ABC / Notary seal

The notary seal is a hand-held or stand-alone instrument used by notaries or businesses to authenticate a document. It prints or embosses an impression onto a paper document that authenticates its origin.

The use of seals can be traced back to ancient Rome, where they were used by scribes. They recorded public proceedings, transcribed public papers and registered degrees and judgments of magistrates. The scribes then would seal their documents with their signet rings and wax to authenticate them. Rings were the early seals of authenticity.

Shorthand was invented during the last century of the Roman Republic. Arbitrary marks and signs, called "notae," were substituted for words. A writer who used this method was called "notaries." Notaries usually were secretaries and registrars attached to high government officials. Imprints or seals were used by the notaries to validate documents and degrees.

The notary system as we know it now originated in England in the 13th century. In the beginning notaries were appointed by the Pope. The reformation brought no real change to the role of notaries but in 1533 the king took over the appointments. The Court of Faculties appointed all notaries until 1999. The regulation of notaries in England was modernized in 1990. Now notaries must pass written exams set by the Master of Facilities.

In the United States, notary publics are appointed by the governor or secretary of state. People apply for a notary public commission from the Secretary of State's office. In Wisconsin you must be 18 years old, eligible to be bonded and have a minimum of an eighth-grade education.

The official Wisconsin notary seal imprint must contain the words Notary Public, State of Wisconsin and the person's name. It is used by notary publics to confirm that documents including wills, conveyances of real and personal property, power of attorney, etc. are genuine. Law offices, banks and post offices often have a notary public to notarize documents for their customers.

There are two kinds of seals, notary seals and corporate seals. In the late 1800s and early 1900s, the corporate seal or stamp was widely used by companies and organizations to validate business contracts. Each company had its own personal seal. These seals might include the company name, copy write, date and patent number. The company seal was what made the document an enforceable obligation.

Early corporate seals could be simple or elaborate machines like the cast iron lion head. The seals made from cast iron were cumbersome and quite heavy. Other seals were less elaborate, smaller and made from lighter metals. There are seals made from brass, aluminum, stainless steel and some with chrome and gold plated finishes.

The wave of the future is the Electronic Notary Seal providing electronic notarization. The handheld seal may become a dinosaur but collectors will have a unique item.

As a side note, U.S. companies doing business in foreign countries like China still use a corporate seal along with signatures on all their contracts. In these cultures the corporate seal solidifies financial commitments and corporate obligations. So the demise of the handheld seal by some companies is still on hold.

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