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 in court, your journal entry is the evidence that you followed proper procedure. Most states require one. Even if yours does not, keeping a journal is one of the best protections you have as a notary.
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
- Write the date and time before the notarization starts.
- Record the document type and type of notarial act.
- Check the signer’s ID. Record the ID type, number, and expiration date.
- Perform the notarization.
- Have the signer sign your journal.
- Record the fee charged.
- Add any notes about the transaction.
Do this immediately, not ultimately from memory. Entries recorded after the fact are less reliable 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)
Related Reading
- Common Notary Mistakes and How to Avoid Them
- Loose Notarial Certificates Explained
- Acknowledgements: Do Signers Need to Sign in Front of a Notary?
Frequently Asked Questions
Is a notary journal required?
Most states require notaries to keep a journal of all notarial acts. A few states do not mandate it but strongly recommend it. Even in states where it is optional, keeping a journal is a best practice that protects you legally.
Can I use a digital notary journal?
It depends on your state. Some states accept electronic journals. Others require a physical, bound journal with sequential pages. Check your state’s notary handbook before switching to digital.
How long do I need to keep my notary journal?
Retention periods vary by state. Common requirements are 7 to 10 years after the last entry, or for the duration of your commission plus a specified period. Some states require you to turn in your journal when your commission expires. Check your state’s rules.
What if I make a mistake in my journal?
Draw a single line through the error, write the correct information next to it, and initial. Never use white-out, erase, or remove pages from a bound journal.
Does the signer need to sign my journal?
In most states that require a journal, yes, the signer must sign the journal entry. This creates a record that the signer actually appeared before you. Check your state’s specific requirements.
