Notary Journal: What to Record and How to Keep It

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Your notary journal is the single most important record you keep: if a notarization is ever challenged, the entry is the evidence that you followed procedure. Twenty-two states plus DC require a journal for every notarization, roughly fifteen more require one for electronic or remote acts, and everywhere else it is optional but strongly recommended. A bound book costs $10 to $25; this guide covers what goes in it and how to keep it defensible. For what to record field by field, see our journal essentials guide.

What Every Journal Entry Must Include

At a minimum, every entry should capture:

Field	What to Record
Date and time	When the notarization took place
Type of notarial act	Acknowledgement, jurat, copy certification, oath, etc.
Document description	Title or type of document (e.g., “Power of Attorney,” “Deed of Trust”)
Signer’s name	Full legal name as shown on their ID
Signer’s signature	The signer signs your journal entry
ID type and number	Driver’s license number, state, expiration date, or “personally known” if your state allows it
Fee charged	What you charged for the notarization
Additional notes	Anything unusual: signer requested specific wording, document had pre-printed errors, etc.

Some states require additional fields. Check your state’s notary handbook for specific requirements.

Physical vs. Digital Journals

	Physical Journal	Digital Journal/App
Pros	Tangible, cannot be hacked, accepted in all states, signer can physically sign	Searchable, backed up, less bulk to carry
Cons	Can be lost or damaged, not searchable, takes up space	Some states do not accept electronic journals, requires device and battery, data security concerns
Cost	$10–$25 for a bound journal	Free to $15/month for apps

If your state requires a physical journal (many do), you must use one. If your state allows electronic journals, choose whichever you will actually use consistently. The best journal is the one you fill out every time.

How to Fill Out an Entry

1. Write the date and time before the notarization starts.
2. Record the document type and type of notarial act.
3. Check the signer’s ID. Record the ID type, number, and expiration date.
4. Perform the notarization.
5. Have the signer sign your journal.
6. Record the fee charged.
7. Add any notes about the transaction.

Complete the entry at the appointment, not later from memory. Entries reconstructed after the fact are weaker evidence and may not hold up if challenged.

Handling Errors in Your Journal

• If you make a mistake: Draw a single line through the error, write the correct information next to it, and initial. Never use white-out or erase.
• If you need to add information later: Add it with a note indicating it was added after the fact, and the date you added it.
• If a page gets damaged: Do not remove it. Note the damage and continue to the next page.

Journal Security

• Keep your journal in a secure location when not in use (locked drawer, safe, or locked office)
• Never leave it unattended at a signing location
• Never let anyone else write in your journal
• When your journal is full, store it securely for the retention period required by your state (often 7–10 years after the last entry)

Where to Get a Notary Journal

• NotaryStyle: notary journals and supplies
• Office supply stores (look for bound journals with numbered pages and sequential entry numbers)
• Your state’s notary association (some provide journals with state-specific fields)

Frequently Asked Questions