What Every Notary Needs To Know About Journals

My state (ND) doesn't require that a journal be kept. However, in case any notarization is every called into question I keep one. However, to protect everyone's privacy I keep a "loose" page journal so that if ever proof of notarization and verification of ID is required only the information about the specific person(s) or specific notarization (for repeat customers) is made available. Also, it is the first thing I complete and have the individual(s) sign before anything else happens.

Hello Saundra, In order to better answer your question, can you please tell us what state you are writing us from? Thanks!

Hello Brenda, The seal of every California Notary Public must be legible and photographically reproducible (GC 8207). Otherwise, California does not specify what color ink must be used when notarizing.

Hello David. We'd be happy to help you order a new journal. You can order a new journal through us online by visiting NationalNotary.org and clicking "Supplies." You can also order through our Customer Care department by calling 1-800-876-6827 or emailing CustomerService@NationalNotary.org.

Hello Laura, If you are an NNA member, you can access an online PDF copy of the U.S. Notary Reference Manual, which has a summary of Notary rules and procedures for all U.S. states and territories, by accessing your online member profile at NationalNotary.org. If you are looking for a handbook published by your state's Notary-regulating agency, please let us know what state you are writing from and we will see if we can assist you. Thanks!

Hi Gina, If you can please let us know what state you are writing from, we will see if we can help answer your question. Thanks!

Hi Jacob. No, CA law only permits Notaries in the state to keep "one active sequential journal at a time." (GC 8206[a][1])

Hello. The Montana Notary Handbook clarifies that today a journal may be in electronic or paper form. It also says a paper journal should be “bound” and may not be a loose-leaf notebook. The Handbook also says the Secretary of State has not defined a specific format for the journal, and leaves it up to each Notary to choose the design that fits their particular demands best. The journal must contain all of the information required by statute. The Handbook does not say anything about using blank journals; it assumes Notaries will select a Notary journal produced specifically for recording notarial acts.

Hi Nicole. Yes, you should record the expiration date of the ID presented in the journal entry. Regarding work-related fees, the CA Notary Public Handbook states: "A notary public may decide to charge no fee or an amount that is less than the maximum amount prescribed by law. The charging of a fee and the amount of the fee charged is at the discretion of the notary public or the notary public’s employer, provided it does not exceed the maximum fees." (page 18)

Hello Beth. Journal requirements vary between states. So we can better answer your question, can you tell us what state you are commissioned in?

Hello. A CA Notary must make a journal entry for each notarial act performed. Each entry must include: the date, time and type of each official act; the character of every instrument sworn to, affirmed, acknowledged or proved before the Notary (for example, a Deed of Trust); the signature of each person whose signature is notarized; and a statement that the identity of the person making an acknowledgment or taking an oath or affirmation was based on satisfactory evidence pursuant to Civil Code section 1185. (Government Code section 8206(a))

I live in MT and know of a notary who has given out scanned copies of her journal to people. Is this legal? Thanks

Is it a requirement in California to turn in completed journals to the recorder's office?

I was a notary for the state of California decades ago. My last entry was 11/16/81. I have kept this journal because I have have never known if I could shred the pages, can I?

I'm a new CA notary. If there is one document requiring multiple signatures of the same person, do I make the signer sign my journal for each signature? Can I charge the max fee ($10) for each signature?

If I have more then one document for the same person per event. Do I need to have multiple journal entries for the same person in CA?

My original notary commission expired 13 years ago. During that prior commission I provided services primarily for my employer. I was laid off and stored my notary journal and seal in my locked garage with other paperwork. I later forgot the journal and seal were there. Years later after a move to a new city I have decided to become a notary, for a different employer and I do not remember ever turning in my journals. I have looked through boxes and files and I cannot locate the journal- I strongly believe I watched the box which contained the journal, and all contents therein, be shredded with old tax documents. This occurred about 2 years ago. I know the journal entries would be more than 10 years old and therefore available for destruction by court order (I am in California). But I am worried that 1) my new notary commission will be denied, and 2) I am open to liability to the secretary of state. What should I do? Notify the secretary of state now, 13 years after the notarizations were performed?

