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3 important things Notaries need to know about journal thumbprint requests

A close-up of a person pressing their inked thumb onto a Notary journal.

Should a Notary ask a signer to leave a thumbprint in the Notary’s journal entry? While in the past this was a common practice to deter fraud, privacy concerns surrounding the collection of biometric data such as thumbprints have arisen over the years, and some states have changed their laws as a result.

Below are answers to 3 commonly asked questions about state laws and guidelines for requesting signer thumbprints.

Which states require Notaries to obtain a journal thumbprint?

Only one state — California — requires its Notaries to obtain a signer's thumbprint for journal entries, and only for notarizations involving specific documents: Powers of attorney, deeds, quitclaim deeds, deeds of trust, or other documents affecting real property. California Notaries must obtain journal thumbprints for these documents, but they should not request a thumbprint when notarizing signatures on other documents (see “What are the guidelines Notaries should follow for signer thumbprint requests?” below).

Are there states that prohibit Notaries from asking signers for a journal thumbprint?

Yes. The following states prohibit Notaries from recording an individual’s biometric identifiers, including thumbprints and fingerprints, in a journal of notarial acts:

  • Illinois (Ill. Admin. Code Section 176.910 c))
  • North Carolina (N.C. Admin. Code Title 18, Rules 07I .0105, .0106 — only the Notary may "make" entries in the journal except for certain specified individuals who sign the journal)
  • Texas (Tex. Admin. Code Title 1, Section 87.50[a][3])

What are the guidelines Notaries should follow for signer thumbprint requests?

In light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

For California Notaries, because a document “affecting real property” may not be obvious from its title and could be hidden within the text (for example, a living trust or will that bequeaths property), California Notaries may ask the signer if the document affects real property or skim the document for any indication. When in doubt, the Notary should obtain a journal thumbprint and note the reason in the journal. Notaries in all other states, or in California when a notarial act clearly does not require a journal thumbprint, may not refuse a notarization solely because a signer declines to provide one.

Georgia’s Notary handbook specifically states this: “Since Georgia does not require a signer to provide a thumbprint, you cannot decline to notarize solely because your signer refuses to provide a thumbprint.”

Many Notaries choose to collect journal thumbprints to protect themselves from fraud. This concern is understandable because of the rise in seller impersonation deed fraud and the potential financial liability Notaries can incur for notarizations they perform. However, Notaries should be aware that state and federal laws regulating biometric data, including thumbprints, may exist outside of Notary statutes and rules and yet still apply to their work. Those who choose to request thumbprints must research, know, and comply with all applicable biometric data laws. Information about your state’s thumbprint requirements can be found for free online in the U.S. Notary Reference Manual. NNA members can also contact the NNA Notary Hotline for help if you have questions about journal thumbprints.

David Thun is the Editorial Manager at the National Notary Association.

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25 Comments

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Sarka

16 Sep 2025

How about if the company asks to take a thumbprint for acknowledgment aka the document will have the thumbprint. Documentation will be sent back to company requesting the documents. Journal will not have thumbprint - notary in NC .

National Notary Association

18 Sep 2025

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Cathy

16 Sep 2025

Several years ago at the request of the SOS in California, I sent them my journal. At the time, I was fingerprinting everyone and they told me to keep doing what I was doing. So, who is correct, you or them?

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. California requires its Notaries to obtain a signer's thumbprint only for notarizations involving specific documents: Powers of attorney, deeds, quitclaim deeds, deeds of trust, or other documents affecting real property. For notarizations involving other documents, if no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Irma

15 Sep 2025

I’m with Rhonda above. I thought a thumbprint was required or if not needed no harm. But moving forward I will not obtain unless it’s involving real property.

Michael H

15 Sep 2025

I see where you are going with this, but on the other hand, in a world where ther eis the increased potential for forged documents, even with positive ID through an ID, isn't a fingerprint the strongest for of safety or possible issues in the future? Also, when not required by CA law (I am a CA notary) is ther ea poenalty for asking for a fingerprint?

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. California requires its Notaries to obtain a signer's thumbprint only for notarizations involving specific documents: Powers of attorney, deeds, quitclaim deeds, deeds of trust, or other documents affecting real property. For notarizations involving other documents, if no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Carol M BRIMMEIER

15 Sep 2025

I am a notary in Colorado. So, for probably 10 yrs I have been having thumbprints on every journal entry Are you saying I should stop now?

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. If no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Patty Coyle

15 Sep 2025

I did Notary re-certification earlier this year and this was not mentioned in the training in California. I have always obtained a thumbprint up until now. How new is this change?

