Many states require a notary public to keep an official journal documenting all notarial acts. Even if it is not mandatory, keeping a detailed record is strongly recommended for any notary who wants to demonstrate a commitment to integrity and legal compliance.

Notary journals are official logs that notaries use to record the particulars of each notarization they perform. Because they serve as a verifiable record of notarized documents and the events and activities surrounding them, journals can serve a wide range of legal and regulatory functions.

They can also be extremely helpful when it comes to verifying the details of a notarization during a formal audit. Auditors commonly examine notary journals to ensure full compliance with relevant laws.

A well-kept journal can also help prevent fraud by documenting the confirmed identity of document signers and other essential details.

Why Keep a Journal?

A well-maintained journal is invaluable if your notarizations are ever questioned. It serves as evidence that you followed proper procedures and complied with state notary public laws, providing a defense against legal challenges.

This record-keeping protects you and upholds the integrity and trustworthiness of the notary profession.

Requirements for Documenting Notarial Acts

If you want your notary journal to serve its fundamental purpose, it must be composed appropriately and maintained.

Fortunately, we provide comprehensive guidance on how to fill out a notary journal. Read on to learn more about the right way to document your professional events and activities as a notary.

What Should a Notary Journal Contain?

First and foremost, a journal must have the right information added with the correct degree of detail.

Typically, that includes:

• Date of the Notarial Act: Record the exact date of the notarization.
• Type of Notarial Act: Specify the type of notarization (e.g., acknowledgment, oath).
• Document Description: Provide a brief description of the document being notarized.
• Signer's Information: Record the full name, signature, and address as presented in the document.
• Identification Type: Note the ID used to verify the signer's identity (e.g., driver's license).
• Fees and Additional Notes: Document the fee charged and any other relevant information.
• Thumbprints: Including a thumbprint of the signer, where permitted, can further strengthen the record by providing physical evidence of the signer's identity. An Inkless Pocket-Sized Finger Printer can help you accomplish this.

What a Notary Journal Cannot Contain

What you choose to exclude can be as important as what you include.

Here are just a few potential entries that might cause problems:

• Sensitive Personal Information: Only collect legally required personal information from signers. If a signer's driver's license or Social Security number gets into the wrong hands, it can cause real problems for those who own it. In some cases, this type of personal information may be included if encrypted or redacted.
• Unnecessary Documents Details: A journal entry shouldn't include any specific details about the document's contents.
• Excessive Cross-Outs or Correction Fluid: When mistakes are made, make a note and explain them without deleting the original entry. Don't overuse crossed-out words, and never use a drying correction fluid such as White-Out.

Best Practices for Record-Keeping

Beyond ensuring that your notary journal includes everything that it should and nothing that it shouldn't, here are a few general best practices for recording notarial acts:

• Record Chronologically: To prevent tampering, each entry should be recorded chronologically while the signer is present before completing the notarization.
• Complete Entries Before Notarization: Record notarial acts in the presence of signers before affixing their notary stamp to the document.
• Know State Requirements: Some states legally require notaries to keep an up-to-date journal and have specific guidelines that govern its maintenance and handling. In California, for example, every journal entry must include the date, time, type of each act, the character of the document, the signer's signature, and how the signer was identified. You should also be aware that most states treat notary journals as public records open to inspection.
• Keep Indefinitely: We recommend that you keep your journals because they serve as a legal record in the event of a dispute, investigation, or subpoena. Some states also have specific laws governing journal retention and handling. For example, in Illinois, notaries must retain paper and electronic records for at least seven years, and upon commission expiration or resignation, must submit them to the county clerk's office within 30 days. Damaged, lost, or stolen journals must be immediately reported to the Secretary of State.

Privacy and Security of Your Journal

Your journal, like your seal, should almost always remain in your possession. It contains sensitive information and should not be shared with others, including your employer.

Even if your employer purchased the journal, they have no rights to your records. This practice ensures the privacy of those you serve and upholds your integrity as a notary.

Where to Buy a Notary Journal

If you are not currently a notary or need to update your journal, here are some things to consider.

We recommend purchasing from a reliable vendor that specializes in notary supplies. You may find cheap options online, but you can't guarantee they were made with compliance in mind.

Choosing a specialized vendor like Notaries.com ensures your journal follows all of the necessary requirements.

Expect to pay between $15 and $50 for a quality journal, depending on what additional features are important to you. But remember, as long as your choice follows local requirements, you don't need to splurge!

Start Keeping Detailed Records Today

Maintaining a detailed notary journal is a crucial part of protecting yourself legally and upholding the public's continued trust. Whether required by law or not, it is essential to your role as a public official.

That's why, in an effort to make becoming a notary easy, we include a journal (and a surety bond and stamp) with most of our notary packages. Just like all of our other supplies, our journals meet or exceed state requirements. Whether you're a brand-new notary or a seasoned pro who needs something new, we can help! Select your state to get started.