What address do I record in the journal for the signer? Do I use the signer's home address or can I use the work address? Most of my notarial services involve work documents at my office.

in California, Do I have to record in my journal the persons address , or is this optional

5. The printed name and address of each signer so in California I don't need to enter any of this?

Hello, I was a notary in the state of Texas but am no longer. I am moving and downsizing. I have a few journals that I need to get rid of and I can't find, online, what to do with them. I only found one site that said to keep them 7 years or forever. That is just not possible. Where should I send them? Thanks.

Hi I'm California. If you have someone give you a set of documents that requires the client (1) signature on two separate pages and then I have notarize the last page (the client's name was typed in by the company). Would I charge $20 for the 2 signatures for the client?

I notarized several publisher affadivits which contain several publication dates. Which date should I note under the "Document Date" column on the Texas Notary Public journal -- the last or the first or all?

While New Jersey does not require a journal, I use the NNA version since it keeps me out of trouble. I have only had to provide copies of a loan signing to the signers' lawyer. I even ask for a right thumb print--no one has ever objected.

Hi Yolanda. Please contact our Customer Care team at 1-800-876-6827 for details on our California exam prep class.

I is better to have a bound journal. Pages can be photocopied. A bound journal is always in date order. A loose page journal may not be accepted by a court because the pages can be exchanged or removed or altered. That is not the case in a bound journal.

Hello. No, though it is a recommended practice.

Hello Rachel. To make sure we provide you with the correct information, can you please confirm the state you are commissioned in? From your descriptions it sounds like California but we want to be sure. Thanks.

Hello Joey. Different states have different requirements for journal entries. To help us better answer your question, can you tell us what state you are commissioned in, please?

I am a CA Notary, I just renewed, but I noticed that I have mistakes on my first journal entries. On the type of document or the address. What am I allowed to do to fix it?

I'm a CA Notary and in a couple of my most recent journal entries I forgot to put the fee. All of them are for $0 as it was for work. Am I allowed to fix that and write it in?

Hi I'm a Notary in the state of California: Can the repetitive mark (") be used under the first entry if I have multiple documents which are the same in type and are signed by the same person on the same date?

In the state of (SD) do you need to get Thumb print at time of signature?

When was it required for a Notary to keep a journal regarding transactions? Does California require a Notary to keep a journal? Is it possible to see Notary's notes from 16 years ago if she is still active? Also, how can I find out if Notary is still active? Thank you.

Can I use white out in my record book?

What is the correct way to fix an alteration made in the notary journal? Do all parties need to initial next to correction, or just the notary filling out the entry?

In California if you let your Notary Commission Lapse, what do you do with your old journal? Where do you send it, if you send it anywhere.

Coworkers attended the course for becoming a Notary and were told that keeping a journal is now a requirement. I am confused because the State's website (www.sosnc.gov) says "North Carolina law does not require the use of a notary journal; however, you may be interested to know that many states have mandatory use of journals."

I have been trying for 4-1/2 years to get Texas notary log book. I recently filed a lawsuit because of suspected notary fraud and the notaries have even refused sending their log books to my attorney. The Secretary of State Texas has not cooperated in helping me with a complaint. How can I get a copy of these log books?

In WA State, when someone requests a copy of the notarial act from a journal, what is given to them. The journal allows multiple entries on a single page. Do you have an law stating that a journal is public record?

State of California. In my joynal I forgot to print the date of notarization of a document and I can't remember the date of the event, what should I do?

Hello I am from AZ and I am curious to know if a signer has to sign the book but the signature has been notarized by document already before my book arrived. I do have ID however.

In CA, when missed/left two lines and one blank page of the journal, using the new page for the notarial act, do I need to use the prevoious blank lines/page to the notarial act next time?

