Notary Reference Guide - Office Depot

Notary Reference GuideNotary Reference ColoradoDelawareConnecticutDistrict of ColumbiaDelawareFloridaDistrictof skaNew oNewNewMexicoYorkNewNorth CarolinaNew YorkNorth DakotaNorth CarolinaNorthern Marina IslandsNorth DakotaOhioNorthernOklahomaMariana IslandsOhioOregonOklahomaPennsylvaniaOregonPuerto RicoPennsylvaniaPuerto RicoRepublic of sconsinWisconsinWyomingWyomingUpdated: 1-2015

Notary Reference GuideThe Notary Reference Guide was created to provide you with your state’srequirements, restrictions, and options for notary items. Each state hasindividual notary stamp and embosser requirements specific to their state, andtherefore a “one size fits all” program does not exist.It is imperative that you and your customer select a product that meets statespecifications. It is recommended that you become familiar with the stamp andembosser products specific to your own state. States may alter their notary requirements at any given time, so beaware that this document will be updated throughout the year to reflectany imposed changes. Orders will be typeset per the state’s specification.Before You Begin.Required DocumentationFollowing the Notary Reference Guide, Certification Requirement column,determine what documentation is required for the requested state. There arefour categories of required documentation: Original: The original notary certificate is required Copy: A photocopy of the original certificate is required Vendor Required: Though this state does not require an original orcopied certificate, Taylor requires a photocopied original per companypolicy. Not Available: A notary stamp and/or embosser is part of this state’sNotary Public application process, and therefore a certificate isunavailable and not required.Note: New and updated certificate originals or photocopies must beprovided with each subsequent notary order.Next, using personal identification (driver’s license or state ID), verify thatthe customer placing the order is the customer whose name appears on thecertificate.If an individual is ordering a stamp on behalf of the certificate holder, theindividual must provide appropriate certification obtained from the certificateholder. In an effort to avoid fraud, we strongly recommend obtaining proof ofpermission and a photocopy of the certificate holder’s driver’s license or stateID.Choosing a Notary Stamp or Notary EmbosserThe Notary Reference Guide provides the applicable notary stamp and/ornotary embosser for each state (see Available Item Numbers column). Please notethat there are 13 specific notary stamp Item Numbers from which to choose. It isunnecessary to add an upcharge or additional fee to the customer’s notarystamp purchase.For those states offering multiple size options, work closely with yourcustomers to determine which stamp and/or embosser will best meet theirneeds (pre-inked vs. self-inking, round vs. rectangle)Once a notary stamp and/or embosser have been selected, write the notaryItem Number on the manual form with the other required information. Followingthe processing steps shown below, email or mail the order form and any requireddocuments to the appropriate location indicated. Original: Obtain the customer’s original certificate and send it with theorder to:Taylor Strategic Accounts1650 Tower BoulevardNorth Mankato, MN 56003 Copy: Make a photocopy of the original certificate and fax it, along withthe order, to: 866-286-5418 Vendor Required: Make a photocopy of the original certificate and fax it,along with the order, to: 866-286-5418 Not Available: Since a certificate is not available, simply fax the orderto: 866-286-5418Notary QuestionsIf you have any questions regarding notary stamps and embossers, pleasecontact Customer Care at 800-535-5870

