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A Notary’s guide to completing journal entries

Updated 6-24-24. Most states either require or recommend that you keep a journal record of your notarizations. A detailed Notary journal helps protect you from accusations of negligence and potential lawsuits.

But what information should be included in a journal entry? Here’s an essential guide to completing journal entries:

Complete the journal entry first

It’s best to complete all parts of the Notary journal entry before finishing the notarization. If you wait until afterward, the signer may depart, leaving you with an incomplete journal entry and no way to finish it. Also, if you wait too long to write down what happened, you may forget essential details you need later. That could cause problems if the notarization is called into question later.

State requirements for Notary journal entries

If your state requires you to keep a journal, make sure to include all mandated information for every entry. For example, California, which has some of the most detailed notarization laws in the country, requires the following information be taken down in each journal entry:

  1. The date and time the notarization took place
  2. The type of notarization performed — such as, “Acknowledgment” or “Jurat”
  3. The type of document being notarized — for example, “Deed of Trust” or “Power of Attorney”
  4. The signature or mark of each person whose signature or mark is notarized, as well as the signature of any subscribing witness
  5. What type of satisfactory evidence was used to identify the signer, such as “U.S. Passport” (California does not allow Notaries to identify signers through personal knowledge), along with the ID’s issuing agency, ID serial number, and issuing or expiration date. If a credible witness is used to identify the signer, the credible witness must sign the journal entry.
  6. The fee charged for the notarial act, or, if no fee was charged, “No Fee” or “0”
  7. The right thumbprint of the signer if the document is a power of attorney, deed, quitclaim deed, deed of trust or other document affecting real property

Please note: California Notaries are not required to write the signer’s address in their journal entry.

For most states with journal requirements, entries generally include some variation of date and type of notarization; type of document; name and address of the signer; and how the signer was identified. But the details of requirements vary from state to state. For example, Pennsylvania requires the following information:

  1. The date and time of the notarization
  2. A description of the document and notarization
  3. The full name and address of each person for whom a notarization is performed
  4. How the signer was identified, with a description, date of issuance and date of expiration if ID was used. If the signer was identified through personal knowledge, include a statement to that effect.
  5. The fee charged 

Texas requires traditional pen-and-paper journal entries for notarizations to include the following:

  1. The date of each document notarized
  2. The date of the notarization
  3. The name and mailing address of the signer or subscribing witness who appears before the Notary. 
  4. The method used to identify the signer and if a credible witness identified the signer, the credible witness’ name and address
  5. A description of the document
  6. If the notarization involved property transactions, the name and address of the person receiving the property
  7. For proofs of execution by subscribing witness, the address of the subscribing witness and whether they personally know the Notary or were identfied by a credible witness (if identified by a credible witness, the credible witness’ name and address must be included).

In addition, Texas Notaries are prohibited from recording the serial or identifying number of a signer’s ID. Texas Notaries are prohibited from recording a signer’s biometric identification, such as a fingerprint or thumbprint, in their journals. 

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Where Notary journals aren’t required

For Notaries in states that don’t require journals or specify what information should be included, the Notary Public Code of Professional Responsibility recommends including the following as a standard of practice for each journal entry:

  1. The date and time of the notarization
  2. The type of notarization performed
  3. The date and description of the document or transaction
  4. The name, address and signature of each person whose signature is notarized or who serves as a witness
  5. A description of how each signer was identified who is not personally known
  6. The fee charged for each notarial act

    Some states, such as Florida, do not require traditional pen-and-paper Notaries to keep a journal, but do require Notaries who perform remote online notarizations (RON) to keep an electronic record of their remote acts.

Additional Notary journal information

Sometimes, there may be an unusual circumstance connected to a notarization. While it is not required, including information about the circumstances in the entry is generally a good idea. That information can be helpful if you are questioned about the notarization at a later time. For example, you might want to note that a signer was bedridden but appeared alert and aware.

Don’t record unnecessary private signer information

You have a responsibility to protect the privacy of your signers and should not ask for sensitive personal information for a journal entry unless required. That could include bank account numbers and Social Security numbers.

