Massachusetts (MA)

Massachusetts notaries file their oath of office with the clerk of the city or town where they reside. The signature specimen is maintained by the local city/town clerk, not the Secretary of the Commonwealth.
To verify a notary's signature:
1. Identify the notary's city or town of residence (this may appear on the notarial certificate or seal).
2. Contact the city/town clerk in that municipality and request to compare the document signature against the notary's oath signature on file.
3. The Secretary of the Commonwealth's Public Records Division at (617) 727-2836 can confirm whether a person holds or held a valid commission.
Reference: MGL c. 222, ss. 1-8

Massachusetts does not maintain a public online archive of expired notary commissions.
1. Contact the Secretary of the Commonwealth's Public Records Division at (617) 727-2836 for historical commission records.
2. Provide the notary's name and the approximate date of notarization.
3. The local city/town clerk where the notary took their oath may also have historical records.
Address: Secretary of the Commonwealth, Public Records Division, One Ashburton Place, Room 1719, Boston, MA 02108
Commission term: 7 years.

Massachusetts requires notaries to use an official seal or stamp on all notarized documents. Either an embosser (raised seal) or a rubber ink stamp is acceptable; the two may also be used together.
Seal requirements (MGL c. 222, s. 8):
- Must include: (i) notary's name exactly as on the commission, (ii) "Notary Public", (iii) "Commonwealth of Massachusetts" or "Massachusetts", (iv) commission expiration date in the form "My commission expires _____", (v) a facsimile of the seal of the Commonwealth
- If an ink stamp is used, black ink is required
- The seal is the exclusive property of the notary; no other person may use it
- A new seal must be obtained upon commission renewal, receipt of a new commission, or if the notary's name changes
- Massachusetts notaries are commissioned statewide (not by county)

Massachusetts — Contacting the Notary for Verification

Massachusetts requires notaries public to maintain a chronological official journal of notarial acts, with important exemptions for attorneys and government employees (M.G.L. Chapter 222, § 22).

Journal requirements:
- Mandatory (with exemptions): Notaries must keep a chronological official journal of notarial acts.
- Attorney exemption: A notary who is an attorney admitted to practice law in any jurisdiction, or who is employed by such an attorney, is not required to maintain a journal. If an attorney-notary elects to maintain a journal, this does not impair the attorney-client privilege or attorney work product doctrine.
- Government employee exemption: A notary who works for a government entity is not required to maintain a journal for notarial acts performed in the course of that employment.
- Format: Journal may be created on a fixed tangible medium (permanent, bound register with numbered pages) or in an electronic format (permanent, tamper-evident, complying with Secretary of State rules, including regular transfer of electronic entries to the Secretary).

Accessing notary records:
- Law enforcement: A journal may be examined without restriction by a law enforcement officer in the course of an official investigation.
- Court process: A journal may be subpoenaed by court order.
- Administrative: A journal may be surrendered at the direction of the Secretary of the Commonwealth.
- General public: Massachusetts law does not provide a general public right to inspect notary journals absent one of the above circumstances.

Key considerations:
- Many Massachusetts notaries are attorneys or work for attorneys and therefore are exempt from the journal requirement.
- Government employees performing notarial acts in their official capacity are also exempt.
- For non-exempt notaries, the journal requirement ensures accountability while protecting against unauthorized disclosure.

Contact:
- Massachusetts Secretary of the Commonwealth, Public Records Division — (617) 727-2836
- Email: cis@sec.state.ma.us
- Website: sec.state.ma.us/divisions/commissions/notary-information.htm
- Address: One Ashburton Place, Room 1719, Boston, MA 02108

Relevant statutes: M.G.L. Chapter 222, § 22 (chronological official journal of notarial acts; contents; exemptions; examination; safeguarding)

This information is provided for general reference only, does not constitute legal advice, and may not reflect current law. Laws and procedures change frequently. We make no warranty regarding accuracy or completeness. Consult a qualified attorney in the relevant jurisdiction before taking action.