Back to FAQs

Illinois Notary Stamp and Supplies Requirements

  • Does the State of Illinois require notaries to use a notary stamp?

    Illinois requires all notaries to authenticate all notarial acts by placing an Illinois notary stamp on documents they notarize. Documents that do not include an Illinois notary stamp cannot be recorded in county clerks’ offices and may be rejected by the document receiver.

    Back to top

  • Can I use my Illinois notary stamp in another state?

    No. Illinois notaries cannot exercise their duties outside of the geographical boundaries of Illinois, and notaries from other states cannot exercise their duties within Illinois. You can use your Illinois notary stamp within the boundaries of the state.

    Back to top

  • Do I need to order an Illinois notary stamp when my commission expires?

    A new notary stamp containing the new notary commission information should be ordered with each commission. The new notary stamp should be used when your current notary commission expires. Click here to order a notary stamp for the new notary commission term.

    Back to top

  • Can I handwrite my notary expiration date on the Illinois notary stamp impression?

    Check your Illinois notary laws if it allows it. In most state, the notarial act is considered void if you handwrite the expiration date on documents that you notarize. Most state laws require that the expiration date be included in the Illinois stamp imprint.

    Back to top

  • What do I do with my Illinois notary stamp when my commission expires or I am no longer a notary public?

    You can dispose of an expired Illinois notary stamp by peeling off the rubber stamp imprint from the plastic casing. Cut the rubber with scissors and dispose of the pieces in separate trash cans. Some states may require you to return the expired notary stamp to them. Check your Illinois  notary law for the proper disposal of an expired Illinois notary stamp.

    Back to top

  • How do I renew my Illinois notary stamp?

    Many notaries are under the impression that all they need to renew their Illinois notary commission is to purchase a new notary stamp. This is incorrect. An Illinois notary must complete an application to renew his or her notary commission, submit it to the state with the required fees, take a new oath of office, and then purchase a new Illinois notary stamp for the new commission. Click here to learn how to renew your notary commission in Illinois. When you you receive your renewal notary commission certificate you can order a new notary stamp by clicking here.

    Back to top

  • I lost my Illinois notary stamp. What should I do now?

    If you lose your Illinois notary stamp, you should report the loss to  your local law enforcement agency and send a letter notifying the Secretary of State. Check your IL state notary laws. They may have additional requirements to replace your lost Illinois notary stamp. You can purchase a new stamp from the American Association of Notaries. Click here to order a new Illinois notary stamp.

    Back to top

  • My employer kept my Illinois notary stamp and journal. Is this allowed?

    No. Even if the employer paid for your Illinois stamp and notary journal, the notary commission is yours – not your employers – and the notary stamp and the notary journal belong to you.  Explain to your employer that it is against Illinois notary law for an employer to keep the notary stamp and notary journal even if they paid for them and they maybe held responsible for any fraudulent use of the notary stamp . Contact Illinois Secretary of State regarding this issue. Order a  notary stamp if your employer keeps the notary stamp.

    Back to top

  • What ink color can I use on my Illinois notary stamp?

    Black ink is generally recommend when ordering an Illinois notary stamp. There are only a few states that require a non-black ink (including Tennessee and Utah). Click here to order a notary stamp.

    Back to top

  • How do I correct a bad Illinois notary stamp impression?

    Using a pen, strike through the bad impression. Test your Illinois notary stamp on a spare piece of paper and then make a new impression close to the original.

    Back to top

  • How soon may I begin using my Illinois notary stamp?

    Your Illinois notary stamp may be used on the day your commission becomes effective and you take the oath of office.

    Back to top

  • How do I safeguard my Illinois notary stamp?

    Illinois notary stamps should be maintained under your exclusive control at all times. They should be kept in a locked place when not in use. Click here to read this article on how to safeguard your notary stamp.

    Back to top

  • You have different Illinois notary stamp brands and sizes listed on your website. What is the difference?

    Some notaries prefer different sizes for use on different documents, or they may like the feel of one notary stamp over the other. Pocket-sized notary stamps are sometimes preferred by mobile notaries, while a round notary stamp might be preferred by traditional brick-and-mortar notaries. The choice is yours. Click here to order a pocket notary stamp or click here to order a round notary stamp.

    Back to top

  • I renewed my Illinois notary commission. When can I use the notary stamp I purchased for my new commission term?

    You must continue to use your existing Illinois notary stamp until it expires. The new Illinois notary stamp can be used beginning on the day the new commission becomes effective. Click here to order a notary stamp for the new notary term.

    Back to top

  • Can I use my Illinois notary stamp to notarize my own documents?