In State of NV, how do I correct a mistake in my notary journal? I don't believe I can use white out - do I cross through the mistake, make the correction and initial?

EXCELLENT JOB. HELP ME LOT.

Hello. When completed, you should keep your old journal in a secure, locked location. If you stop being a Notary and do not renew your commission, your old journals will need to be turned in to the County Clerk's office where your commission and oath are filed within 30 days of the end date of your commission.

Hello. To help us answer your question, can you tell us what state you are commissioned in?

Hello. We're sorry, but we're not clear what "Handbook" you are referring to. Texas Notaries are required to use a seal of office and maintain a journal of notarial acts as part of their duties. Can you clarify what handbook you are referring to?

Hello. No, you may continue using your existing journal provided there is room to record addtional entries.

Hello. No, you may continue to use your current journal in sequential order. You do not need to leave a blank page in the journal when you renew your commission.

Hello. (GC 8206[a][2][D]) says the Notary must record "the date of issue or expiration of the document."

Hi Jessica. To help us answer your question can you please tell us what state you are commissioned in?

Hello Alexis. To help us answer your question can you please tell us what state you are commissioned in?

Hi Tami. Oregon requires Notaries to record the full name and contact address of each individual for whom the notarial act is performed. (ORS 194.300[3]) You are not required to record the address where the notarization took place.

Hi Summer. To help us answer your question can you please tell us what state you are commissioned in?

Do I have to have borrowers sign and thumbprint everything in the loan doc? Because sometimes I won't know what's inside that needs to be notarized until I get there . So I just have them sign and thumbprint one entry box but at the option I check mark all that was applied to t loan doc.

In Illinois, is the thumbprint in the journal required? Most of what I will be notarizing will be for my employer. I was told that is wasn't necessary to keep a journal for those types of transactions, but in reading this it seems like it would be a good idea.

thank youCl

Hi Diane. The Secretary of State's 2014 Notary Newsletter, page 4, states: "Remember that you may be asked to provide a copy of a line item in your journal, which is why each line item entry must be complete. You cannot use hash marks, ditto marks, arrows, or other shortcuts." Based on this, you should fill in all sections of the journal entry completely without using ditto marks. GC 8206[a] states that each journal entry must include the date, time and type of each official act. The law does not specify a particular format that must be used when the date is entered. However, please remember that you will need to enter the time the notarization took place along with the month, year and day in each journal entry.

Hello Isabel. Since you did not perform any transactions, there is no need to send your blank journal to the County Clerk's office. You are not required to send a letter of resignation if you are simply letting your commission expire. You should destroy your seal so it cannot be used by someone else-one option is to cut the rubber impression with a sharp object or scissors so that it is no longer usable. Please use caution to avoid accidental injury when destroying your seal.

Hello. While keeping a journal is not required by Alaska law, the Lt. Governor's website says that Notaries who choose to keep journals should maintain possession of any journals they have and should not turn them over to the Lt. Governor's office.

Hello. Florida Notaries must have an inked rubber stamp seal and purchase a $7,500 surety bond from an authorized company. While a journal is not mandatory, the Governor's office strongly recommends Florida Notaries keep a journal of their acts as evidence that the Notary acted properly if the Notary is accused of negligence.

Hello. So that we can answer your question, can you please tell us what state you are commissioned in?

Hi Amanda. Maryland's Handbook For Notaries Public says that Notaries must record the name and address of each person appearing before the Notary in the journal entries, but there is not a requirement to record the address where the notarization took place. There is also no requirement to take a signer's thumbprint for the journal entry.

Hello Sarah. To help us answer your question, can you please tell us what state you are commissioned in?

Hi Sarah. Government Code 8206[a] says that each Notary journal entry must include "The fee charged for the notarial service." GC 8206 does not specify a particular format that must be used if no fee is charged, and does not address whether an employer can specify the format for information recorded in a Notary's journal. If you need additional assistance, you may wish to contact our Hotline team at hotline@nationalnotary.org, or you can directly contact the CA Secretary of State's office at (916) 653–3595.

