How To Record Multiple Notary Journal Entries For A Single Assignment

Updated 12-17-19. During a single assignment, you may be asked to notarize more than one signature or even signatures on multiple documents. When you record these notarizations in your journal, how many entries do you need to make? Also, can Notaries use ditto marks or other shortcuts when information is repeated in their journal entries?

Here’s what you need to know.

Can I Use Ditto Marks In My Notary Journal?

Ditto marks can seem like an obvious shortcut when recording the same information for multiple notarizations performed at the same time. But using them depends on your state’s requirements.

The tips in this article apply specifically to journals that are designed for the information in a single entry to span two facing pages. The NNA’s journal is a good example of this.

California journal requirements are very strict — the Secretary of State requires Notaries to complete a full journal entry for each notarization performed. California Notaries may not use ditto marks for journal entries. The reason for this is California Notaries are required by law to provide copies of information in their journals to the public upon a written request, and any line item provided must include complete information.

Hawaii law states journal entries must be created “at length.” This would also preclude Hawaii Notaries from using ditto marks or other shortcuts in their journals.

While Texas does not specify whether or not Notaries may use ditto marks or other shortcuts for journal, the state does require Notaries to provide certified copies of journal entries upon request. Because of this, the recommended professional practice for Texas Notaries would be to complete information required for each journal entry without using shortcuts. This will ensure that journal entries contain all necessary details.

If you are commissioned in a state that does not provide guidance about journal shortcuts or does not require keeping a journal such as Florida, it’s up to you whether to use ditto marks. At a minimum, the NNA recommends always filling out the first entry on each page completely, and only using ditto or hash marks for duplicate information for subsequent entries on the same page.

Can I Record Multiple Documents In One Journal Entry?

When notarizing multiple documents for a single signer, many Notaries ask if they can combine information from all the documents into a single Notary journal entry. Again, this depends on state law.

Arizona and Nevada permit Notaries to group information about multiple notarizations performed into a single journal entry if the notarizations were performed for the same signer or on similar documents at the same time. Other states, such as Hawaii and California, require a separate, complete entry for each individual notarization.

In states that do not say one way or the other, the NNA recommends making a separate entry for each notarial act, but using ditto marks as described above. This helps keep the information in your journal easy to read while cutting down on the work required to create multiple entries.

David Thun is an Associate Editor at the National Notary Association.

Related Articles:

What Every Notary Needs To Know About Journals

Who May Ask To See A Notary Signing Agent’s Journal Entries?

What To Do If Your Notary Seal Or Journal Goes Missing

49 Comments

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Susana Echeveste

19 Dec 2016

Thank You for this newsletter! It has been very helpful to me.

Amber Watson

I have checked with a few different sources, California does not require separate journal entries for each notary on the same signing, however, it is recommended but there is no law in place.

National Notary Association

Please see this statement from the California Secretary of State's office on page 4 of the official 2014 Notary Newsletter (http://notary.cdn.sos.ca.gov/forms/notary-newsletter-2014.pdf) and linked in the article above: "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."

Caroline Wong

This appears in the middle of your article so I need to get rid of it therefore I am completing it. Thank you.

Hello. If you are having technical issues reading any Bulletin articles, please contact us at social@nationalnotary.org so that we can assist you.

Ray Leyva

Please show examples

Coryna

My Notary journal has a list that gives the ability to check if the document is an Ack. or a Jurat, and I'm able to mark multiple documents per entry.

Judy Reyes

Unfortunately for the professional Notary Signing Agent who follows the law and regs to the letter in CA: Title and lender packages I've seen lately have had 20-26 separate signatures to be notarized. This means that each document signature notarized must have a complete, separately written journal entry. Which I do comply with, but I know many local NSA's don't follow this rule and take short cuts. @Ray Leyva, this is not an easy nor quick process. I have discussed this with signing services at length and they will not pay more for these onerous signings. I should be receiving $10 per signature for the work involved. Ha, in my dreams! $100 total is the most they are paying for everything that must be done for a complex signing. This is another way that our work has been cheapened to the point of not being worth it. Since no one but no one will listen to reason, I now routinely turn down jobs when I know the pattern of that particular title company to request so many notarized signatures for so little money.

L King

I do not agree that California requires a separate journal entry for each notarization when notarizing multiple documents for a single signer. I do agree that California notaries may not use ditto marks for journal entries.

