October 30, 2024


What Should I Record in My Notary Journal?

A proper notary journal entry serves as an official record of the notarization and protects both the notary and the public. Here’s what should be included as a best practice in a notary journal entry. You must verify what your state requires and adhere to those guidelines.

1. Date and Time of the Notarization

  • Record the exact date and time the notarization took place. This ensures a clear timeline of when the notarial act occurred.

2. Type of Notarial Act

  • Clearly specify the type of notarial act performed (e.g., Acknowledgment, Jurat, Oath/Affirmation, Copy Certification). This shows what you were asked to notarize.

3. Document Type

  • Identify the type of document being notarized (e.g., Deed of Trust, Power of Attorney, Affidavit). Do not include details of the document’s contents, just the general type.

4. Signer’s Name

  • Write the full name of the person signing the document. This ensures clarity on who was involved in the notarization.

5. Method of Identification

  • Record how you verified the signer’s identity. This can be done in one of two ways:
    • ID Type: List the type of identification presented (e.g., Driver’s License, Passport, State ID). 
    • Credible Witnesses: If identification was confirmed by credible witnesses, include the witnesses’ names and how they were identified (e.g., by showing ID).

6. Signer’s Signature

  • Have the signer sign the journal entry next to their name. This provides an additional record of their agreement to the notarization.

7. Fee Charged (if applicable)

  • Note any fee charged for the notarial act. If you’re not charging a fee, mark it as “no fee.”

8. Description of Any Special Circumstances

  • If any unusual circumstances occurred during the notarization, briefly note them. For example, if a signature by mark, the use of a signing by proxy, or thumbprint was used due to a physical impediment, include that detail.

9. Thumbprint (in applicable states)

  • In some states (such as California), a thumbprint is required for certain notarizations, particularly for real estate documents or powers of attorney. If required, obtain the thumbprint in the appropriate section of the journal.

10. Notary’s Signature (if required by your state)

  • Some states require the notary to sign each journal entry to confirm the record of the act. If applicable, sign the journal entry yourself.

Additional Recommendations:

  • Entry Number: Each entry should be numbered sequentially for easy reference.
  • Volume/Page Number: If you’re using multiple journal volumes, track the volume and page number to easily locate the entry.

By ensuring that each entry in your notary journal is thorough and accurate, you protect yourself and provide transparency and security for the parties involved in the notarization.