Common Mistakes: Official Notary Name

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The Colorado Secretary of State lists common mistakes for notaries to avoid on their website. All of these are covered in our Colorado Notary Training, but since the state specifically calls them out, we want to cover them here too. This is part three in a four-part series.

Your Official Notary Name

When you apply to become a notary in Colorado, the name you put on your application becomes your official notary name. This name must appear on every notarial certificate you complete, every journal entry you make, and your notary stamp. You can find your official name on your commission certificate.

The key rule: you must use your official name exactly as it appears on your commission. No abbreviations, no dropping a middle initial, no nicknames.

For example, if your official name is “John Q. Public,” you cannot write “I, John Public, notary public in and for said county and state…” on a notarial certificate. You left out the middle initial that is part of your official name. Every document you notarize must show “John Q. Public” in full.

Name vs. Signature

Your printed official name and your signature are two different things. Your printed name must match your commission exactly. Your signature must be consistent (the same each time) but does not have to spell out your full legal name.

Per the Secretary of State, “Your official signature must be consistent, but it does not have to be an exact match to your legal name. For example, if your legal name is John Alan Doe, you can sign ‘JA Doe.’ If your legal name is Catherine Smith, you can sign ‘Cathy Smith.'”

When you submit your application, the signature you use on the affirmation form becomes your official signature on file. Make sure it is a signature you can replicate easily, because you will need to use it hundreds of times during your commission term.

Your Stamp Must Match

The name on your notary stamp must also match your official name. You are responsible for verifying that your stamp is correct when you receive it. Check three things:

• Your name matches your commission certificate exactly
• Your notary ID number is correct
• Your commission expiration date is correct

If any of these are wrong on your stamp, do not use it. Contact the stamp vendor for a replacement. Using a stamp with incorrect information is a violation of notary law and could result in disciplinary action.

All of the stamp requirements (size, format, what must appear) are covered in our Colorado Notary Training and in the notary handbook. See also our guide to Colorado notary seal requirements.

Frequently Asked Questions

What is my official notary name?

The name you used on your application. It appears on your commission certificate and must be used on all notarial certificates and your stamp.

Can I use a shortened version of my name on notarizations?

No. If your official name is ‘John Q. Public’ you cannot sign ‘John Public.’ You must use the full official name every time.

Does my signature have to match my name exactly?

Your signature must be consistent but does not have to be an exact match. For example, ‘Catherine Smith’ can sign ‘Cathy Smith.’

What if my stamp has the wrong name or ID number?

Do not use it. You are responsible for making sure your stamp matches your commission. Order a corrected stamp immediately.

Where can I find my official notary name?

On your commission certificate, which you can print from your notary account on the SOS website.