Do I need to keep a Notary record book? What information should be included? — K.R., Texas

Yes. A Texas Notary Public is required to maintain a record book. This record book must be maintained whether or not any fees are charged for your Notary services. The following information must be included in the record book for each notarization (Tex. Gov’t Code §406.014):

-The date of each document notarized

-The date on which the notarization was performed

-The name of the signer

-The signer’s residence address

-A statement of how the signer was identified:

• If by personal knowledge, the words, “Personal Knowledge”
• If by an ID card, the type of ID issued by a governmental agency or the words, “Passport” if the ID is a passport issued by the United States, or “foreign passport” and the name of the issuing country, if the document is a deed or document relating to a residential real estate transaction
• If by a credible identifying witness, the credible witness’s name and residence address

-In the case of a proof, the residence address of the subscribing witness and whether the subscribing witness was personally known or identified by a credible identifying witness

-The name and residence address of the grantee (the recipient of the property), if applicable

-If land is conveyed or charged, the name and residence address of the original grantee and the county where the land is located

-A brief description of the document or proceeding, e.g., grant deed, affidavit of loss, oath of office, etc.

The document signer is not required to sign the record book.

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

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Additional Resources:

NNA Commonly Asked Questions Webinar Series

Notary Journals