Key Takeaways
- New York does NOT legally require notaries to maintain a journal
- Keeping a journal is highly recommended as best practice
- A journal provides protection against liability claims
- Journal entries should include date, type of act, signer information, and ID used
- If kept, journals should be secured and retained for years after commission ends
Last updated: January 2026
Record Keeping
Unlike California and many other states, New York does NOT legally require notaries to maintain a journal or record book. However, keeping a journal is highly recommended as a best practice.
Journal Requirements in New York
| Aspect | New York Rule |
|---|---|
| Journal required by law | No |
| Recommended best practice | Yes |
| Provides liability protection | Yes |
| Useful for investigations | Yes |
Why Keep a Journal Anyway?
Even without a legal requirement, a journal provides valuable protection:
Benefits of a Notary Journal
| Benefit | Explanation |
|---|---|
| Liability defense | Proves proper procedures were followed |
| Memory aid | Documents what occurred months/years ago |
| Fraud detection | Creates paper trail for investigators |
| Professional credibility | Shows due diligence |
| Legal protection | Evidence if sued or investigated |
Recommended Journal Entries
If you choose to keep a journal, each entry should include:
| Information | Purpose |
|---|---|
| Date and time | When the notarization occurred |
| Type of notarial act | Acknowledgment, jurat, oath, etc. |
| Type of document | Deed, power of attorney, etc. |
| Signer's name | Who appeared before you |
| Signer's address | Contact information |
| ID type and number | How identity was verified |
| Signer's signature | Proof of appearance |
| Fee charged | Amount collected |
Sample Journal Entry Format
Date: January 9, 2026
Time: 2:30 PM
Type of Act: Acknowledgment
Document: General Power of Attorney
Signer: Jane D. Smith
Address: 123 Main St, Buffalo, NY 14201
ID: NY Driver's License #123-456-789, Exp. 12/2028
Fee: $2.00
Signature: [Signer's signature]
Notes: None
Journal Security
| Security Measure | Recommendation |
|---|---|
| Physical security | Locked cabinet or safe |
| Controlled access | Only notary handles journal |
| Sequential entries | Bound book with numbered pages |
| No blank spaces | Draw line through unused space |
| Retention period | Keep for 7+ years after commission ends |
Authentication of Documents
When you need to provide evidence of a past notarization:
- Refer to your journal entry
- Provide certified copy of journal page if requested
- Never alter past journal entries
On the Exam
While journals aren't required in NY, you may see questions about:
- Legal requirement: NY does NOT require journals
- Best practice: Journals are recommended
- Protection: Journals provide liability defense
- Contents: What to include in each entry
Test Your Knowledge
Does New York law require notaries to maintain a journal?
A
B
C
D
Test Your Knowledge
What is the primary benefit of maintaining a notary journal even when not required?
A
B
C
D