David Thun is the Editorial Manager at the National Notary Association.


Related Articles:

How to handle requests for your Notary journal entries

10 Steps Notaries can take to avoid being sued


View All: Best Practices

85 Comments

Add your comment

Valeria Alvarez

10 Sep 2024

Hello, I'm in California, I was doing a notarization which it was a big file including a back up copies that also has to be notarized, the signers were in a rush, so they did not want to sign twice for each document over 40 signatures x2 that has to bee notarize in my book (Journal Entry) so in that case I entered X2 on my notes of the journal, I also was so nervous since they were rushing. but I'm not sure if this is valid or not and what should i do in this case to avoid problem with SOS.

National Notary Association

16 Sep 2024

Hello. California requires a full journal entry for each notarization performed.

Geraldine Denkewalter

09 Jul 2024

I am a notary in Alaska. What am I required to fill out in the journal? Thank you

National Notary Association

12 Jul 2024

Hello. In Alaska, journal entries are only required for remote notarizations (AS 44.50.078[a]). “[A]n an entry must contain the following information: ”(1) the date and time of the notarial act; ”(2) a description of the record, if any, and type of notarial act; ”(3) the full name and address of each individual for whom the notarial act is performed; ”(4) if identity of the individual is based on personal knowledge, a statement to that effect; ”(5) if identity of the individual is based on satisfactory evidence, a brief description of the method of identification and the identification credential presented, if any, including the date of issuance and expiration of the identification credential; and ”(6) the fee, if any, charged by the notary public” (AS 44.50.078[c]). However, the state recommends voluntarily keeping a journal record for traditional notarial acts as well: “It is highly recommended that all notaries maintain a notary journal for all in person notarial acts in addition to remotely performed notarial acts” (Lt. Governor's website).

S.F. Bastow

08 Jul 2024

Good practice when listing whether it is a jurat or acknowledgement also indicate if you attached a loose certificate. I do this by abbreviating "LCA" after the jurat or for the acknowledgement. Was told by NNA not to abbreviate in journal but in the preface of my NNA journals on page iii in the upper right section is "Explanation of uncommon abbreviations and symbols used in this Journal" I have a pre printed page I attach to each journal of all the different abbreviations used in loan documents. (there are many; DT=deed of trust, etc) Remember this is your journal as a witness for the state you are in to defend you in a case brought to court and to clarify what occurred on the date and time of the ACT! Also carry $1 million in professional liability abbreviated as E&O

S. F. Bastow

08 Jul 2024

Read your answer to the question on Oct 17, 2023. re: entering travel fees in journal. Since we are a business in California we are required to create invoice receipts for all work performed. This is where you indicate the breakdown on travel fees, document guidance(loan packages have many non notarized documents) and notarization fees and the # of them. Not in the journal. Only notarial fees charged.

Carol Lee Bruegge

08 Jul 2024

Recently purchased a privacy guard. Had made my own to cover previous entries in journal. Much more professional

Debra Rodriguez

18 Apr 2024

Why are journal entries not standardized and have so many requirement variations between states? Will, or has, a more standardized process been discussed?

Elizabeth

22 Jan 2024

California Notary. I have a repeat customer who insisted today he was going to sign in a purple ink pen and wanted to use his red ink pad to do a thumbprint. I wasn't even allowed to view the document to ascertain if a thumbprint was required. But, I said I wasn't comfortable using an ink pad I was unfamiliar with and I supply my own journal tools. To make a long story short, he called me a fraud and a traitor before storming off; I've never been so scared and shaken in my 9 years as a Ca notary public. Do customers have the right to dictate how my journal is filled out and insist on using their own ink pad?

National Notary Association

29 Jan 2024

Hello. If the customer refused to inform what type of document he was asking you to notarize or if the document was a type that required you to obtain a signer thumbprint in your journal, it was appropriate for you to refuse the notarization. California Notaries are required to enter the character (type or title) of every document sworn to, affirmed, acknowledged or proved before the Notary in each journal entry, and the signer's thumbprint if the document is a power of attorney, deed, quitclaim deed, deed of trust or other document affecting real property (GC 8206[a]). Without the information you need to complete the journal entry as required by law, you cannot proceed with the notarization.

