What to Record in Your Notary Journal: Required Fields by State
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Most states require notaries to keep a journal of all notarizations. Even in states where it is not mandatory, a journal is your best protection if a notarization is ever challenged in court. Here is what to record, which fields are required where, and how to handle common situations.
Required Journal Fields
The exact fields required depend on your state. Here are the most common required and recommended entries:
| Field | Required in Most States? | Details |
|---|---|---|
| Date of notarization | Yes | Month, day, year |
| Time of notarization | Some states | CA requires exact time |
| Type of notarization | Yes | Acknowledgment, jurat, oath, copy certification |
| Document title or type | Yes | Deed of trust, power of attorney, etc. |
| Signer’s name | Yes | As shown on ID |
| Signer’s signature | Yes (most states) | Signer signs your journal entry |
| Signer’s address | Some states | Street address or city/state |
| ID type and number | Yes | Driver’s license, passport, etc. + number or last 4 digits |
| ID issuing authority | Some states | Which state or country issued the ID |
| ID expiration date | Some states | Or note if expired where permitted |
| Fee charged | Some states | Amount or “no fee” |
| Notary’s signature/commission info | Some states | Your signature, commission #, or expiration |
States That Require a Journal
As of 2026, most states require notaries to maintain a journal. Some notable examples:
- California: Mandatory. Must be a bound (not loose-leaf) physical journal with sequential entries. Specific fields required by Government Code § 8206 including date, time, document type, signer’s name and address, ID details, fee, and notary’s signature.
- Texas: Mandatory. Must be a bound book or secure electronic journal. Required fields include date, signer’s name, ID type and number, and document type.
- Florida: Not required by statute, but strongly recommended. If you keep one, it is discoverable in court.
- New York: Not required for most notarizations, but required for certain document types (protests, etc.). Recommended as best practice.
- Virginia: Mandatory starting July 2026 (SB 316). Must maintain a record of all notarial acts.
Check your state’s Secretary of State website or notary handbook for current requirements. When in doubt, keep a journal. It protects you.
How to Handle Common Situations
Making Corrections
- Never use white-out or erase an entry
- Draw a single line through the error, write the correction, and initial it
- Never remove pages from a bound journal
Multiple Signers on One Document
Each signer gets their own journal entry. Even if two people are signing the same document at the same time, record each person separately with their own ID information and signature.
Signer Refuses to Sign Your Journal
If the signer refuses to sign your journal (and your state requires the signer’s signature), you cannot complete the notarization. Politely explain that journal entries are a legal requirement in your state and offer to proceed once they are comfortable.
Credible Witness Identifications
If you identified the signer through a credible witness instead of an ID card, record the credible witness’s name, address, signature, and ID information in the journal. Note that identification was by credible witness rather than by document.
Paper Journal vs Electronic Journal
| Paper Journal | Electronic Journal | |
|---|---|---|
| Tamper evidence | Bound pages, sequential numbering | Audit trail, encryption |
| Searchability | Manual — flip through pages | Searchable by name, date, document |
| State acceptance | Accepted in all states | Some states restrict or do not address |
| Storage | Physical lockbox or safe | Cloud with encryption + backup |
| Cost | $15–$30 for a bound journal | $5–$15/month for notary software |
| Best for | Low-volume notaries, states that require bound books | High-volume signing agents |
Before choosing an electronic journal, verify that your state permits them. California, for example, requires a physical bound journal for traditional notarizations (though e-journals are allowed for RON under specific rules).
Journal Security and Retention
- Keep it secure: Store your journal in a locked cabinet or safe when not in use. Do not leave it in your car or unattended at signings.
- Never surrender your journal to anyone except a court order or lawful request from the Secretary of State. Not even your employer owns your journal. You do.
- Retention period: Most states require you to retain completed journals for a set period (often 5–10 years after the last entry, or for the duration of your commission). Check your state’s rules.
- If your journal is lost or stolen: Report it to your state’s Secretary of State immediately. Some states require a formal written notification.
Related Reading
Frequently Asked Questions
Is a notary journal required in every state?
No. Some states do not require a journal (Florida, New York for most acts). However, keeping one is recommended everywhere. It is your best evidence if a notarization is challenged.
What if my state does not require a journal?
Keep one anyway. A journal protects you from false claims, helps you recall details of past notarizations, and is standard professional practice. Many errors and omissions insurance policies expect it.
Can I use a digital journal instead of a paper one?
Depends on your state. Some states allow electronic journals. Others (like California for traditional notarizations) require a physical bound book. Check your state’s notary handbook before switching to digital.
Do I need a separate journal entry for each signer?
Yes. Each signer gets their own entry with their own ID details and signature, even if they are signing the same document at the same time.
Can someone request to see my notary journal?
Your journal is a private record. You should not show it to members of the public. However, it can be subpoenaed by a court or requested by the Secretary of State during an investigation. In California, members of the public can request a copy of a specific journal entry (not the whole journal) if they submit a written request.
How long do I need to keep completed notary journals?
Varies by state. Common retention periods are 5–10 years after the last entry. Some states require retention for the life of the notary’s commission plus a specified period. Check your state’s specific requirements.
