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The notary journal can contribute significantly to the safety, defense, and protection of the Notary, and may prove vital if the Notary is ever required to testify in court about a particular act.
The journal helps prevent fraud, as the signer will be unwilling to sign a journal if his intent, for instance, is to commit forgery. The properly completed journal entry can provide proof that the Notary acted according to law and proper procedures in performing the act in question.
The journal is a Notary's strongest defense against claims of wrongdoing, and can also serve to remind the Notary of key points to the procedure that are required. The journal should include the following information:
A thumbprint is advisable, and adds to the signer's security as well as the Notary's keeping this important 'diary' of actions, including the signature of the signer before you, can prove that the signer did appear before the Notary, did take an oath or make an acknowledgment, and may serve to document an illegal act by signer appearing before the Notary if it is later questioned or proven that fraud was committed.
Again, remember the dynamics of consistency. If the Notary follows proper procedures, the same way every time, it is likely that he or she will properly perform consistently. As discussed under 'Personal Appearance,' if the Notary is ever requested to appear in court about a particular procedure, the journal will provide invaluable evidence that the Notary acted appropriately. Because notarizations are challenged sometimes years after the act took place, it is recommended that Notaries maintain journals for years beyond the final entry in each book.
To order a Notary journal, call 800-422-1555 or visit us at http://www.notaries.com. Or complete this order form on this card and fax to us at 800-224-6368.
Begin a habit that will help prevent errors, omissions, and fraud, and will provide protection from charges of wrongdoing by proving proper procedures were followed. It's a good investment.