Notary Journal Requirements

A notary journal (also called a record book, register, or log) is a chronological record of every notarial act the notary performs. It is one of the most important tools in the notary's possession — it serves as proof of proper procedure and protects both the notary and the public.

Why Keep a Journal?

The notary journal serves multiple critical purposes:

1. Legal Protection for the Notary — If a notarization is later challenged in court, the journal provides evidence that the notary followed proper procedure
2. Fraud Prevention — A detailed record makes it harder for fraudsters to forge or backdate notarizations
3. Public Record — The journal serves as an official record of the notary's official acts
4. Accountability — Demonstrates the notary's diligence and professionalism
5. Compliance — Meets state requirements where journal keeping is mandated

State Requirements

Journal keeping requirements vary significantly by state:

Best Practice: Even if your state does not require a journal, the National Notary Association (NNA) and virtually every notary expert strongly recommends keeping one. A journal is your best defense if a notarization is ever questioned.

Required Journal Entry Information

A complete journal entry typically includes:

For Every Notarization

Additional Information (Where Required)

• Document date — The date on the document being notarized
• Number of pages — Total pages in the document
• Credible witness information — If used, the witness's name and ID
• Thumbprint — Required in some states (California requires thumbprints for certain documents)
• Additional signers — If multiple people sign the same document
• Property address — For real estate documents
• Notarization location — Where the notarization took place

Journal Best Practices

One Transaction Per Entry

Each notarial act gets its own journal entry, even if multiple acts are performed for the same signer at the same time.

Chronological Order

Entries must be recorded in the order they are performed. Never skip pages or leave blank entries.

Permanent Ink

All entries should be made in permanent, non-erasable ink. Never use pencil or erasable pens.

No Alterations

If you make an error, draw a single line through the mistake, initial and date the correction, and write the correct information. Never use whiteout or attempt to erase entries.

Complete at Time of Notarization

Fill in the journal entry at the time of the notarization — not before, not after. This ensures accuracy and completeness.

Journal Security

The notary journal contains sensitive personal information and must be protected:

• Keep the journal in a secure, locked location when not in use
• Never leave the journal unattended in a public place
• Do not allow anyone to browse the journal — only authorized persons (law enforcement, court order) may inspect it
• Transport the journal securely when traveling to mobile notarizations
• Report a lost or stolen journal to the appropriate authority immediately

Journal Disposition

When the notary's commission ends (expires, is revoked, or the notary dies), the journal must be disposed of according to state law:

Retention Period: Many states require journals to be retained for a specified period (often 7-10 years) even after the commission expires.

On the Exam

Journal keeping is a commonly tested topic:

• Entries must be made at the time of notarization — not before or after
• One entry per notarial act — even for multiple acts in one session
• Permanent ink only — no pencil or erasable ink
• Single line through errors — never use whiteout
• Journal is the notary's best legal protection
• Must be kept secure and disposed of properly when commission ends