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How Many Journal Entries Should I Make?

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If a customer has multiple documents that need to be notarized, could I complete one entry in the journal for all the documents, or do I have to do multiple entries and have the customer sign each one?K.R., Texas

Each notarization must have a separate entry in your journal. However, signatures are not required by the state of Texas in the journal entries. While you must have an entry for each document, Texas law does not prohibit you from utilizing shortcuts to lessen the time it takes to make the entries. For example, if you use the NNA’s Official Journal of Notarial Acts, you may use ditto marks in successive columns for information that is the same for each entry (the time and date, name and address of signer, identification method, etc.). However, not every state permits the use of ditto marks. California, for example, prohibits the use of ditto marks for journal entries.

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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23 May 2016


cindy knutson

23 May 2016

Can a notary notarize a draft done by them and then notarize the signature of a confused elderly woman who did not do the draft a lady that was helping her had it changed document and signature examined by 3 forensic handwriting experts and they claim it is not hers, and the trust was doctored. This notary will not talk to us to explain what occurred as the signatures are different, this elderly woman was in a nursing home, had no access to a phone, and Drs and a had just had a Psych evil today's before the change of the trust which had changed everything so that this woman got the estate, no witnesses present how legal was this transaction?SAj

National Notary Association

23 May 2016

Hello. We can't advise you regarding the legality of a specific transaction, but if you have reason to believe there was fraud or coercion involving an elderly signer during a notarization, you should report your concerns to law enforcement.


14 Jul 2016

Does Colorado allow the use of "ditto" signs?

National Notary Association

25 Jul 2016

Hello. Based on information from the CO Secretary of State's website, it does not appear that ditto marks are acceptable for journal entries in your state. Please see here:

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