What Does a Notary Seal Look Like in Australia?
Table of contents
An Australian notary's seal is usually a round embossed or inked seal showing the notary's name, the words "Notary Public" and the place where they practise, such as a city and state. It appears on the notarial certificate beside the notary's signature, and often across the binding. There is no single national design, so seals vary from notary to notary.
Key takeaways
- A notary's seal usually shows the notary's name, the words Notary Public, and their place of practice.
- It may be embossed, pressed into the paper, or inked, and some notaries use both, sometimes with a coloured wafer or ribbon.
- The seal appears on the notarial certificate with the notary's signature, and often across the binding of the bundle.
- There is no single Australian design. What matters is that the seal and signature match the notary's records held by DFAT.
- A JP's stamp is different and cannot be apostilled.
What is on a notary's seal?
A notarial seal identifies the notary and their office. Most Australian notaries' seals are circular, and the text around the edge typically includes the notary's full name and the words "Notary Public", with the place where the notary practises, such as "Sydney, New South Wales, Australia" or "Brisbane, Queensland, Australia". Some include an emblem or device in the centre, a reference to the jurisdiction, or other identifying details. The exact wording and design vary.
The seal is used together with the notary's signature, and neither is meant to stand alone. Foreign authorities look for both on the notarial certificate, and DFAT checks them against its records when adding an apostille. Our guide to what a notary public does explains the notarial certificate the seal belongs to.
Embossed, inked, or both?
Traditionally, notarial seals are embossed: a metal press raises the design into the paper, sometimes through a coloured paper wafer stuck to the certificate. Embossed seals are hard to copy convincingly and can be felt as well as seen, which is part of their value. Many notaries also use an inked stamp with the same details, which shows up clearly on photocopies and scans, where an embossed seal may barely register.
Some notaries use both on the same certificate, and some use a seal across the ribbon or staple that binds the pages, so that the binding cannot be undone without disturbing it. Neither method is more valid than the other in general; what matters to a foreign authority is that the seal is clear, genuine and matches the notary. Our guide to why notaries bind documents explains the binding.
Where does the seal appear?
The main place is the notarial certificate, next to or over the notary's signature, where it authenticates the certificate itself. Notaries also often place the seal, or their signature, on each page of the document, across the edges of the pages, or over the binding, so that every page is identified as part of the bundle. If DFAT adds an apostille, it is attached to the notarial certificate, and the apostille itself refers to the seal the document bears.
How is a notary's seal different from a JP's stamp?
Justices of the Peace commonly use an ink stamp with their name, their JP registration number and the state, when they witness documents or certify copies. It can look official, but it is not a notarial seal, and a JP is not a notary. A JP's stamp shows that a volunteer domestic witness certified a copy or witnessed a signature for use in Australia. Most foreign authorities do not accept it, and DFAT cannot apostille a JP's signature. Our guide to notaries and JPs explains the difference.
| Feature | Notary's seal | JP's stamp |
|---|---|---|
| Who uses it | An appointed notary public | A Justice of the Peace |
| Usual form | Embossed or inked, often round | Ink stamp |
| Typical details | Name, Notary Public, place of practice | Name, JP number, state |
| Appears on | A notarial certificate | A certified copy or declaration |
| Accepted overseas | Generally, often with an apostille | Generally not |
| DFAT apostille | Yes | No |
Why do notaries still use seals?
Seals are one of the oldest features of notarial practice, going back centuries in the European and English traditions from which Australian notaries descend. In many legal systems, a document bearing a notary's seal is treated as a formal public act, and officials abroad are trained to look for one. A notarial certificate without a seal can look incomplete to a foreign registry or court, even where the signature is genuine.
The seal also works alongside modern safeguards. DFAT's apostille confirms the seal and signature, the binding ties the certificate to the document, and the notary's register records the act. Together, they make a notarised document something a foreign authority can rely on without knowing the notary personally.
What do foreign authorities look for?
Most foreign registries, courts and banks look for three things on an Australian notarised document: the notary's signature, the notary's seal, and, where required, a DFAT apostille or authentication attached to the notarial certificate. They may also check that the notarial certificate is in a form they recognise, that the pages are bound together, and that any translation covers the certificate and apostille. A clear, complete seal reduces the chance of questions, especially where officials are not familiar with Australian practice.
Do electronic notarial acts have seals?
Where a notarial act is performed electronically, the notary's seal and signature are applied digitally, usually as part of a secure electronic signature that can be verified. Acceptance of electronic notarial acts varies widely between receiving bodies and countries, and many still expect a paper document with a physical seal. If a foreign body asks for a document "under seal", ask whether it accepts an electronic seal before relying on one. Our guide to whether a scanned notarised document is valid covers the related question of scans.