Hello. Tennessee does not specify how long Notaries must retain their journals after the Notary's commission ends. In the absence of official rules, the Notary Public Code of Professional Responsibility recommends safeguarding old journals for at least 10 years from the date of the last entry in the journal.

Hello. No, the signer's address is not a required part of the journal entry. The following are the required elements for each journal entry in CA: 1. Date, time and type of each official act; 2.Character (type or title) of every document sworn to, affirmed, acknowledged or proved before the Notary; 3. Signature of each person whose signature is notarized, including the signature of any subscribing witness and the mark of a signer; 4. Statement regarding the type of satisfactory evidence relied on to identify the signer; 5. Fee charged for the notarial act or, if no fee was charged, “No Fee” or “0”; 6. If document is a power of attorney, deed, quitclaim deed, deed of trust or other document affecting real property, the right thumbprint (or any other available print) of the signer. (GC 8206[a])

Wished there was a way to see a better example of a notary journal & what's exactly supposed to be in it & how, etc

Hello. Yes, you may indicate that you did not charge for the notarization in the fee section of your journal entry.

Hello. If the Notary is certifying the accuracy of the copy being issued, then that is a notarial act and it would be appropriate to make an entry in the Notary's journal. If the Notary is simply making a photocopy of a document without certifying it or performing any notarial act, then it would not be appropriate to enter those services in the Notary's journal, as simply photocopying a document without certifying it is not an authorized notarial act in Texas.

Hello. A Texas Notary must keep in a book, in a computer or in another storage device, a record of each document notarized (GC 406.014[a] and CPRC 121.012[a]). State law does not specify whether a Notary may keep records in more than one book or storage device.

Hello. CA Notary law does not require you to record a signer's address in your journal. If you choose to do so, you may wish to record under "Other Information" in the entry that the signer was identified with a Washington State driver's license although the signer resided in L.A. Regarding your question about signatures that may have discrepancies, please see this Bulletin article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2014/09/name-id-doesnt-match-document

Thank you for all the Q's and A's! I have seen this query posed several times throughout this FAQ section and no specific answer has been given. In CA, CC section (GC 8206[a]) does not specify in any manner that multiple signatures from the same person need to be recorded in the official journal, other than recording each instrument. To clarify: 1 single person to be notarized presents 3 documents. Those 3 documents can be listed in the official journal, but the notary has the signer sign the signature line only once for all 3 documents. The thumbprint is collected (Deed) and the fees are recorded appropriately ($45/$15x3) while no *ditto marks* or *arrows* are used. As I have reviewed this section on many occasions, this code (and many interpretations thereof) is ambiguous at best and a single collection of a signer for multiple documents at one time should be easily be defended in court. Common sense tells me that the signers signature will be different each time, based on the document & the signature line and neither will ever perfectly match. There is no point in wasting resources collecting multiple signatures and fingerprints (which certainly won't change) for a single person. Many notaries have been known to complete/execute several hundred documents in a single sitting. This could use several journals (and stamp refills) for a single signer (I know, I've done it.) Please (and THANK YOU!) clarify any updates in actual affected, altered, amended Civil Codes so we can have a positive answer. FWIW, my very first commission was completed using an onsite NNA course immediately followed by the state proctored exam. In that course, we were all trained to collect a single signature from the citizen, while using the NNA Journal of Official Records to record multiple documents; except we couldn't say "Loan Docs" - it had to spell out each actual document. Thank you for your time and attention and your patience to my long-winded, whiny, detailed gripe. :) Cheers!

Hi. If two persons are signing on the same document, should the journal entry be a single line for both, or one for each? Thanks

I am 6 entries shy of filling my first Notary Journal and have ordered a new one. Do I just hang onto the completed/full journal until I am no longer a notary?