20 Dec 2016

Hello. Please see this statement from the California Secretary of State's office on page 4 of the official 2014 Notary Newsletter (http://notary.cdn.sos.ca.gov/forms/notary-newsletter-2014.pdf) and linked in the article above: "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."

Hayden

So thankful Arizona allows us to group entries! I sign estate plans with anywhere from 15-20 signatures and I can't imagine having to fill out a separate entry for each one.

Chris

18 Dec 2017

I love the NNA. I will like to see it advocate for a multiple entry journal. In a husband and wife refinance Signing; with almost 10 documents needing notarization, we are required to have 20 line entries. Signers are getting upset in having to sign that many lines. They say and I agree that it is time consuming. NNA should have multiple checkable journal

Len Taylor

In 20 years in CA, I have never had a public request for a journal entry or court order/peace officer request for my journal. However, if I did, I would never want to be possibly charged with a misdemeanor on an improper notarization due to not completing a separate entry in full for each doc. So, when possible, I take about 15-20 minutes to pre-fill the notary certificates (with the exception of my signatures & stamps) and complete separate journal entries for each notarial act prior to the appointment. In order to do this, I must exclude unnecessary information and thumbprints in my journal (i.e. addresses, thumbprints for non-real estate/non-POA docs). If the NNA does not create a streamlined version of a Journal for signing agents (with some pre-filled portions such as Type of Notarization and Identification of Signer), I will probably create my own journal and market it to signing agents. What are your thoughts?

In CA, Does the non-use of dittos or arrows apply also to columns that are optional, not mandatory? For instance, Jurat or Ack is required, so we could not use dittos or arrows for that. But what about the signers name and address, which is not a mandatory column?

19 Dec 2017

In CA, does the non-use of dittos or arrows in notary book apply equally to both required columns (e.g. Ack vs. Jurat, date/time, ID) and optional columns (e.g. name/address of signer or address where notarized)?

20 Dec 2017

Hello. In the CA Secretary of State's 2014 newsletter for Notaries linked above, the Secretary of State specifically instructs Notaries not to use hash marks, ditto marks, arrows, or other shortcuts for journal entries.

BobH

I'm a California notary and while I respect the Calif Secretary of State's comments, this is not law. The notary's requirements can be quite onerous at a signing, often with more than 7 notarized signature per signer (with decreasing pay thanks to *&^%$#@! Snapdocs!). To answer Len Taylor, I use the Modern Journal of Notarial Events and it comes with check boxes for the common real estate/loan related documents (including indicating whether it's a Ack or Jurat), so even if 10 notarized signatures is needed, only 1 'line' in the journal needs to be completed (in most cases) per signer. If a copy is ever requested (in my 11 years, that has never happened), I would simply provide that one line item, since all the notarized signatures are related to that real estate/loan transaction and it's irrelevant if one sees the full list of documents notarized in that one transaction.

Pamela

10 Dec 2018

If a husband and wife, known personally, are signing multiple documents (Title & Loan Documents) is a single notary entry in the journal acceptable. Their Arizona licenses are kept on file?

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

W-Gail Manchur

I don't think the almost 5-year-old Statement" from the Secretary of State office is actual law. It is merely a one agency's interpretation, based on an improbable scenario, and is not an actual law. Making a separate journal entry for each individual notarization is impractical, time-consuming, and totally unnecessary, in my opinion. This requirement needs to be revisited and reconsidered as it places an unbearable burden on the notary with no increase in our fees. Title and lender, over the last few years, have been sneaking more and more requirements (scan backs or faxbacks, for instance) and refusing to pay additional fees for additional services! Now they are starting to demand that we take photos of IDs and signed documents and TEXT them back from the signing table! Since this function is one that causes extra charges for my cell phone, I refuse and tell them they have to accept scan backs when I get back to my office (for which I charge for the time involved!). When you total up the number of hours involved in a signing, from receiving and printing the documents, drive times to and from, actual time spent at the signing table, time to scan documents, package them, and drive to the drop site, then deduct actual overhead and expenses plus background checks, notary supplies, etc., then take those that total dollar figure and divide it by the actual fee paid and the final dollar figure, which is what we receive in payment for our work, you will see we are lucky to be getting less than half of the minimum wage. And the fees offered are getting lower and lower. I sat down with a woman who thought being a notary signing agent would be a good way to make some money. I showed her how to figure her business overhead, just like the IRS allows, and showed her how laughable the fees are, and explained how much time she will spend on each order. At the end of all the arithmetic, she saw she would actually receive less than 5 dollars an hour, and nowhere near the state fee for each notarization. She decided she had been sadly misinformed about how she could make a lot of money! To top it off, notaries who have been in the business fir many years are given pages of extra instructions from lender and title alike that are almost insulting! If the signing agent doesn't already practice these most basic things, they should not be hired! Makes me wonder why I keep doing it. It sure isn't for the money or respect! I have always been proud to be a professional in my work. Now I wonder why I bother. The only people who seem truly happy about my work are the borrowers I deal with! Sad.

