When learning about notaries in Tennessee, and the use of the Tennessee Notary Public stamp and seal, the laws can be a bit confusing. This is because the specific language describing the use of the Tennessee Notary Public stamp and seal says that seals must be rubber (not embossed) and must be imprinted in "any color other than black or yellow, provided the color used…shall be clearly legible and appear as black when photo-copied on a non-color copier". (TN.gov)
All this really means is that the use of the Tennessee Notary Public stamp and seal must include the use of an inkpad or inking feature that is neither yellow nor black. However, there are some much clearer guidelines to follow when using your Tennessee Notary Public stamp and seal, and it all begins with becoming an official notary for the state.
The Duties of a Tennessee State Notary Public
In Tennessee, like most other states, a notary is a public official. They are given the authority to:
- Administer oaths
- Take depositions
- Take affidavits
- Take acknowledgements
Their authority does not extend to every county in the state, and everything that they do is marked with their official Tennessee Notary Public stamp and seal, which indicates which county they can operate. The laws changed in 2004, and notaries are no longer considered "at large" but bound to a county. This necessitated a change in the design of the seals, and we'll look at that a bit later.
To become a notary means submitting an application received from the appropriate county clerk's office. The form is submitted with a fee, and then the notary must be "elected" by the county commission in which they reside. Before they can be sworn in they have to submit evidence that a surety bond has been obtained, and then the commission is granted.
Only after this process is finished can the Tennessee Notary Public stamp and seal be used with validity and authority. In addition to using the Tennessee Notary Public stamp and seal on all notarial acts, Tennessee notaries are required to keep a journal or ledger of their actions. Their status as a commissioned notary lasts for four years and they must renew accordingly.
The Requirements and Specifications for the Tennessee State Notary Public Stamp
To properly design a Tennessee Notary Public stamp and seal requires that you indicate the county in which you were given your commission. As indicated earlier, notaries used to be "at large," but now have to mark their work with a Tennessee Notary Public stamp and seal that indicates the county where their commission was granted.
The seal must be formatted to contain:
- The name of the notary as commissioned
- The text "State of Tennessee Notary Public" (must be in the center of the seal)
- The words "county of", followed by the name of the county in which they were "elected"
All stamps should be round rubber stamps and cannot be embossers.
The text may also include the expiration date of the commission within the central circle and framing the central text.
Keep in mind that opting to have your commission expiration date appear on the Tennessee Notary Public stamp and seal will require you to obtain a new stamp each time your commission expiration date changes. State guidelines allow you to handwrite the expiration date, but a stamp is convenient.
Be sure you use the stamp accordingly (with the right ink colors) and that it appears sharp and clear. It is a mark of authenticity and you want your stamp to be easy to read and clearly valid.
Frequently Asked Questions
What are the Tennessee Notary Public stamp and seal requirements?
Tennessee notaries must use a round rubber stamp or seal, not an embosser. The stamp should include the notary’s name as commissioned, the words “State of Tennessee Notary Public” in the center, and the county where the commission was granted. It must be clear, legible, and comply with Tennessee notary law.
What color ink is allowed for a Tennessee notary stamp and seal?
Tennessee requires the seal to be imprinted in any color other than black or yellow. The stamp must be clearly legible and still appear black when photocopied on a non-color copier. Common compliant choices include blue, purple, green, or red ink.
Does my Tennessee notary stamp need to include the county name?
Yes. Tennessee notary stamp guidelines require the county name to appear on the seal because notaries are commissioned by county, not “at large.” The county where you were elected and commissioned must be included to make the notarization valid.
Can I use an embosser instead of a Tennessee notary stamp?
No. Tennessee requires a rubber stamp or seal, and embossers do not meet the state’s stamp and seal requirements. To stay compliant, your Tennessee notary public seal must be an inked rubber impression that is clear and readable.
Should I include my commission expiration date on my Tennessee notary seal?
You may include your commission expiration date on the seal, but it is not required. If you choose to have it stamped on your seal, you’ll need a new stamp each time your commission is renewed. Many notaries prefer to handwriting the expiration date to avoid replacing the stamp every term.
How do I keep my Tennessee notary stamp and seal valid and compliant?
Use your stamp on every notarization, keep the impression sharp and easy to read, and make sure the seal matches your current commission details. Also, keep a journal of your notarial acts, renew your commission on time, and replace any worn or outdated stamp so your documents remain valid.