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. California requires its Notaries to obtain a signer's thumbprint only for notarizations involving specific documents: Powers of attorney, deeds, quitclaim deeds, deeds of trust, or other documents affecting real property. For notarizations involving other documents, if no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Kevin

15 Sep 2025

Hi, and thank you for the information about when and when not to ask for a thumbprint; but what if the signer appears before you with a notarization that does not require a thumbprint, but he/she wants to put a thumbprint in the journal anyway?

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. If no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Tonja

15 Sep 2025

In response to the growing threat of Seller Impersonation Fraud, I have implemented a comprehensive practice to help safeguard the integrity of all sales transactions. As part of this process, I now collect the thumbprint of every seller. This method serves both as a deterrent to fraudulent activity and as a reassuring measure for all genuine parties involved. Prior to obtaining the thumbprint, I make a point to clearly communicate the reasoning behind this step. I explain that the collection is not arbitrary, but a proactive effort to protect all parties from the increasing prevalence of impersonation-related crimes. In my experience, sellers are typically appreciative of this transparency and the extra layer of security it provides. However, on occasion, I encounter a seller who does not wish to provide their thumbprint. When this happens, I document the refusal by writing the word “Refused” in the designated area. I also ask the individual to initial beside their refusal, ensuring there is a clear and traceable record of their decision. In any instance where a seller declines to provide their thumbprint, I promptly notify the title company. This alerts them to a potential irregularity and allows them to take any necessary precautions or conduct further investigation to ensure the legitimacy of the transaction. By consistently applying these protocols, I aim to maintain trust, transparency, and security throughout the sales process, safeguarding all parties from the risks associated with Seller Impersonation Fraud.

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. If no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Daniel L. Stephens

15 Sep 2025

OK, I can understand no thumbprints. But now everyone wants a copy of the clients ID front and back. The information on the back has a lot of data. People can easily use that information for Identity theft. This requirement is putting the notary in line for being an accomplishment. We have to be BGC annually per SPWG. Yet I have no data when I send these documents off, who has access to all the data in a loan package, no one will verify and provide the result of the individuals handling these documents to the notary. Has anyone absolved the notary of liability if identity theft occurs from the documents sent in? The notary will be the first on to blame if identity theft occurs from the loan signing process. Notaries are left high and dry.

Joe Ewing

15 Sep 2025

Recordable documents, Powers of Attorney, and signers who I identified by credible witnesses.

Luz Batista

15 Sep 2025

I'm a Virginia Notary and I always ask for a thumbprint in my journal. I've never had a signer refused to do it, but I also explain that it is for their own protection. If it ever gets disputed, I have some data that can proof who signed the document.

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. If no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

Glorine Soto

15 Sep 2025

Hello. I am a California Notary at work only. I request a thumbprint on all Jurat and Acknowledgment journal entries is this correct or should I not ask a signer for their thumbprint.

National Notary Association

18 Sep 2025

Hello. Notaries should always follow state Notary laws and any applicable federal privacy and biometric data laws regarding requesting a signer’s thumbprint. California requires its Notaries to obtain a signer's thumbprint only for notarizations involving specific documents: Powers of attorney, deeds, quitclaim deeds, deeds of trust, or other documents affecting real property. For notarizations involving other documents, if no state or federal law prohibits you from requesting a journal thumbprint, then it is your decision. However, in light of increasing identity theft and growing public concern over the protection of personally identifiable information, the NNA recommends that Notaries not ask individuals for a journal thumbprint unless it is specifically required for the notarization.

LvRemoteDocs

15 Sep 2025

This is a requirement for the state of Nevada on all Real Estate Transactions per NRS 240.120 (2). All other transactions are optional and at the discretion of the notary for added protection against fraud.

National Notary Association

18 Sep 2025

Hello. We forwarded your message to our legislative team. They were unable to find any reference to a journal thumbprint requirement or any other Notary journal information requirement for real property in the statute you cited.

rondee@rondeenotary.com

11 Sep 2025

I'm a California Notary and, although I know that this is required for documents/notarizations concerning real property, I have always asked for a thumbprint on every notarization. Knowing the requirement, I would never turn away or refuse a notarization if someone didn't want to provide a thumbprint on a document that didn't require one. Thoughts?

National Notary Association

15 Sep 2025

Hello. Because of growing issues with privacy breaches, the NNA recommends that you do not ask for a signer thumbprint in your journal entry unless specifically required by law.

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