Rose

04 Jan 2024

Hello, Can you write document type, a loan number, and name below an acknowledgement and Jurat. I am a notary in California.

National Notary Association

05 Jan 2024

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

bessyvalencia@hotmail.com

22 Oct 2023

I just got my journal, it does not have column for input place where the notarial service is performed, and the other columns are not in order like a regular journal. Can I still use it?

National Notary Association

23 Oct 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Debra

17 Oct 2023

Hello, I am a Notary in California - if we charge a travel fee, does this need to be documented in our journal, or is a receipt sufficient?

National Notary Association

17 Oct 2023

Hello. The following information is required for each CA journal entry: Date, time and type of each official act; Character (type or title) of every document sworn to, affirmed, acknowledged or proved before the Notary; Signature of each person whose signature is notarized, including the signature of any subscribing witness and the mark of a signer; Statement regarding the type of satisfactory evidence relied on to identify the signer; Fee charged for the notarial act or, if no fee was charged, “No Fee” or “0”; If document is a power of attorney, deed, quitclaim deed, deed of trust or other document affecting real property, the right thumbprint (or any other available print) of the signer. As a standard of practice, if you charge a separate travel fee to a customer you should also record that in the journal and note that it is separate from the notarization fee, so you have a clear record if there is ever a question about the amount you charged customers.

oceanbeach373@gmail.com

08 Oct 2023

Hello, I am a Notary in NY. I wanted to know if it's okay to record down the Signer's Identification Number (such as a Driver's License Number) in my Notary Journal or if this not a good practice?

National Notary Association

11 Oct 2023

Hello. According to 19 NYCRR 182.9(a), for each entry of a notarial act, a Notary must record in the journal: 1. the date and approximate time, and type of notarial act; 2. the name and address of of any individuals for whom a notarial act was performed; 3. the number and type of notarial services provided; and 5. the type of credential used to identify the principal, including, for verification made in accordance with 19 NYCRR 182.5(b)(4)-(5), the names of the witnesses and, if applicable, the type of credential used; 6. for electronic notarial acts, identification of the communication technology and, if not included as part of the communication technology used by the electronic notary, the certification authority and verification providers used.

Charlene Rosa

01 Aug 2023

whose thumb print is entered in the journal.?

National Notary Association

01 Aug 2023

Hello. To help us provide you with the information you need, can you please tell us what state you are commissioned in?

Angelina Monetti

13 Jul 2023

for Idaho journal entries (New to Idaho, used to be a CA notary), are we allowed to record more than 1 document per journal entry line? Also are thumbprints ever required for any kind of journal entry?

National Notary Association

14 Jul 2023

Hello. Idaho does not require Notaries to keep journals, though the state recommends the practice. If you choose to keep a journal, the Secretary of State's office recommends recording the following information: Date and time of notarial act; Date on document notarized; Type of document notarized; Type of ID used to verify principal signer’s identity; Name of principal signer; Address of principal signer; Signature of principal signer indicating that journal entry is correct.

Damaris Lugo

10 Jul 2023

Hi, I;m a Notary in New York. Question about the Notary Journal when marking that the signer is personally known to me. The example in the journal I received is a bit confusing. Am I supposed to write my name (as the Notary) after marking Personally know by the Notary? The example shows it marked as Personally Known and a name but then list the additional info shows " address of credible witness" and an address. But 'Credible Witness' was not marked in Identification of Signer. I hope my question makes sense.

National Notary Association

12 Jul 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Lesette

16 Jun 2023

I am a notary in NY and I am aware that we are now required to keep a log. My question is whether we are permitted to log the identification number along with the type of id presented.

