4.2 Required Journal Entries
Key Takeaways
- Government Code 8206 lists the specific contents required for every journal entry
- Required: time and date, type of act, character of document, signer's signature, and ID method
- If a paper ID is used, record the type, the governing agency, the serial/ID number, and the issue/expiration date
- The signer must sign the journal for EVERY act — this is the most-tested single requirement
- Record the fee charged for each act; a separate entry is made for each notarial act even on one document
The Statutory Entry Contents
Government Code 8206(a)(2) does not leave entry contents to your judgment — it lists them. For each official act you must record the following. Note the exam tests these word-for-word.
| # | Required Element | What to Write |
|---|---|---|
| 1 | Time and date of the act | e.g., "01/15/2026, 2:30 PM" |
| 2 | Type of act | Acknowledgment, jurat, oath/affirmation, proof of execution by subscribing witness, etc. |
| 3 | Character of every instrument sworn to, affirmed, acknowledged, or proved | e.g., "Grant Deed" or "General Power of Attorney" |
| 4 | Signature of each person whose signature is being notarized | The signer's actual handwriting in your journal |
| 5 | Statement of identity — how the signer was identified | Satisfactory evidence (ID) or credible witness(es) |
| 6 | Fee charged for the notarial act | Dollar amount, or "No Fee" |
| 7 | Thumbprint (only for deeds/real-property docs and powers of attorney) | Covered in 4.3 |
Recording Identity: Be Specific
Element 5 is where new notaries lose the most points. The way you establish identity dictates what you write.
| Method | Exactly What to Record |
|---|---|
| Paper ID (satisfactory evidence) | Type of ID, the governing agency, the serial/identifying number, and the issue or expiration date |
| Credible witness(es) | The names of the witnesses; whether one or two were used; the witnesses sign the journal |
Note: Personal knowledge is NO LONGER an acceptable basis for identity in California — that option was removed effective 2008. If an exam answer lets you identify a signer by 'personal knowledge,' it is a trap. Identity must be by satisfactory evidence (an acceptable ID) or by credible witnesses.
Example ID entry: "CA Driver License, DMV, #D1234567, exp. 03/15/2028."
The Signer Must Sign — Every Time
The single most frequently tested journal rule: the signer must sign your journal for each act. This signature is independent evidence the signer was physically present and is a handwriting exemplar that can be compared forensically if fraud is later alleged. You collect it at the moment of notarization — you cannot obtain it afterward.
One Entry Per Act
A common trap: one document can require multiple journal entries. If you notarize signatures for two signers on a single deed, you make two separate entries (each signer signs the journal). If you perform both an acknowledgment and a jurat for the same person on different documents, that is two entries and two fees.
Fees — Never Leave It Blank
The maximum California notary fee is $15 per signature for acknowledgments and jurats (set by Government Code 8211, effective for acts on or after December 1, 2023). Record the actual fee for each act. If you waive it, write "No Fee" — a blank fee field is an incomplete entry.
Special Situations
| Situation | Additional Journal Requirement |
|---|---|
| Signature by mark (X) | Two witnesses; one writes the signer's name beside the mark and both witnesses sign |
| Credible witnesses | Each credible witness signs the journal; record their names |
| Multiple signers | A separate entry — and separate journal signature — for each signer |
| Subscribing-witness proof | Record the proof act and the subscribing witness's identity/signature |
What NOT to Collect
| Avoid Recording | Reason |
|---|---|
| Social Security number | No legal purpose; creates identity-theft liability |
| Detailed document contents | You certify the signature, not the truth of the text (except in a jurat oath) |
| Signer's unrelated personal data | Privacy exposure with no statutory basis |
Worked Entry
For an acknowledgment on a grant deed: time/date 01/15/2026 2:30 PM; act = Acknowledgment; document = Grant Deed; signer = Maria Elena Rodriguez (her signature); ID = CA DL, DMV, #D1234567, exp 03/15/2028; fee = $15.00; right thumbprint affixed (real-property document). That entry is complete and defensible.
Acceptable Forms of Satisfactory Evidence
Because element 5 turns on what counts as a valid ID, know the statutory list (Civil Code 1185). An ID qualifies if it is current or was issued within the past five years and bears a photograph, description, signature, and serial number. Acceptable items include:
| Acceptable ID | Notes |
|---|---|
| California DL or ID card (DMV) | Most common |
| U.S. passport / passport card | Federal issue |
| Out-of-state DL/ID | Must meet the photo/description/serial criteria |
| U.S. military ID | Must contain the required elements |
| Foreign passport stamped by U.S. immigration (USCIS) | Inmate ID for those in custody also qualifies |
If the ID does not meet these tests, identity must rest on credible witnesses instead.
Why Complete Entries Are Your Defense
Three years after a signing, an attorney subpoenas your journal. A complete entry — with the signer's own signature, the ID details, and a thumbprint on a deed — lets you testify with confidence. A skeletal or blank entry undermines your credibility and can expose you to civil liability and bond claims. Treat every field as evidence you may one day defend under oath.
On the Exam
Expect 3-4 questions here:
- Signer must sign the journal every act (most tested)
- For paper ID, record type, agency, serial number, and issue/expiration date
- Personal knowledge is NOT acceptable identity in California
- One entry per signer even on a single document
- Record the fee ($15 max per signature) or 'No Fee'
A signer presents a valid California driver license. Which combination must the notary record about the identification?
A notary identifies a long-time neighbor by personal knowledge and records 'personal knowledge' as the ID method. Is this acceptable in California?
A notary performs a free notarization for a family member. What must appear in the fee field of the journal?