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Can Notaries Use Ditto Marks In Their Journal Entries?

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I use ditto marks for a signer’s address when they are signing multiply documents. The ditto marks are made after I have entered the information with the first notarization. Is this acceptable for Pennsylvania Notary journals?L.R., Pennsylvania

While ditto marks for required entries make things simple and are not prohibited, they may not be the best practice. Ditto marks make providing certified copies of journal records a challenge and make it difficult to limit journal inspection requests only to specific 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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Celenda Vargas

26 Jun 2017

When I am notarizing several docs for one person, the thing that gets the most tedious for me is rewriting the address several times. What I've been doing is making a notation after the name such as "Same address as line 1." That cuts down on the time required to enter the information, but is very specific as to what you are referring. If the group of docs bleed over to a new page, I always do a fresh, full entry at the top of that page. If this is a method that is problematic, please let me know. Thanks!

National Notary Association

29 Jun 2017

Hello Celenda. Our records show you are in Maryland. Because Maryland law requires Notaries to provide a copy of journal entries to the public upon request, we recommend against using ditto marks or notations such as "Same address as line 1" because if the Notary is asked to provide only that individual entry, the information would not be complete.

07 May 2018

I am a Missouri notary. Can I use ditto marks or say same address as in line 1 in my journal when the same signer has multiple documents?

National Notary Association

07 May 2018

Hello. RSMo 486.260 states that a Missouri Notary's journal entry must contain the following: 1. The month, day and year of notarization; 2. The type of notarization (e.g., acknowledgment or jurat); 3. The type of document notarized; 4. The name, signature and address of the signer; 5. The identification used to identify the signer; 6. The fee charged for the notarization. RSMo 486.265 also says the Notary's journal must be “a true and perfect record of his or her official acts.” Missouri law does not state if a Notary may use ditto marks for duplicate information in sequential journal entries.

Farid Moise

18 Oct 2021

I am a notary in Florida. Though I know a notary journal is not required in this state, I do make journal entries as a Loan Signing Agent. Is it OK to use ditto marks or enter "same as line x" in this case?

National Notary Association

29 Oct 2021

Hello. Florida does not have a statutory journal requirement, so there are no guidelines in state Notary law for the use of shortcuts in a journal. To ensure that you have any required information in your journal records in the event of a lawsuit or other situation where you were required to provide information about a past notarization, we would strongly recommend making complete journal entries without shortcuts.

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