Hello. If you are referring to California's guidelines for recording information in journal entries, the CA Secretary of State's 2018 Notary Newsletter includes the following instructions on page 2: "If you are notarizing multiple documents for a signer or signers, each notarial act must be indicated clearly in your journal. Hash marks, ditto marks, arrows, lines, or other shortcuts do not meet the requirements for entering a complete notarial act into your journal." Also on page 3: "California law (Government Code section 8206(a)) is very specific with regards to the required elements for notary public journal entries." You can find the 2018 CA state newsletter online at https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2018.pdf.

Cheryl Kaster

11 Dec 2018

Hawaii Notary Office does not interpret law for us. I understand "at length" but I fail to see how putting in the description that there were "three originals," etc, of the same document by the same signer, with the same I.D., does not meet the "at length" requirement. More to the at length should be taught to give more information in the document description, rather than only "deed," who is the grantee, and for what property (short description). That is the part that will prevent the loose certificate from being detached and reattached to another document all together.

Shafiq Spanos

12 Dec 2018

I do a lot of work for an estate planning attorney, and often have upwards of 10-12 documents to notarize at once. I bought small ink stamps that say "Acknowledgement," "Jurat," the address of the office where almost all of my notarizations are done, and "CA Driver's License." These save a huge amount of time and wear and tear on my hands writing everything. The stamps cost about $40 total. Makes it much easier and much faster.

Gregory Spanos

16 Dec 2018

Some comments about the discussion in this series: for those who question the validity of a "5 year old statement from the Secretary of State," or state that they "respect the SOS's comment," the SOS is the person/office that manages/permits notaries by STATUE, so any such document should be followed strictly. Saying that you don't have to follow them is like saying you don't have to pay attention to instructions from the IRS in their statements - see where that gets you. And unless there is a newer statement to replace it, the statements don't expire. The legal principal of stare decisis (law based on precedent and precedent is good until overturned no matter how old). Anyone doing real estate notarizations can simply point out to the loan people that the State of California authorizes a fee of $15 for EACH signature. Quote Government Code 8211 which specifies the fees. Since you have to record each item (Gov. Code 8206(2)(b)), each separate item is a separate signature and entitled to the $15 fee. In addition, if you are doing work other than what is required by statute, you should be entitled to an hourly compensation for anything other than the notarization. Making copies, etc., etc., is not part of the notarization process.

Julie Rice

08 Feb 2019

Just yesterday, I did back to back 11 notarizatiins each. That’s a LOT of info to record while someone is waiting and staring at me. Lucky for me I don’t mind long, awkward silences.

SHERAL A GRAHAM

18 Nov 2019

Oh man!!! I just filled up my first book in Hawaii.....and NOW read that I can't use ditto marks or arrows.....OMG! I do loan signings, each document and signer gets a line for each document, but I really have to write the signing location and driver's license over and over? The last refi I did had 3 signers and 24 notarized documents!!!! What will they do to me if I turn the book in as is?

19 Nov 2019

Hello. “For each official act, the notary shall enter in the book: (1) The type, date, and time of day of the notarial act; (2) The title or type and date of the document or proceeding and the nature of the act, transaction, or thing to which the document relates; (3) The signature, printed name, and address of each person whose signature is notarized and of each witness; (4) Other parties to the instrument; and (5) The manner in which the signer was identified” (HRS 456-15). For failure to complete required entries in a Notary journal the Attorney General may impose a fine of $200 (HRS 456-9[c][4]).