TAYLOR DEFINITIONS & POLICIESColor KeyThe color of the text shown in the images signifies whether the information is required to appear on the seal per state law, or isoptional. Black text represents required information. Blue text represents information that is commonly used on the seal, butthat is not required.Certificate RequirementsMost states require vendors who produce notary stamps and embossers to obtain certificates before processing the order.If states ask for an ‘Original’, you must obtain the original notary certificate before the order can be processed. States thatrequest a ‘Copy’ require that we obtain a photocopy of the original certificate before processing the order. A ‘Vendor Required’listing means that the state does not require the vendor to obtain an original or copy of the certificate before the order isprocessed, but per Taylor policy we will request a photocopied original certificate. Certificate requirements defined as ‘NotAvailable’ require their notaries to have a stamp made as part of their application process in becoming a notary; therefore acertificate is unavailable and not required.Size RequirementsSome states require their notary seals to be an exact size, or within a range of specified dimensions. If the state has any sizerequirements, they will be listed in the Size Requirements column. “Min.” refers to the minimum size the seal can appear, while“Max” indicates the maximum size the seal can appear. “Exact” requires that the seal appear at the exact size shown. If thereare no requirements, the column will read “None”.Color RequirementsDepending on individual states, there may be a specified ink color requirement for a notary seal. This information can be foundin the Color Requirements column. States that do not have a color requirement will read “None”. If a color is not selected onthe order form, Cosco will default to black unless the state has a specific color requirement.Border RequirementsBorders will be applied as necessary to meet requirements of individual states. If the border column states “Not Required”, thereis no specific requirement and borders are optional. The note “Required - Any Style” indicates that the state requires a borderchosen from the selection on the next page. Please indicate any border preference by adding a comment to the SpecialInstructions area of the order form.State Notes & RecommendationsThis column has additional information that may be required to process a notary order correctly.

Border OptionsMilled Edge BorderMilled Edge BorderMilled Edge BorderMilled Edge BorderRope Edge BorderRope Edge BorderRope Edge BorderRope Edge BorderRope Edge BorderCommon GraphicsSolid Edge BorderSerrated Edge BorderSolid Edge BorderSolid Edge Border

Self-Inking StampsSKU# 184315 (Notary)SKU# 184322 (Notary)SKU# 873890 (Notary)SKU# 184329 (Notary)SKU# 184343 (Notary)

Pre-Inked StampsSKU# 184238 (Notary) SKU# 184245 (Notary)SKU# 184203 (Notary) SKU# 402543 (Notary) SKU# 184210 (Notary) SKU# 669552 (Notary)

Pre-Inked StampsSKU# 470145 (Notary)SKU# 471470 (Notary)SKU# 471690 (Notary)SKU# 471855 (Notary)

EmbossersSKU# 633361SKU# 633381SKU# 220651SKU# 220661SKU# 633371SKU# 633401

Notary Change LogDateStateStamp/EmbosserSeal Type7-25-2012ColoradoStamp and EmbosserRound Notary7-25-2012ColoradoStampRectangle Notary6-2012Description of UpdateEntire Notary Guide Updated9-24-2012OhioStamp and EmbosserRound and Rectangle Notary10-1-2012AlaskaStamp and EmbosserRectangle Notary10-2-2012ArizonaStamp and EmbosserRegistered Professional Engineer10-17-2012NevadaStampRectangle Notary11-9-2012AlabamaStamp and EmbosserLandscape Architect11-9-2012ArizonaStamp and EmbosserRegistered Professional Engineer11-9-2012ArizonaStampRegistered Architect11-28-2012KentuckyStamp and EmbosserRegistered Professional Geologist1-9-2013Rhode IslandStampRectangle Notary2-19-2013WashingtonStamp and EmbosserRegistered Architect11-1-2013RemovedArtwork changed - moved all copy within borderAdded verbiage “County name may be added, but optional” under Notes forRound Notary. Added verbiage “Border is optional” under Rectangle Notary.Changed Border Requirements to “Required: As Shown”Changed Certificate Requirements to “Copy”; removed verbiage under Notes;removed “EXPIRES 00-00-0000” from the notary artwork.Added verbiage “County name is allowed if requested” under NotesAddedSize requirements changed to “Exactly 1-1/2"”. Added verbiage under Notespertaining to the border size requirements.AddedNotary artwork changedArtwork changed - added “Commission #”. Added verbiage “Commission # isoptional” under NotesChanged Size Requirements to “None”. Added verbiage “Text must be legible”under Notes.Entire Notary Guide UpdatedColor Requirements changed to red; added Size Requirements for inner andouter borders.12-19-2013DelawareEmbosserProfessional Land Surveyor2-3-2014LouisianaStamp and EmbosserCertified Court ReporterAdded2-3-2014LouisianaStamp and EmbosserCertified Digital ReporterAdded2-3-2014WashingtonStampFire Sprinkler SystemsAdded2-3-2014OklahomaStamp and EmbosserLicensed ArchitectNotary artwork changed2-3-2014OklahomaStamp and EmbosserLicensed Landscape ArchitectNotary artwork changed2-3-2014TexasStamp and EmbosserNotary Seal RectangleAdded verbiage under Notes pertaining to “Notary without Bond”2-3-2014TexasStamp and EmbosserNotary Seal RoundAdded verbiage under Notes pertaining to “Notary without Bond”

