As a Pennsylvania notary, safeguarding your tools—such as your official stamp and journal—is essential to staying compliant. However, despite your best efforts, there may be times when your equipment is lost, stolen, or otherwise misplaced. Such situations can understandably cause stress and concern, but knowing the appropriate steps to take can help you navigate the process smoothly and ensure compliance with the Revised Uniform Law on Notarial Acts (RULONA). 

Your Responsibilities as a Notary

If you discover that your notary stamp or journal has been lost or stolen, it is crucial to act quickly and fulfill your legal obligations. Here’s what you need to do:

Notify the Department of State

• Within 15 days of discovering the loss or theft, you must notify the Department of State. Prompt notification ensures that they are aware of the situation.
• To officially report the loss or theft, obtain the "Report of Loss or Theft of Notary Equipment Form" from the Department of State's website. This form is essential for documenting the incident and ensuring all necessary details are recorded accurately.

Provide a Detailed Statement

• In your notification, include a clear explanation that you no longer have possession of the lost or stolen equipment. Make sure to document the date you discovered the issue.

Consider Filing a Police Report

• If you suspect that your equipment was stolen, filing a police report is highly recommended. Not only does this increase the chances of recovering your items, but it also provides legal documentation of the theft, which may be required for further actions or investigations.

Secure Your Notary Equipment

• While it’s important to know how to handle the loss or theft of your notary equipment, prevention is always the best approach. According to RULONA, you are responsible for the security of your official stamp and journal. At PAN, we provide secure storage solutions to help you protect your essential notary equipment:
  • Locking Notary Tote Bag
    • This durable and spacious bag is designed to safely store your notary journal and stamp when not in use, reducing the risk of loss or theft.
  • Stamp Guard™
    • Keep your notary stamp secure and out of reach with this protective device. By safeguarding your stamp, you can minimize the risk of unauthorized use.

Investing in these not only offers peace of mind but also helps you stay compliant with RULONA.

To explore these and other notary supplies, visit our website.