California Notary

When completing the notary journal in for notaries in CALIFORNIA...can we leave the information buckets that is not required such as "address where notarization performed" and "additional information" BLANK or does CALIFORNIA NOTARY LAW requires us to either draw a diagonal line through the the specific journal box or put the word NA and does not allow blank buckets in the notary journal?? I'm referencing to the notary journal example above...not all of the 9 bucket are required in California...so are we allowed to leave the buckets that are not required BLANK if or do we have to draw a diagonal line or put the word NA? Thank you.

Hi, I'm from California. I notarize documents for my boss. For example: "If he gives me 2 documents at the same time that I need to notarize, do I have to do a new entry in my journal for each signature, or I can just write in "Additional Information" that he had 2 waivers?

from California, I am doing Signing loans and I go to their homes. Do I need to wright the address where the notarization performed and repeat it in the address of signer for each entry?

I'm a Notary in CA. I just had some previous pages fall out of my book (I'm on 26 and pages 15-18 came out. Can I just tape them back in or is there a special procedure I need to go through? Thanks in advance!

In California is it allowed to use address Stamps for repeating signers? In other words, use the signers address in a stamp rather than handwriting their personal information for several journal entries. on a daily basis, which is my case.

What happens if you just renewed and some of the Notary books that has to be surrendered is not completed or not completely filled out? For example, just the names and signature were on the notary books.

How long should the journal be kept ?

So, as a notary you keep a journal of all the people's personal info with thumb prints? Wow. I just had to have a notary for job employment and witnessed this journal in the state of Georgia. Wow, quite shocking is all I can say. They carry around personal records along with thumb prints of hundreds of people in there little paper journal. No thank you. I will not allow all my personal details is some random person's paper journal.

I had to get my notary for my job, to notarize employment agreements with independent contractors. Some terminated their employment before I could even stamp their agreement and did not return so I was not able to get a signature. Is it absolutely necessary to have a signature in the journal entry for such a case?

Previous notary in NY and moved out of state several years ago. What should I do with the journals I kept?

Thank you very much for your response.

Hello. Florida’s Notaries Public are not required by law to keep a record of their official acts, and therefore there are no statutory guidelines for disposing of old journals. In cases where state law does not provide rules, the Notary Public Code of Professional Responsibility recommends storing your journals in a safe, secure place for at least 10 years from the date of last entry.

Hello. Proctoring an exam is not a notarial act and would not be entered in the journal.

Hello Dana. The answer depends on your state's rules. What state are you commissioned in?

I have had only one loan signing that had a problem. The lender did something screwy. The borrowers' attorney wanted all my communication with the lender and with the borrowers, and a copy of the pagers from my journal. I had everything documented and in a bound journal (from the NNA). I was not involved after that.

Hello. It depends if you had to have your commission re-issued or not. You can contact the CA Secretary of State's office at (916) 653–3595 to confirm the date on your current commission. If it is more than 30 days from the expiration of your previous commission, you'll need to turn in your journals and start a new journal. If it is less than 30 days, you can continue to use your current journal.

Hi Monica. To help us answer your question, can you please tell us what state you are commissioned in?

Hello. Please contact the Montana Secretary of State's office at 1-406-444-5379 for assistance.

Hi Christine. We're not aware of any state Notary laws that address this issue. What state are you located in, please?

Hello. We're sorry, but California's Notary law does not address whether or not an employer may require an employee to use a journal with a specific colored cover or not. The law does state, however, that the journal is the Notary's exclusive property and responsibility: “The journal of notarial acts of a notary public is the exclusive property of that notary public, and shall not be surrendered to an employer upon termination of employment, whether or not the employer paid for the journal, or at any other time. The notary public shall not surrender the journal to any other person ...” (GC 8206[d]).

