Who Owns the Seal? What Happens to Your Notary Commission When You Change Jobs
- Leo McKay
- 2 days ago
- 4 min read
Changing jobs in Orlando—from Lake Nona to Winter Park or downtown near the Orange County Courthouse? If you’re a Florida notary, your commission, seal, and records are personal and stay with you. This post explains, in plain English and with current 2026 regulations in mind, what you must keep, what employers may not take, and how to handle disputes when you leave a job.
💡 Key Takeaways
A Florida notary commission, seal, and certificate belong to the individual notary—not the employer (Fla. Stat. § 117.05(3)(b)).
Employers cannot lawfully keep or use your physical seal or your RON credentials; unlawful possession can be a second-degree misdemeanor.
Remote Online Notaries (RONs) must keep secure electronic journals and retain sole control of electronic seals and signatures (Fla. Stat. § 117.245; Fla. Admin. Code R. 1N-7.001).
If an employer refuses to return your seal or journal, escalate with a written request, notify the state (Governor) in writing, and consider reporting to law enforcement.
Local resources: Orange County Courthouse (425 N. Orange Ave., Orlando) and the Clerk’s Self Help Center (sign in by 3:00 p.m.) can help with some public notary needs—but commissions are handled through the State.
The simple rule for Orlando notaries
Under Florida law the notary commission, official seal (stamp), and certificate of commission are the personal property of the notary public—not the employer. In plain terms: even if your employer paid for the stamp or helped with the bonding, they cannot demand your seal or commission certificate when you leave. This rule is codified in Fla. Stat. § 117.05(3)(b) and remains the controlling authority going into the current 2026 regulations.
What that means
You keep your physical seal and certificate when you change jobs.
Your employer may not possess or use your seal, stamp, or commission certificate.
If someone else (including an employer) possesses your official seal or related notarial papers without your permission, that possession can be a criminal offense (second-degree misdemeanor under Fla. Stat. § 117.05(3)(d)).
Special rules for Remote Online Notaries (RON)
RON notaries have additional, stricter recordkeeping requirements under current Florida law. Key points:
Florida requires RONs to keep a secure electronic journal for online notarizations (Fla. Stat. § 117.245).
Administrative rules (Fla. Admin. Code R. 1N-7.001) stress that an online notary’s electronic journal, electronic signature, and electronic seal must remain under the notary’s sole control. In practical terms: you cannot share RON credentials or give your employer access to your electronic journal or e-seal account.
Practical steps when you are changing jobs (Orlando checklist)
Before your last day: gather your physical tools—seal/stamp, certificate of commission, and any paper records you legally control.
For RON notaries: ensure you retain sole access to your electronic journal, e-seal, and any cloud accounts tied to your online notary work. Change passwords and remove employer access if applicable.
Make a written request to your employer asking for return of your seal and certificate if they have possession.
If your employer refuses: send a written notice that cites the law (Fla. Stat. § 117.05) and request immediate return.
If the employer still refuses: notify the Governor’s office in writing as required by statute (see Fla. Stat. § 117.05(3)(c)) and consider filing a police report because unlawful possession of a notary seal is a criminal offense.
If you’re an employer in Orlando: what you must not do
Do not keep an employee’s seal or commission certificate after they leave.
Do not access or control an employee RON account, electronic journal, or e-seal.
If you believe a departing employee left with materials that affect business records, consult legal counsel—but remember the statutory ownership rule is clear: the notary’s tools and commission belong to the notary.
Short answers to common questions
Can an employer force me to hand over my notary stamp? No. The seal and certificate are your property under Fla. Stat. § 117.05(3)(b).
What if my employer paid for the commission or stamp? Payment does not change ownership—the tools remain yours.
Are paper journals required in Florida? Not generally for traditional in-person notarizations, but RON notarizations require an electronic journal under Fla. Stat. § 117.245.
What are the penalties for unlawful possession of a seal? It can be a second-degree misdemeanor; statutes also require you to notify the state if your seal is lost, stolen, or otherwise in someone else’s possession.
(These points reflect the statutes and administrative rules currently governing notaries in Florida, including the RON framework, as of the 2026 regulatory environment.)
Changing jobs? Protect your commission and records by following Florida’s clear rules: your notary seal, certificate, and (for RONs) electronic journal and e-seal remain under your control. If an employer won’t return your tools, make a written demand, notify the Governor’s office in writing, and consider contacting law enforcement. For local help, you can reference the Orange County Courthouse at 425 N. Orange Ave. or the Clerk’s Self Help Center (sign in by 3:00 p.m.). If you need assistance securing your notary tools, transferring RON access, or arranging notarizations across Orlando neighborhoods—from Lake Nona to Winter Park—contact us for Orlando Mobile or Remote Online Notary services.
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