Key Takeaways
- Every Hawaii notary must maintain a journal (book of records) of all notarial acts
- Journal entries must include date, time, type of act, document details, signer info, and ID method
- Journals must be retained for 10 years after the last entry
- The journal is the notary's personal property, not the employer's
- Failure to properly maintain a journal can result in fines of $50-$500
Journal Requirements
Under HRS Section 456-15, every Hawaii notary public must maintain a permanent journal (book of records) documenting all notarial acts performed.
Legal Requirement
"Every notary public shall record at length in a book of records all acts, protests, depositions, and other things, by the notary noted or done in the notary's official capacity."
Required Journal Entries
For each notarial act, the journal must contain:
| Required Information | Description |
|---|---|
| Type of notarial act | Acknowledgment, jurat, oath, etc. |
| Date and time | When the act was performed |
| Document title/type | Description of document notarized |
| Document date | Date shown on the document |
| Signer's signature | Signature of each person appearing |
| Signer's printed name | Full name of each signer |
| Signer's address | Address of each signer |
| ID method | How identity was verified |
| ID details | If by ID: type, number, expiration |
| Fee charged | Amount or "no fee" |
Journal Format
| Requirement | Details |
|---|---|
| Type | Bound book with numbered pages preferred |
| Ink | Permanent ink |
| Entries | Chronological order |
| Alterations | Single line through errors, initial and date |
| No blank spaces | Complete all fields for each entry |
Sample Journal Entry
| Field | Entry |
|---|---|
| Entry number | 2026-0042 |
| Date and time | January 10, 2026, 2:30 PM |
| Type of act | Acknowledgment |
| Document type | Grant Deed |
| Document date | January 10, 2026 |
| Signer name | John Q. Public |
| Signer address | 123 Aloha Street, Honolulu, HI 96815 |
| Signer signature | [Signature] |
| ID type | Hawaii driver's license |
| ID number | H12345678 |
| ID issued/expires | 01/15/2023 - 01/15/2031 |
| Fee charged | $5.00 |
| Notary signature | [Notary's signature] |
Journal as Personal Property
Critical: Your notary journal is your personal property, NOT your employer's property.
| Fact | Implication |
|---|---|
| Journal belongs to YOU | Take it when you leave employment |
| Cannot transfer to employer | Employer cannot keep or copy it |
| Personal responsibility | You are liable for safekeeping |
| Cannot share access | Only you (and AG upon request) may access |
Journal Retention
| Requirement | Timeframe |
|---|---|
| Retention period | 10 years after the LAST entry |
| Upon death | Personal representative must safeguard |
| Upon resignation | Continue to maintain for 10 years |
| Upon commission expiration | Continue to maintain for 10 years |
Lost, Stolen, or Destroyed Journal
If your journal is lost, stolen, or destroyed:
- Notify Attorney General within 10 days
- Report theft to law enforcement (if stolen)
- Obtain new journal and continue entries
- Document the incident in new journal
Administrative Fine: Failure to notify AG within 10 days = $20 fine
Journal Audits and Inspections
| Authority | Access |
|---|---|
| Attorney General | May audit or inspect at any time |
| Law enforcement | With proper legal process |
| Courts | Subpoena for journal records |
Penalty for non-compliance: Failure to comply with audit within 90 days = fine of $50-$500
Certified Copies from Journal
| Request | Fee |
|---|---|
| Certification of notarial transaction | $5 per transaction |
The notary or AG may provide certified copies of journal entries.
On the Exam
Remember:
- Journal is YOUR property, not employer's
- Retention: 10 years after last entry
- Report loss/theft within 10 days
- Must record all required information for each act
How long must a Hawaii notary retain their journal after the last entry?
Who owns a notary public's journal?
Within how many days must a notary report a stolen journal to the Attorney General?