Hello. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2018/06/hotine-notarize-thumbprint-signature

Hello. Yes, Maryland requires Notaries to keep a record of all official acts (ACM St. Gov. 18-107). Each entry should include: 1. Name and address of each person appearing before the Notary; 2. Date on which the person(s) appeared; 3. Method by which each person was identified; 4. Type of notarial act; 5. Type of document; 6. Fee charged; 7. Signature(s) of person(s) signing document

Hello. Requirements for Notary journal entries vary from state to state. What state are you located in, please?

Hello Terry. We're sorry, but those are legal questions that would need to be answered by a qualified attorney.

Hello. We're sorry, but that is a legal question that would need to be answered by a qualified attorney.

Hello Christina. Arkansas law does not require Notaries to keep a journal so the state does not set rules for how a journal must be kept in state Notary law. State officials do recommend keeping a journal to Notaries as a way to maintain a record of past notarizations if a previous notarization is asked about in court.

Hello. No, New York Notaries Public are not required by law to keep a record of the notarial acts they perform.

Hello. New York Notaries Public are not required by law to keep a journal of the notarial acts they perform.

Hello. Colorado does not specify whether or not Notaries may use ditto marks for duplicate information in their journal entries. However, the state does permit members of the public to request certified copies of journal entries. Because of this, the recommended professional practice for Colorado Notaries would be to complete each journal entry's required information without using shortcuts to ensure that journal entries contains all necessary details if the Notary must provide a copy.

I'm a notary in California....is it necessary to put the signers street address in the journal under their signature or is just the city and state acceptable

We use our notaries usually only for lien waivers. our office is in Illinois and we do not record them. Should we?

I believe that the Texas rule that no identifying numbers such as Driver License numbers cannot be recorded in the Notary's journal is asinine. If there was an issue of fraud or other criminal activity, additional information could help track down the culprit. I presume that some of the Texas Law Makers don't want to be tracked down.

Hello. No, in fact Texas Notaries are prohibited from recording biometric identifiers such as thumbprints in their journal entries (1 TAC 87.50[a][3]).

Hello. Illinois does not require Notaries to keep a journal, so there are no rules regarding maintaining more than one journal. We were unable to find any specific information in the Illinois Notary laws addressing keeping more than one seal. However, the state Notary Public Handbook does recommend that if you lose possession of your seal, you should report it to the police and resign your commission immediately. So if a Notary did keep a pair of seals and lost one, the recommended step would be to report the loss and resign the commission.

Hello. No, the Secretary of State's office has instructed California Notaries that shortcuts for journal entries are not permitted. Please see pages 2-5 of the Secretary of State's 2018 Notary Newsletter: https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2018.pdf

Hello. Arizona Upon resignation, Notaries have three months to deliver their seals and any journals that contain public records to the Secretary of State. Delivery must be made by certified mail or some other means that provides a receipt. (ARS 41-317[A]).

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Hello. While Texas Notary law does not specifically address this issue, as a general practice, you should not place your journal in a situation where a signer could possibly see or access information to unrelated private information in other journal entries. Article IX-B-1 of The Notary Public Code Of Professional Responsibility states, "The Notary shall not divulge information about the circumstances of a notarial act to any person who does not have clear lawful authority and a need to know." Allowing a signer access to your journal to complete part of an entry could potentially reveal information about other notarizations on the same page that the signer should not have access to. It would be more secure for you to record all required information in the journal yourself.

Hello. Can you please clarify if you are referring to a Notary journal or to a reference book for Notaries, please? If a reference book, can you please provide the title?

Hello. The Arizona Notary Public Reference Manual states the following: "Journals must be in paper form and list notarial acts in chronological order. Additionally, although not required by law, use of a permanently bound journal is recommended for the notary’s protection. Permanently bound pages are more difficult to remove or lose than loose-leaf pages."

Hello. You may retain the journal entry, but should also add that the notarization was not completed because the customer decided not to sign the document.

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Hello. Missouri does not provide guidelines for keeping or disposing of a Notary's tools when the commission ends. In the absence of official rules, the Notary Public Code of Professional Responsibility recommends storing and securing your journals for at least 10 years from the date of the last entry in the journal.