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How Do I Record Copies In My Journal?

New Hotline Resized 3When notarizing multiple copies of the same document, how should I record this in the journal? Can information for all copies be entered on the same line, or does each copy need its own entry? B.G., Tennessee

The best practice is to create a separate journal entry for each signature notarized. Should you receive a request for inspection of or to provide a photocopy of an entry from your Notary journal, you’ll be better able to allow the inspection or provide a photocopy of an entry for a single specific document rather than every document notarized for the signer on that date.

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

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call 1-888-876-0827, Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST.

3 Comments

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ROSE-MARY BULAT

13 Nov 2018

IS IT NECESSARY TO KEEP A JOURNAL?

National Notary Association

14 Nov 2018

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

Karen Sutter

13 Nov 2018

NSA

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