    An Illinois notary serves as an independent third party to witness the signer signing the document freely and willingly. Never use your Illinois notary stamp to notarize your own documents.

    Back to top

  • Can I use my Illinois notary stamp to notarize for my spouse, relatives, or close family members?

    You should never use your Illinois notary stamp to notarize documents when you are party to the document or have a financial or beneficial interest in the transaction. 

    Back to top

  • Can I use my Illinois notary stamp to promote my business?

    You should only use your Illinois notary stamp when performing notarial acts. Using it on mailouts, advertisements, or products to promote your business is a violation of notary public laws.

    Back to top

  • Can I notarize a document with my Illinois notary stamp for my employer?

    Yes. Illinois notary law permits you to use your Illinois notary stamp to notarize documents for your employer if you are not named in the document and you are not gaining anything besides your notarial fees.

    Back to top

  • Is it legal to notarize a document with just my Illinois notary stamp?

    Affixing your Illinois notary stamp on a document without completing a notarial certificate is a violation of Illinois notary law. If a document is missing a notarial certificate, you may refuse to perform the notarial act or you may show the customer samples of notarial certificates from your inventory and have him or her choose the type of notarial act they want to be performed. It is recommended that you keep notarial certificates in your notary supplies inventory to use in such situations. Click here to order notarial certificates.

    Back to top

  • May I order more than one Illinois notary stamp?

    It is a good idea when ordering your Illinois notary stamp to order one or two additional notary stamps at the same time if allowed by your state notary law. Click here to order an Illinois notary stamp.

    Back to top

  • How do I properly use an Illinois notary stamp?

    Notaries must take care when making an impression with the Illinois notary stamp so that the impression is made in a way that will allow the notarized document to be accepted by the document recipient or receiving authority. To place a legible impression on a document, place the document on a flat surface and with the tips of your fingers gently press down on the stamp. It is always recommended that you test your notary stamp. The American Association of Notaries strongly recommends that you test your Illinois notary stamps by making an impression on a spare piece of paper before notarizing documents.

    Back to top

  • How long is an Illinois notary stamp valid for?

    An Illinois notary stamp is valid to use during the term of your notary commission. Check the expiration date on your Illinois notary stamp and compare it to the expiration date on your notary commission certificate. Never use your notary stamp when you notary commission expires. Properly dispose your notary stamp when your Illinois commission expires.

    Back to top

  • How do I choose the right notary stamp vendor when ordering an Illinois notary stamp?

    When selecting a notary stamp vendor, you should go with a company that is professional, efficient, and offers great value. The best course of action is to order a notary stamp from a company that specializes in manufacturing Illinois notary stamps, offers services to educate notaries, and can help you during your notary commission term. The American Association of Notaries is pleased to offer Illinois notary stamps in numerous styles, colors, and formats. We offer a life-time warranty on all our notary stamps and notary supplies - No questions asked! Click here to order a Illinois notary stamp.

    Back to top

  • What information is required to be imprinted on an Illinois notary stamp?

    Illinois notary law requires certain information to be imprinted on an Illinois notary stamp. Click here for more information on the  elements required on your Illinois notary stamp.

    Back to top

  • How do I reink a Trodat notary stamp?

    You can purchase replacement ink pads from the American Association of Notaries. Refill ink should only be used if it is the same brand as your Illinois notary stamp. After reinking, make a few test impressions to ensure that the notary stamp is properly inked. Be sure to destroy any test impressions. Click here to view a video on how to replace the ink pad on your Illinois notary stamp.

    Back to top

  • How do I use a Trodat notary seal embosser?

    Click here to watch this video on how to assemble and use the Trodat notary seal embosser.

    Back to top

Legal disclaimer: The information provided on this page is for general informational purposes only and should not be relied upon as legal advice. We do not claim to be attorneys and we do not guarantee the accuracy, completeness, or reliability of the information provided. You should always seek the advice of a licensed attorney for any legal matters. It is your responsibility to know the appropriate notary laws governing your state. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, losses, damages, or expenses, howsoever arising, including, and without limitation, direct or indirect loss, or consequential loss, out of or in connection with the use of the information contained on any of the American Association of Notaries website pages. Notaries are advised to seek the advice of their state’s notary authorities or attorneys if they have legal questions. 

Illinois notary bonds and errors and omissions insurance policies provided by this insurance agency, the American Association of Notaries, Inc., are underwritten by Western Surety Company (established 1900). Kal Tabbara is a licensed insurance agent in Illinois.

WE ARE NOT ASSOCIATED WITH ANY STATE OR LOCAL GOVERNMENTAL AGENCY