. Destroying and old seal protects you against possible theft and fraudulent use.
The law does not specify how to destroy a seal, but the key
is to make the seal unusable.
Embossed or Impression Seals
The embossed seal is permitted by West Virginia law, but not
required. Also, it is not acceptable as a substitute for a
rubber stamp seal. If you want to use an embossed seal in
addition to the rubber stamp seal, you may have one made by one
of the specialty companies that manufacture them.
If you do obtain an embossed seal, it must include the words:
"Notary Seal," (your name), "Notary Public," and "State of
West Virginia."