National Notary Association

20 Jun 2023

According to 19 NYCRR 182.9(a), for each entry of a notarial act, a Notary must record in the journal: 1. the date and approximate time, and type of notarial act; 2. the name and address of of any individuals for whom a notarial act was performed; 3. the number and type of notarial services provided; and 5. the type of credential used to identify the principal, including, for verification made in accordance with 19 NYCRR 182.5(b)(4)-(5), the names of the witnesses and, if applicable, the type of credential used; 6. for electronic notarial acts, identification of the communication technology and, if not included as part of the communication technology used by the electronic notary, the certification authority and verification providers used.

Dora Ramos

21 Mar 2023

New York does indeed require its notaries to keep a journal as of January 2023. Can NY notaries combine multiple documents (as in, notarizing multiple affidavits signed by the same person at the same time) in one journal entry/assignment?

National Notary Association

14 Apr 2023

According to 19 NYCRR 182.9(a), for each entry of a notarial act, a Notary must record in the journal: 1. the date and approximate time, and type of notarial act; 2. the name and address of of any individuals for whom a notarial act was performed; 3. the number and type of notarial services provided; and 5. the type of credential used to identify the principal, including, for verification made in accordance with 19 NYCRR 182.5(b)(4)-(5), the names of the witnesses and, if applicable, the type of credential used; 6. for electronic notarial acts, identification of the communication technology and, if not included as part of the communication technology used by the electronic notary, the certification authority and verification providers used.

danna webb

21 Dec 2022

Does NYState require a notary journal? Thank you

National Notary Association

22 Dec 2022

Hello. No New York does not require Notaries to keep a journal.

Jennifer

03 Nov 2022

I'm in Kansas and am working with a young man who is interested in becoming a notary. Can an electronic journal be in a spreadsheet, provided it's in a password protected and write protected document? Physically writing is difficult for him, but he can type well. Thank you.

National Notary Association

10 Nov 2022

Hello. In Kansas, “A journal may be created on a tangible medium or in an electronic format” (KSA 53-5a20[b]). Tangible Journal: “If the journal is maintained on a tangible medium, it shall be a permanent, bound register with numbered pages” (KSA 53-5a20[b]). Electronic Journal: “ If the journal is maintained in an electronic format, it shall be in a permanent, tamper-evident electronic format complying with the rules and regulations of the secretary of state” (KSA 53-5a20[b]). Tangible Copies: “Each notary public’s records shall be capable of being produced in a tangible medium when requested” (KAR 7-43-15[a]).

Bobby Jo DeLeon

29 Aug 2022

I'm doing a Reverse Mortgage loan signing... I have a total of 12 notarial acts. Do I record this, in my journal, as 2 recordings from the two signers, or do i record all 12 separately? Texas

National Notary Association

06 Oct 2022

A notary public who performs multiple notarizations for the same signer within a single document may abbreviate the entry of those notarizations in the notary journal, except that a separate entry must be made for each type of notarial act. The abbreviated entry must contain all the information required by law, and must include the number of notarizations performed within the specified document. The required journal elements in the state of Texas are: 1. The date of each document notarized; 2. The date of the notarization; 3. The name of the signer, grantor, subscribing witness or maker; 4. The signer’s, grantor’s, subscribing witness’s or maker’s mailing address; 5. Whether the signer, grantor or maker is personally known by the Notary; was identified by an ID card issued by a governmental agency or by a U.S. passport; or was introduced to the Notary and, if so, the name and residence address of the introducer; 6. If the document is proved by a subscribing witness, whether the witness was personally known by the Notary or introduced, and, if introduced, the name and mailing address of the introducer; 7. The name and mailing address of the grantee; 8. If land is conveyed or charged by the document, the name of the original grantee and the county where the land is located; and 9. A brief description of the document.

Stephen M

06 Jun 2022

I am in NJ, does my journal need to have a signature from the person whose document I just signed and do I also need address or is town and state they live in sufficient. Also, when I became a notary 15 years ago in PA, I remember it was stated that I own my journal and it is mine and that journal entries did not require signature or address. Do I own my journal and when I live my work does it come with me?