Tristen Watkins

06 Jan 2020

Does anyone remember that we took an oath when becoming a notary? We are a public servant that will adhere to the law by the following the processes that are set by the Sec of State. We are trusted public servants. I do not recall there are provisions for us to make up our own processes. While I agree that this is a very time consuming process, it is not our decision on how to properly document the information. We are trained every 4 years on how to document the information and should be taken seriously. By justifying that you have never been asked for a copy in the time you have been a notary is not a reason to justify making a change to the process. Trust me when I say, I detest the time consuming, archaic process of multiple signatures, but it is not my authority to change it. I do not recommend taking shortcuts because at the end of the day, you would be the one responsible for not recording these entries correctly. I would think that taking a shortcuts would be a characteristic that would be considered being denied renewal. Challenging the process is acceptable but needs to be challenged to the right person, The NNA is not that place for this, contact your Sec of State to initiate change. Then when the changes are legally changed, you can fell satisfied that you were part of the process.

Travis Moe

Any guidance for Washington State notaries? Can NSAs in WA use ditto marks, or are they allowed to enter multiple notarial acts in a single entry?

07 Jan 2020

For Washington state: “If a notary public performs notarial acts involving different statements or documents for the same individual on the same date, the notary public may record a single entry in the journal for all of the statements or documents. The entry shall include the number of statements or documents notarized and shall otherwise conform to RCW 42.45.180 and these rules” (WAC 308-30-190[2]).

T. Dinora

I agree completely with W-Gail Manchur. I've been doing this since 2011 and started in Pennsylvania moved to Florida. It's a joke in Florida with some of the stories I hear from customers where are notaries come out in shorts and t-shirt straight from the beach or they're on their cell phones while you're signing. Fees are much lower here. There's so many notary that it's comical. I feel bad for the professional notary that has been in it for 20 years or longer that used to get paid for the professionalism and now it's just like a cheap industry. I try presenting myself as professional as possible and courteous... I even asked if shoes are okay when I enter a home. I honestly don't think the title companies or lenders care how professional you are anymore. So much for a good profitable professional industry going down the tubes.

Cassandra G

I read the Notary News article from the link: http://notary.cdn.sos.ca.gov/forms/notary-newsletter-2014.pdf The two items they are addressing is using ditto marks and lumping all documents and calling them "loan documents." It states a notary must complete all sections of each line item and not use ditto marks, arrows or other shortcuts to complete a line item. Under the bullet point "Character of each instrument" it states you need to identify each document that is notarized and not just identify them as "loan docs," meaning that a Name Affidavit and a Deed of Trust must be identified separately. But, that doesn't necessarily mean they have to be on separate lines. The journal I use has the most common documents listed with the option of the certificate type (jurat or acknowledgement) and a space to write-in the name of a document not listed. For my loan signings I am identifying each document signed, collecting signer's signature, type of certificate, date/time of notary act and identification used to identify the signer. I don't interpret the states requirements to mean a separate line item for each document. If you read Government Code 8206 in its entirety, it does not require a notary to have a separate line item for every document, but does require that all documents notarized by identified, date/time recorded, type of identification used to identify the signer, signer's signature and thumb print for real estate documents such as deed of trust, quit claim, grant deed or power of attorney. I interpret what the government code to be requiring is line items to be completed fully and all documents notarized be listed. I believe my journal entries do comply without having to have a separate line (which is not stated in the code) for each document. This is based upon the Notary Public Handbook dated 2018.

Hello. The California Secretary of State's office has specifically instructed California Notaries to create a separate, complete journal entry for each notarization performed. Please see the following instructions from the Secretary of State's 2020 Notary Newsletter (https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2020.pdf): "Each notarial act must be a separate journal entry, and each notarial act must include the date, time,and type of official act." Also: "Record, without abbreviations, all the information required by law to be recorded for each and every notarial act."

Dina

I’m a California notary, There are many comments complaining about it being too time consuming to enter separate line items per document. I would like to say, yes, it is time consuming but IT IS YOUR JOB to be thorough as a notary. I do numerous estate plan signings and I enter separate line per document; Per person. I also get a thumb print for every document I notarize even though it is not required. At $15 per signature, it is the least I can do. I fill small details after I have left the appointment. Yes, I agree it is tedious, but necessary. My journal is complete.

d sundquist

I will not be "wallmarted" if the title company wants cheap service, let them go to the Wallmart or Amazon signors. One day they will find out how inexpensive it would have been to pay the going rate and doing it the correct way as required by the SOS.

Carol Clow

Does the Signer's address have to be notated each and every time in our journal? I know we have to note a separate line item for each notarization performed and the Signers ID, but what about their address? I'm not clear on that part. I don't see anything in the article or Govt Code 8206 addressing their address. Also, what address do we put in our journal? The address on their ID or the address where the signing was performed?

