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Hotline Tip: How Much Information Do I Record In My Journal?

NNA Hotline Tips For NotariesHow much of the signer’s identification information should I record in my notarial journal? I've always included the signer’s full name and address, as listed on their driver’s license– B.D., Sacramento, CA

If you are identifying the signer by means of a state-issued ID card, such as a driver’s license, then you must record the following information in your journal:

  • the type of ID (such as “U.S. Passport”)
  • its issuing agency (such as “U.S. Dept. of State”)
  • its serial or identification number
  • its date of issuance or expiration

Recording the signer’s full name and address is recommended, although not required by statute.

It is also your responsibility to protect the information of your signers. To do so, you might consider using a Notary Privacy Guard, which was designed by a Notary as a way to protect your clients’ personal information from the prying eyes of other signers.

Hotline answers are based on the laws in the state where the question originated and may not reflect the laws of other states. If in doubt, always refer to your own state statutes.– The Editors


Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call (888) 876-0827Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST

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