A well-made stamp can still leave a smudged, faint or crooked impression if it is used in a hurry. A few simple habits give you a clean, sharp mark every time, and put it where the reader expects to see it.

Before you stamp

  • Work on a firm, flat surface. A few sheets of paper under the document give the stamp face something to press into, for a fuller impression than bare wood or glass.
  • Test on scrap paper if the stamp has not been used for a while, so the first impression on the real document is not the faint one.
  • Find the top of the design. A round stamp is easy to apply at an angle without noticing. Look for a mark on the handle, or stamp a test impression and note how you held it.

How to press

  1. Hold the stamp upright, directly above the spot.
  2. Press straight down with firm, even pressure. There is no need to lean your whole weight on it: too much pressure can blot the fine lines.
  3. Hold for about a second.
  4. Lift straight up. Do not rock, twist or slide the stamp, which blurs the edges or leaves a double outline.

Let it dry

Give the impression a moment before you stack or file the document, and do not run a finger across it. Glossy, coated and plastic surfaces need longer, because the ink sits on top instead of soaking in.

Where to place it

  • Follow the form. If a document has a box marked "company stamp" or "company chop", use it. Bank and government forms often say exactly where the stamp goes and whether it may touch the signature, and their instructions come first.
  • Next to the signature. Without instructions, a common practice is to stamp beside or slightly over the authorised signature, so the two are read together. Do not cover the signature, the signer's name or the date so heavily that they become hard to read.
  • Keep it consistent. Use the same position on your invoices, delivery orders and letters, so a stamp in the wrong place stands out.
  • Multi-page documents. Stamp the signature page, and any other page the other party asks for. Some ask for every page to be stamped or initialled, so that pages cannot be swapped.

The stamp and the signature

A company stamp shows which company a document comes from; a signature shows who authorised it. Use them together on anything that commits the company, and never stamp a blank page or form in advance: a pre-stamped blank sheet can be filled in by anyone. Our guide to who should keep the company stamp suggests a few simple controls, and where to use your company stamp lists the documents it usually goes on.

Common problems and fixes

  • Faint or patchy: press more evenly, with a few sheets of paper underneath. If impressions stay faint, the stamp may be worn; see signs it is time for a new stamp.
  • Smudged: the stamp moved while you pressed, or the document was touched before it dried.
  • Double outline: the stamp rocked or was pressed twice. Stamp once.
  • Crooked: find the top of the design before you press.
  • Blotted fine detail: too much pressure. Ease off.

Store it well

Keep the stamp face covered when it is not in use, and keep the stamp away from heat and direct sunlight. A drawer is better than a sunny windowsill. For documents you send as PDFs, the transparent PNG from your order gives the same clean result every time; see is an electronic company stamp valid.

Still choosing a stamp? Read pre-ink vs self-inking stamps, then order yours.