What if the seal is hard to read?
Embossed seals can be faint, particularly on thin paper or after scanning, and inked seals can smudge. A seal that a foreign authority cannot read may lead to questions, although the apostille, which states the seal the document bears, often resolves them. If a seal is badly illegible, contact the notary: they may be able to add a clearer impression or prepare a fresh certificate. Do not try to enhance or trace over a seal yourself. Our guide to an illegible notary seal covers what to do.
How do you check that a seal is genuine?
A seal alone does not prove much, because designs vary and any stamp can be copied. The reliable check is through DFAT, which holds records of Australian notaries' signatures and seals for the purpose of issuing apostilles and authentications. If the document carries a DFAT apostille, the apostille itself confirms that DFAT verified the notary's signature and seal. You can also check the notary against the records or notaries society in their state or territory. Our guides to verifying a notarised document and verifying an apostille explain the steps.
What happens to a seal when a notary stops practising?
When a notary retires or stops practising, they stop using their seal, and arrangements in each jurisdiction deal with their register so that past acts can still be checked. Documents they sealed while in practice remain valid notarial acts. If you need to confirm an old notarised document, DFAT's records, the apostille if there is one, and the records or notaries society in the notary's state are the places to start.
What should you check before leaving the notary?
- The seal is on the notarial certificate, next to the notary's signature.
- It is clear enough to read, including on a quick phone scan.
- Every page is identified, with a seal, signature or initials where the notary uses them.
- The binding is intact, with any seal across it undamaged.
- Your details are correct in the certificate, spelled as in your passport.
What does this look like in practice?
Here is an illustration, not a real case. Omar receives a notarised power of attorney back from a notary in Melbourne. The certificate carries an embossed seal that is hard to see in his phone photo, and the foreign lawyer asks whether it has been sealed at all.
Omar explains that the seal is embossed and sends a photo taken at an angle to show the impression. The document also carries a DFAT apostille, which states the seal and the notary's name, and the lawyer is satisfied. For his next document, Omar asks the notary whether they also use an inked stamp, which shows up clearly in scans.
In short
An Australian notary's seal is usually a round embossed or inked seal with the notary's name, the words Notary Public and the place of practice, used on the notarial certificate with the notary's signature and often across the binding. Designs vary, so the seal is verified through DFAT's records, which an apostille confirms. A JP's stamp is not a notarial seal and cannot be apostilled. Our document notarisation services page explains how this works with us.
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Questions about a notarised document you have received? Send us the details, and we will explain each step.
Frequently asked questions
What does a notary seal look like in Australia?
Usually a round embossed or inked seal showing the notary's name, the words Notary Public and the place of practice, such as a city and state. There is no single national design, so seals vary between notaries.
Is a notary's seal embossed or inked?
It can be either, and some notaries use both. Embossed seals are pressed into the paper and are hard to copy; inked stamps show up clearly on scans and photocopies. Both are used with the notary's signature.
Where does the notary put the seal?
On the notarial certificate, next to or over the notary's signature, and often on each page, across the page edges or over the binding, so that every page is identified as part of the bundle.
Is a JP's stamp the same as a notary's seal?
No. A JP's stamp identifies a volunteer witness for documents used in Australia. It is not a notarial seal, most foreign authorities do not accept it, and DFAT cannot apostille a JP's signature.
How can I tell if a notary's seal is genuine?
Designs vary, so the seal alone proves little. DFAT holds records of Australian notaries' signatures and seals, and an apostille confirms DFAT verified them. You can also check the notary with the records or notaries society in their state.
What if the notary's seal is hard to read?
Contact the notary, who may add a clearer impression or prepare a fresh certificate. Do not trace over or enhance a seal yourself. An apostille, which names the seal, often answers a foreign authority's questions.
Why does an embossed seal not show on my scan?
Embossed seals are raised impressions with little or no ink, so they often barely appear in scans. A photo taken at an angle shows them better. Some notaries also use an inked stamp for this reason.
Does every Australian notary use the same seal design?
No. There is no single national design. Each notary has their own seal, typically with their name, the words Notary Public and their place of practice. What matters is that it matches DFAT's records.
Does the apostille mention the seal?
Yes. An apostille records the seal or stamp the document bears, along with the name and capacity of the person who signed. It confirms DFAT verified them.
Can I use a document with a damaged seal?
It depends on the receiving body and how badly the seal or binding is damaged. If the seal is broken or the binding disturbed, contact the notary, as a fresh certificate may be needed.
