Different Types of Notary Stamps in India 2025: Meaning, Uses & Legal Importance

A notary stamp serves as the official mark of a qualified Notary Public. Its presence on a document, especially an affidavit, signifies that the signer's identity has been verified and the signature authenticated. The primary role of these types of notary stamps is to add a layer of trust and deter fraud in legal and business transactions. Different kinds of stamps are used depending on the specific notarial act being performed and the regulations of the state, making it a critical component of valid legal documentation.

Notary Stamps in India - Quick Table

Before we delve into the specifics, here is a quick overview of the key characteristics of a notary public seal stamp as mandated in India. [1]

What Is a Notary Stamp?

A notary stamp or notary public seal is an official ink impression used by a Notary Public to formalise a notarial act. Its fundamental legal purpose is to certify the authenticity of a document or the signature on it. When a notary applies their stamp to a document like an affidavit, they are making an official declaration that they have performed their duties correctly. This includes verifying the identity of the signer, ensuring the person signed the document willingly and under oath, and recording the act in their official register.

Importance of Notary Stamps in Legal Documentation

The presence of a notary public stamp transforms a simple document into a more credible and legally significant instrument, especially for affidavits used in legal proceedings. [1]

Here is a detailed look at why the notary stamp holds such importance:

• Provides Legal Verification: The stamp is the most visible proof that a neutral, state-appointed official has authenticated a document. It confirms that the signer's identity was checked against official identification, which is one of the core duties of a Notary Public. This verification lends credibility to the document in the eyes of courts, government agencies, and other authorities.
• Acts as a Fraud Deterrent: The entire process of notarization, which concludes with the application of the stamp, serves as a powerful deterrent to fraud. When individuals know they must appear in person before a public officer, present identification, and sign a document under oath, they are far less likely to attempt to falsify information or forge signatures. The notary’s stamp is a seal of this formal, fraud-preventing process.
• Ensures Validity of Affidavits: An affidavit is a written statement confirmed by oath or affirmation, for use as evidence in court. For this document to be legally valid, it must be notarised. The affidavit notary stamp is the final, essential element that certifies that everything is authentic. 
• Enhances Admissibility in Court: In legal proceedings, the notary's stamp and signature serve as prima facie evidence, meaning the document appears to be correctly executed on its face. This saves the court time and resources that would otherwise be spent verifying signatures and identities.
• Creates a Traceable Public Record: Notaries are legally required to maintain a detailed logbook, or register, of every notarial act they perform. The information on the notary stamp, such as the unique registration number, directly links the physical document to a specific entry in this register. This creates a traceable and verifiable record of the who, what, when, and where of the document's execution.

Types of Notary Stamp Papers in India

Before discussing the physical stamps, it is crucial to understand the paper on which many legal documents, including affidavits, are prepared. A common point of confusion is between the notary stamp (the tool) and notary stamp paper (the document). Stamp paper is a special type of paper issued by the government that carries a pre-paid revenue stamp, indicating that the required government duty for the transaction has been paid. The notary's stamp is then applied to this paper to authenticate the signatures. [1]

Understanding the Types of Notary Stamps

Here are the different types of notary stamps used in India: 

• Self-Inking Stamps: These contain a built-in ink pad that automatically re-inks the rubber die after each impression. This mechanism ensures a clean, uniform, and consistent impression every time, which is crucial for legal documents. Their speed and ease of use make them ideal for notaries who handle a high volume of documents.
• Pre-Inked Stamps: In this type of stamp, the ink is infused directly into the rubber die itself. They are known for producing exceptionally sharp, clear, and high-resolution impressions with very little pressure. A single pre-inked stamp can last for thousands of impressions before it needs to be re-inked, making it a durable and high-quality option.
• Traditional Rubber Stamps: This is the classic stamp with a rubber die mounted on a wooden or plastic handle that requires a separate, external ink pad. While they are the most cost-effective option, they are becoming less common. They require more skill to use correctly, as they can result in uneven or smudged impressions if not handled properly.
• Notary Embosser: This is the traditional form of a "seal." It is a mechanical device that creates a raised, inkless impression on the paper by crimping it. While an embosser provides a classic and secure feel, its appearance may not be visible on photocopies. For this reason, it is almost always used in conjunction with an ink stamp to ensure the notarial details are fully legible and reproducible.

How to Get a Document Notarised in India?

This is a formal process that must be followed correctly to ensure the document's validity, especially for important papers like affidavits. [2]

Here is a simple, step-by-step guide on how to get your document notarised:

• Step 1: Complete the document with all the necessary information, but do not sign it. Whether it is an affidavit or a power of attorney, ensure there are no blank spaces that could be filled in later.
• Step 2: Find a government-appointed Notary Public. Notaries can often be found in or around court complexes and registration offices. It is important to know the difference between a notary vs lawyer, as only a lawyer who has passed the notary exam and been appointed by the government can act as a Notary Public.
• Step 3: Must present a valid, original government-issued photo ID to the notary. This is a non-negotiable step as the notary’s primary function is to verify your identity. An Aadhaar card, Passport, or Driver's License is commonly accepted.
• Step 4: The most crucial step is to sign the document in the physical presence of the Notary Public. The notary must personally witness your signature. Signing the document beforehand will invalidate the notarization.
• Step 5: After witnessing the signature and verifying identity, the notary will complete the notarial certificate. This involves signing the document, applying their official notary public seal stamp, and recording the transaction in their official logbook. It is important to note that this is different from property registration, a distinction explained further in the difference between notary and registration.

Legal Guidelines for Using Notary Stamps

A Notary Public is a public official who must operate under strict legal guidelines to maintain the integrity of their office.

• Stamp Must Be Legible: The impression made by the stamp must be clear and dark enough to be easily read and photocopied. An illegible stamp can lead to the rejection of the document.
• Secure Storage: The notary must keep their stamps and seals in a safe, locked location to prevent unauthorised use. The stamp is the personal tool and responsibility of the notary.
• Exclusive Use: The notary stamp can only be used by the notary to whom it was issued. It cannot be used by an assistant, family member, or any other person.
• Maintain a Register: Notaries are required by law to maintain a register of all notarial acts. This log serves as a permanent record of their official activities and can be used as evidence if a transaction is ever questioned.
• Correct Placement: The stamp should be placed near the notary’s signature and should not cover any text or signatures on the document.
• Understand the Act: A notary must understand the specific notarial act they are performing. There is a clear difference between attestation and notarization, just as there is a difference between apostille and notary, especially when dealing with documents for international use.

How NoBroker Can Help With Notary Services

Navigating legal paperwork like affidavits can be time-consuming. NoBroker simplifies this by offering hassle-free online notary and agreement services. We help you prepare legally sound affidavits and other documents and get them notarised with the correct types of notary stamps, all from the convenience of your home, ensuring your paperwork is compliant and appropriately authenticated.