lorRequirementsBorderRequirementsUpdated: 1-2015RoundNotaryISSION EXAAEmbosser or Stamp00-0 0 - 0 0 0 0RGEISSION EMMXOTARYNOAMNTBLIC-0 0-00 00Y, A L A BACO00SREPIMYCNA M EULicensedProfessionalEngineerBLICTSTATE APUEmbosser or orRequired(RegistrationNotificationCard, Bond orPink Slip)VendorRequired(RegistrationNotificationCard, Bond orPink mbosser or StampLicensedProfessionalLand d)Embosser or StampRegisteredArchitectEmbosser or xactly:1 5/8 inches(1.625)Exactly:1 5/8 inches(1.625)Min:1 5/8 inches(1.625)Max:2 inches(2.00)Min:1 5/8 inches(1.625)Max:2 inches(2.00)Exactly:2 inches(2.00)NoneRequired:As ShownNoneRequired:As ShownNoneRequiredNoneRequiredNoneRequiredAvailable Item NumbersState Notes&Recommendations Stamps Embossers1. “MY COMMISSIONEXPIRES 00-00-0000”is optional2. Can read“COUNTY, ALABAMA”instead of “ALABAMASTATE AT 06612206511. “MY COMMISSIONEXPIRES 00-00-0000”is optional2. Can read“COUNTY, ALABAMA”instead of “ALABAMASTATE AT LARGE”1. “CITY, STATE” isoptional

lorRequirementsBorderRequirementsUpdated: 1-2015LandscapeArchitectFIRSTMIDDLELAST nCard)Exactly:2 inches(2.00)NoneRequired:As ShownNotAvailableNoneNoneRequired:As ShownEmbosser or StampRegisteredWeighmasterSealEmbosser or StampuYor N am1. Outer border needsto be 2” round and1/16” thick2. Inner border needsto be 1-1/4" round and1/16” ighmasterAlAvailable Item NumbersState Notes&Recommendations Stamps Embossersabama

orRequirementsBorderRequirementsUpdated: 1-2015RoundNotaryRectangleNotaryTEonBLICMIOSSTC O M M ISEmbosser or StampPUN ESX PIR EVendorRequiredKAMYATARYNOth 00,00 0 0N AM EOF ALASNOTARY PUBLICNAMESTATE OF ALASKAMY COMMISSION EXPIRES Month 00, 0000Max:2 inches(2.00)NoneRequired1. An embossedseal may be used asa stand alone sealONLY if it 06612206512. “MY COMMISSIONEXPIRES” is optionalVendorRequiredMax:1 x 2-1/2inches(1.00 x 2.50)NoneRequired:As Shown1. An embossedseal may be used asa stand alone sealONLY if it isphotographicallyreproducible2. “MY COMMISSIONEXPIRES” is optionalEmbosser or StampRegisteredProfessionalArchitectAvailable Item NumbersState Notes&Recommendations Stamps EmbossersVendorRequiredMax:2 inches(2.00)VendorRequiredMax:2 inches(2.00)VendorRequiredMax:2 inches(2.00)NoneRequired:As ShownEmbosser or StampRegisteredProfessionalEngineerNoneRequired:As ShownEmbosser or StampRegisteredProfessionalLand SurveyorEmbosser or StampNoneRequired:As Shown