Illinois Notary Stamp and Seal Requirements (2026): What It Must Show, How to Use It, and Who Owns It
Illinois requires an official rubber stamp seal to authenticate every notarial act (5 ILCS 312/3-101). Per the Secretary of State's handbook it shows, top to bottom: "Official Seal", your printed name, "Notary Public, State of Illinois", "Commission No." with your number, and "My Commission Expires" with the date, inside a serrated or milled border no larger than 1 x 2½ inches. Black ink only, and you can't notarize until the seal arrives.
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Every point below quotes the official source word for word; the build checks each quote against a saved copy of the source and stops if one is missing. Laws change, so confirm with the official source.
What a Illinois notary stamp must show
| Required | An official rubber stamp seal on every official act |
|---|---|
| What it shows, in order | Official Seal; your printed name; Notary Public, State of Illinois; Commission No.; My Commission Expires and the date |
| Size and border | Rectangle up to 1 inch high by 2½ inches long, serrated or milled edge |
| Expiration date | Must be imprinted, never handwritten |
Required
An official rubber stamp seal on every official act.
“Each notary public shall, upon receiving the notary commission from the Secretary of State, obtain an official rubber stamp seal with which the notary shall authenticate his or her official acts.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
What it shows, in order
Official Seal; your printed name; Notary Public, State of Illinois; Commission No.; My Commission Expires and the date.
“A) The words “Official Seal”; B) The notary’s official name, printed; C) The words “Notary Public, State of Illinois”; D) The words “Commission No.” immediately followed by the notary public’s commission number; and E) The words “My Commission Expires” immediately followed by the notary public’s commission expiration date”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Size and border
Rectangle up to 1 inch high by 2½ inches long, serrated or milled edge.
“Notary seals are required to have a serrated or milled edge border, in a rectangular form not more than one inch in height by two and one-half inches in length”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Expiration date
Must be imprinted, never handwritten.
“The Illinois Notary Public Act requires that the expiration date be imprinted on the seal. This date may not be handwritten.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
How to use the stamp in Illinois
| Ink | Black only |
|---|---|
| Placement | Never over your signature; everything legible |
| Check a vendor-made seal | Compare it to your commission certificate |
| Before your first notarization | Wait for the approved commission and the seal |
Ink
Black only.
“Black is the only acceptable ink color for a notary seal.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Placement
Never over your signature; everything legible.
“Do not imprint your seal over your signature in a notarization.All information must be legible.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Check a vendor-made seal
Compare it to your commission certificate.
“If you ordered your seal from a stamp or bonding company, verify the information against your notary certificate to ensure accuracy.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Before your first notarization
Wait for the approved commission and the seal.
“You can start notarizing documents once we have approved your commission and you have your official notary seal.”
Keeping the stamp safe, and when the commission ends
| It's yours, not your employer's | The seal, certificate and journal belong to you |
|---|---|
| Stolen or lost | Report it to police and the Secretary of State; resigning is recommended |
| Revoked | Deliver the seal to the Secretary of State immediately |
| New term | A new seal with the new expiration date |
It's yours, not your employer's
The seal, certificate and journal belong to you.
“No. The seal, commission certificate, and notary journal are considered the property of the notary public.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Stolen or lost
Report it to police and the Secretary of State; resigning is recommended.
“Report the theft to the police and the Office of the Secretary of State. If for any reason you lose possession of your seal, it is recommended that you resign your commission.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Revoked
Deliver the seal to the Secretary of State immediately.
“After a notary receives notice from the Secretary of State that his or her commission has been revoked, that notary shall immediately deliver his or her official seal to the Secretary.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
New term
A new seal with the new expiration date.
“You may only perform notarial acts once you have obtained a new certificate and new seal containing the date that your new term of office expires.”
Source: Illinois Notary Public Handbook (I PUB 16), quoting 5 ILCS 312
Frequently asked questions
What has to be on a Illinois notary stamp?
Required: An official rubber stamp seal on every official act; What it shows, in order: Official Seal; your printed name; Notary Public, State of Illinois; Commission No.; My Commission Expires and the date; Size and border: Rectangle up to 1 inch high by 2½ inches long, serrated or milled edge; Expiration date: Must be imprinted, never handwritten. Each point is quoted from the official source on this page.
What are the size, ink and placement rules for a Illinois notary stamp?
Ink: Black only; Placement: Never over your signature; everything legible; Check a vendor-made seal: Compare it to your commission certificate; Before your first notarization: Wait for the approved commission and the seal. Each point is quoted from the official source on this page.
Who owns a Illinois notary stamp, and what happens to it when the commission ends?
It's yours, not your employer's: The seal, certificate and journal belong to you; Stolen or lost: Report it to police and the Secretary of State; resigning is recommended; Revoked: Deliver the seal to the Secretary of State immediately; New term: A new seal with the new expiration date. Each point is quoted from the official source on this page.
Related: Illinois exam guide · Illinois Notary Fees · How to Become a Notary in Illinois · Illinois Notary Renewal · Illinois Notary Application · Illinois exam facts: passing score, cost, retakes · After you’re commissioned in Illinois
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Independent study aid. Not affiliated with, endorsed by, or connected to any state agency, exam vendor or course provider. All questions are original practice questions written from official public sources; they are not actual exam questions. Laws and fees change, so confirm details with the official source before you rely on them. Official sources: Illinois Notary Public Handbook (PDF), 5 ILCS 312 Illinois Notary Public Act, 14 Ill. Adm. Code 176.205 (course and exam).
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