Virginia Notary Questions

AM I REQUIRED TO USE A NOTARY SEAL?

Effective July 1, 2008 Virginia notaries are required to use a seal for every document notarizd. The notary seal must be “sharp, legible, permanent and photographically reproducible.” A photographically reproducible seal and can be as simple as an embossed raised seal that has been rubbed with a pencil; embossed over carbon paper or darkened with a seal impression inker or seal press (round ink stamp that is blank). Most notaries prefer using self-inking or pre-inked seals.

WHAT IS THE DIFFERENCE BETWEEN AN EMBOSSER AND INKING SEAL?

An embosser can be a hand-held or desk-top tool that has an insert containing the notary seal which is circular in form not more than 2 inches in diameter. The seal has a serrated edge border. The embosser makes a raised impression on the paper being notarized. The embossed seal is not photographically reproducible without being darkened. The ink seal can be circular in form not more than 2 inches in diameter or rectangular in form not more than 1 inch in width and 2 ½ inches in length. There are several types of pre-inked or self-inking stamp seals.

IS A NOTARY JOURNAL OR RECORD BOOK REQUIRED IN VIRGINIA?

No. In Virginia there is no requirement to keep a Journal/record book. However, there is no statute of limitations on a notarial act. It is highly recommended that a notary maintain a Journal/record book of his/her official acts to assist in recalling past notarial acts, if needed, or if legally challenged. If a notary is called upon to testify in court, a Journal/record book may become evidence to help establish what actually took place. Remember that it contains private and sensitive information about the people for whom you performed a notarial act—guard your Journal/record book carefully to protect the privacy of its contents.Your Journal/record book belongs to you, and MUST remain under your control and safekeeping at all times. NEVER share your Journal/record book with another notary. Mary Smith Harris can continue to use her maiden name until her commission expires. At that time she can reapply under her married name. Your notary seal/stamp must be in the same name as your commission certificate reads.

WHAT IS THE REQUIRED INFORMATION FOR EVERY NOTARIAL ACT?

Every notarial act must contain the following seven (7) items of standard information:

1. Notarial statement
2. The date of the notarial act
3. The place of the notarial act
4. The expiration date of the notary’s commission
5. Notary’s signature
6. Notary’s registration number
7. Notary’s seal (embosser or stamp which must be photographically reproducible)

ARE THERE ANY ITEMS THAT NOTARIES ARE STRICTLY FORBIDDEN FROM NOTARIZING?

Virginia notaries are not authorized to notarize or certify true copies of birth, death or marriage certificates. Only the Division of Vital Records/Statistics may perform such a certification. Refer to Office of Vital Records in Richmond, VA at 804 662-6200 or visit their website at www.vdh.state.va.us/Vital_Records/index.htm.


HOW DO I RENEW MY NOTARY COMMISSION?

Effective March 2015, all Notaries must open a Notary Management Account. You will be able to change your contact information and renew your Notary Commission through your Notary Management account. To open your Notary Management Account visit the official website for all Virginia notaries at It is important to note that the Notary Division in Richmond does not send notices about renewing your commission. It is your responsibility to keep track of your commission expiration date. Please don't wait until the last minute to renew your commission. There is a $45.00 application fee.

Applying for a FIRST TIME Virginia Notary Public commission?