08 Jan 2020

Hello Carol. If you are referring to California Notary law, California does not require Notaries to record the signer's address in the journal entry. The list of required information in a CA journal entry can be found here: https://www.nationalnotary.org/notary-bulletin/blog/2017/04/notary-guide-completing-journal-entries

JUNE FIEBIG

WHEN I DO SEVERAL NOTIFICATIONS FOR ONE PERSON, I USUALLY DRAW A LINE FROM THE BOTTOM OF THE LAST ONE TO THE TOP OF THE FIRST ONE AND HAVE THEM SIGN ACROSS THE LINE TO COVER ALL OF THEM, IS THIS OKAY TO DO?

Hello June. DIfferent states have different rules regarding this journal practice. What state are you commissioned in, please?

Shannon Ziccardi

A full time CA Notary for 17 years, I can tell you that California does indeed require a journal entry for each and every notarized signature. Professional notaries treat this as just part of doing the job properly. Anything less is less. Less is a shortcut and in my opinion, unprofessional. (Please don’t bother trying to dissuade me. I’ve personally signed over 19,800 Mortgage Loans and multiple thousands of individual documents since 2003. I know of what I speak).

Aida Gonzalez

How long we need to keep journal records?

09 Jan 2020

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

Irvin Dinkins

Hi, I have a different line of questions. I recently had a customer who needed a loan modification agreement notarized and next to where the client signs her name the word SEAL was present. She asked me if this is where I would place my notarial seal? I did some research and found out that the word SEAL next to a signature block was used in the late 19th century to bind the contract or agreement to the lords who were affixing their names and interest to the document. What I would like to ask is for the NNA Newsletter to write an article on this topic in the next NNA newsletter from the perspective of the Notary Public. Thank you Irvin Dinkins Philadelphia, PA

10 Jan 2020

"Each notarial act must be a separate journal entry, and each notarial act must include the date, time, and type of official act." Also: "Record, without abbreviations, all the information required by law to be recorded for each and every notarial act." I copied and pasted the above quote from another comment. I understand the separate line item part. What I don't understand is the part about "ABBREVIATIONS". What exactly is meant by that? Does that mean we cannot abbreviate ACK for acknowledgment, D.O.T. for Deed of Trust or SIG/NAME AFF for Signature/Name Affidavit, so on and so forth? If that is the case (no abbreviations in our Journals) then, I have a Journal that has ALL the check boxes with ALL boxes being abbreviated. Is this Journal ok to use for loan signings? Please explain this further.

Hello Carol. Page 4 of the California Secretary of State's 2018 Notary Newsletter (available at https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2018.pdf) provides detailed guidelines regarding the use of abbreviations and shortcuts for listing the type of notarization and document notarized in CA Notary journal entries.

Todd Justice

08 Mar 2020

I've been told by a title company that I need one entry per closing here in Texas. My last refi had almost 20 notarizations with two people on almost all of them. Took me forever. I did one entry for each person for each notarization. That's 40 entries. That can't possibly be correct. How can I make this easier?

12 Mar 2020

Hello. Please see the recommended guidelines for Texas Notary journal entries in the article above.

Chris Parreira

20 Jul 2020

Im a Calif notary for 5 years. My jourmal has lines to mark multiple documents in a single line. I have called the Secretary of State's office personally, and discussed the legality of this type of journal. I pointed out in the law book, that it does not state that there has to be a separate line for each notarized signature, only what is required to be documented for that line. She said that type of journal is legal to use. I have signings that require up to 30 notarized signatures. If I have to enter all that info 30 times it would take 2 hours or more. I am just going to keep on what i am doing. If i am required to submit a line to law enforcement, its all there on the single line

22 Jul 2020

Hello. Please see the following instruction in the CA Secretary of State's 2020 Notary Public newsletter, page 5: "Not only must a notary public have a separate journal entry for each type of notarization, a specific description of the document, and the time and date of the official act, you must obtain a signature for each line item. If one person’s signature is notarized multiple times, it is not enough to capture the signature only once on a diagonal line drawn through several line items to show one person signed multiple documents.This is contrary to notary public law.(CaliforniaGovernmentCodesection8206(a)(2)(C).)" (https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2020.pdf) If you can please email us at publications@nationalnotary.org with any information regarding the person you spoke with at the Secretary of State's office, such as their name or the date and time you spoke with them, we will let the Secretary of State's office know that someone is providing information that directly contradicts the office's published instructions for Notaries.

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