Key Takeaways
- Arizona requires a permanently bound, paper journal
- Entries must be made contemporaneously (at time of notarization)
- Journal must include: date/time, document description, act type, signer info, ID method, and fee
- Journals must be retained for at least 5 years after the last entry
- Former notaries must surrender journals to Secretary of State within 3 months of expiration
Journal Requirements
Arizona law requires notaries to maintain a journal (also called a record book) of all notarial acts performed. This journal serves as your official record and can be critical evidence in legal proceedings.
Journal Format Requirements
| Requirement | Details |
|---|---|
| Format | Permanently bound book |
| Type | Paper (not electronic for traditional notarizations) |
| Pages | Pre-numbered recommended |
| Binding | Cannot have removable pages |
Why bound? Loose-leaf or spiral-bound journals could allow pages to be removed, compromising the integrity of your records.
Required Journal Entries
For EACH notarization, you must record:
| Entry | Description | Example |
|---|---|---|
| Date and time | When notarization occurred | "01/15/2026, 2:30 PM" |
| Document type | Description of document | "Power of Attorney" |
| Notarial act | Type performed | "Acknowledgment" |
| Signer's name | Full legal name | "John Robert Smith" |
| Signer's signature | Their signature in journal | [Signature] |
| ID method | How identity verified | "AZ Driver's License" |
| ID details | Number, expiration | "#D12345678, exp. 01/2028" |
| Fee charged | Amount collected | "$10.00" |
Contemporaneous Entries
Entries must be made at the time of the notarization (contemporaneously):
| Allowed | NOT Allowed |
|---|---|
| Recording during appointment | Filling in entries later |
| Completing entry before signer leaves | Entering details from memory |
| Adding missing info while signer present | Back-dating entries |
Journal Security
| Requirement | Details |
|---|---|
| Storage | Secure location |
| Access | Only you |
| Backup | Consider photocopies of completed pages |
| Travel | Bring to mobile notarizations |
Retention Requirements
| Situation | Retention Period |
|---|---|
| Active notary | Keep indefinitely while commissioned |
| Full journal | Start new journal, keep old one |
| After last entry | Minimum 5 years |
| After commission ends | Surrender to SOS within 3 months |
Surrendering Your Journal
If you stop being a notary (by choice or commission end), you must:
| Action | Deadline | Penalty for Non-Compliance |
|---|---|---|
| Send journal to Secretary of State | Within 3 months of expiration | $50 - $500 fine |
| Include seal | With journal | $50 - $500 fine |
| Include all records | Everything notary-related | $50 - $500 fine |
Mailing Address: Arizona Secretary of State Business Services Division 1700 W. Washington Street, FL 7 Phoenix, AZ 85007
Common Journal Mistakes to Avoid
| Mistake | Problem |
|---|---|
| Skipping entries | Creates gaps in record |
| Not getting signer's signature | Missing key evidence |
| Vague document descriptions | Hard to identify later |
| Using pencil | Can be erased/altered |
| Using white-out | Shows tampering |
On the Exam
Journal questions focus on:
- Format: Permanently bound, paper
- Entries: What must be included
- Timing: Contemporaneous recording
- Retention: 5 years minimum after last entry
- Surrender: 3 months after commission ends
What type of journal format does Arizona require for notaries?
How long must Arizona notaries retain their journals after the last entry?
When must journal entries be made?