Notary Public FAQs

Contents
Applying and renewing
General questions
Notary seals and journals
Online access and electronic filing
Powers and duties

 

Notary Seals and Journals

Q1. Do I have to have a notary seal?

A1. Yes. By law, your official seal must be stamped clearly under or near your official signature on every notary certificate. Do not stamp the seal over signatures, and avoid stamping over text.

 

Q2. Will you send me a seal and a journal?

A2. No. Our office does not provide notary seals or journals.

 

Q3. Where can I get a notary seal and a journal?

A3. You can order a seal and purchase a journal from many office supply stores. You may want to search the internet for companies that sell notary supplies.

Prices vary. Bring your notary certificate with you to the store.

 

Q4. What types of notary seals are acceptable in Colorado?

A4. Beginning on August 8, 2012, your notary seal must be a rectangular ink stamp with a rectangular outline or border. Embossers should not be used.

The law does not specify a particular size or ink color.

Inside the border, you must have:  [1]

    Your legal name,
  1. The words "NOTARY PUBLIC",
  2. The words "STATE OF COLORADO",
  3. Your notary ID number, and
  4. Your commission expiration date.

No other information can be placed within the border or outline.

The name on your notary seal must match the name on your notary certificate exactly.

Example:

Example of a notary seal

 

Q5. My seal doesn't look like the example above. Can I keep using it?

A5. You can continue to use any stamp, seal, or embosser that you purchased before August 8, 2012, until your commission comes up for renewal. When you next renew your commission, you must get and use an ink stamp seal that meets the new standards.

 

Q6. Where can I find my notary ID number?

A6. The ID is printed on your certificate below the date that it was issued. Your notary ID should also have been provided to you in an email from our office. You can search for your ID on "Verify a Notary.”

 

 Q7. What should I do with my old notary seal?

A7. If you resign or choose not to renew your commission, you should deliver all seals, journals, and related papers to our office.  [2]

Renewing notaries should also deliver expired seals, including embossers and ink stamps, to our office for secure disposal. Keep your journals and related papers until you no longer want to be a notary, or are leaving the state.

 

Q8. Am I required to keep a journal?

A8. Yes. Every notary public must keep a journal of every notarial act, with only one exception. 

If the original, copy or electronic record of the document

  1. Includes all of the information that would be entered in your journal, and 
  2. Is kept by your firm or employer,

you do not have to enter it into your journal.

Recording every notarization in your journal is strongly recommended as the best practice.

 

Q9. What information should be recorded in my journal?

A9. You must record:  [3]

  1. The date of the notarial act.
  2. The type of notarial act.
  3. The title or type of document or proceeding that was notarized
  4. The date of the document or proceeding, if different from the date of the notarization.
  5. The name of each person whose oath, affirmation, acknowledgement, affidavit, declaration, deposition, protest, verification, or other statement is taken.
  6. The signature and address of each person whose oath, affirmation, acknowledgement, affidavit, declaration, deposition, protest, verification, or other statement is taken.
  7. The printed name, signature, and address of each witness to the notarization, if applicable.
  8. If applicable, a certificate of authentication for each notarized electronic signature by the provider of the electronic signature or each person whose oath, affirmation, acknowledgement, affidavit, declaration, deposition, protest, verification, or other statement is taken.
  9. Any other information that you think you should include about the notarial act.

 

Q10. Can I list two signers on one notarial certificate?

A10. If two signers appear before the notary at the same time, the names may appear on the same certificate. Because it is two separate notarizations, two entries must be made in the journal.

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[1] 12-55-112, C.R.S.
[2] 12-55-115, C.R.S.
[3] 12-55-111(2), C.R.S.