National Notary Association

07 Jun 2022

Hello. New Jersey Notaries are required to record the following information in their journal entries: “(1) the date and time of the notarial act; “(2) the type of notarial act, including but not limited to the taking of an acknowledgment, the taking of a proof of a deed, the administration of an oath, or the taking of an affidavit; “(3) the name and address of each person for whom the notarial act is performed; “(4) if the identity of the individual is based on personal knowledge, a statement to that effect; “(5) if the identity of the individual is based on satisfactory evidence, a brief description of the method of identification and the identification credential presented, if any, including, if applicable, the type, date of issuance, and date of expiration of an identification document, or the name and signature of any identifying witness and, if applicable, the type, date of issuance, and date of expiration of a document identifying the witness; and “(6) an itemized list of all fees charged for the notarial act” (NJSA 52:7-10.18.b). New Jersey Notaries are required to keep their journals 10 years after the last act recorded in the journal entry: “The notary public shall either: “(1) retain the journal for 10 years after the performance of the last notarial act chronicled in the journal; or “(2) transmit the journal to the Department of the Treasury, Division of Revenue and Enterprise Services, or a repository approved by the State Treasurer” (NJSA 52:7-10.18.d).

Sheila Marie Howell

31 Mar 2022

I'm in Ohio. I completed my journal entry exactly the way I saw it on the video. I try to be very careful and get as much information as possible within my notary act.

Michele R.

30 Mar 2022

I'm a California notary and perform tons of notarizations for my boss. Can I use pre-printed name/address labels in my journal in the "Name and Address of Signer" spot? Thanks!

National Notary Association

22 Apr 2022

We do not recommend that address labels or other labels be used in the journal. This is because the adhesive on the labels could stop working after several years. This would cause the stickers to roll up and call out of the journal when opened. We do recommend that a rubber stamp with the desired information could be used. It should also be noted that the address is not a required journal element and does not need to be entered in the Notary journal.

S Homan

28 Mar 2022

I am commissioned in Pennsylvania. I would like to know if the thumbprint is required in my state also what do you write in your journal if the document doesn't have a date?

National Notary Association

30 Mar 2022

Hello. Pennsylvania Notaries are not required to take a signer thumbprint or record the document date for a journal entry. The following information is required for a journal entry: “(1) The date and time of the notarial act. “(2) A description of the record, if any, and type of notarial act. “(3) The full name and address of each individual for whom the notarial act is performed. “(4) If identity of the individual is based on personal knowledge, a statement to that effect. “(5) If identity of the individual is based on satisfactory evidence, a brief description of the method of identification and any identification credential presented, including the date of issuance and expiration of an identification credential. “(6) The fee charged by the notary public” (57 Pa.C.S. 319[c]).

C. Billiard

22 Mar 2022

If a person comes in needing to have two of the same document notarized, do I log this twice in my log book? Or just once because it is the same document with stamped "1 of 2" and "2 of 2" in the corners?

National Notary Association

22 Mar 2022

Hello. To help us answer your question can you please tell us what state you are commissioned in?

Francine Hatfield

20 Mar 2022

What if a document does not have a date. What do you put in you notary journal?

National Notary Association

22 Mar 2022

Hello. To help us answer your question can you please tell us what state you are commissioned in?

John Shiurba

25 Jan 2022

It seems that according to California law, I do not need to record the address where the notarization occurred or the address of the signer. In that case is it permissible to just record these once for a loan signing with multiple notarizations? Also it seems that California law does not require me to fill out two separate journal entries for a single notarization involving two signers, but I can't imagine that is correct...?

National Notary Association

26 Jan 2022

Hello. The CA Secretary of State's office requires a full journal entry for each notarization performed. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2016/12/record-multiple-notary-journal-one-assignment

Donna Yahle

14 Jan 2022

I do very small amount of notary work. once in a while. mostly auto or boat documents.

Christal Solitana

19 Dec 2021

What happens if we forget to write down an entry on the Notary Journal, but we already did another Notary and wrote that down. I'm from Guam

National Notary Association

13 Jan 2022

Guam requires that Notary Journals be kept in chronological order. Since you have made subsequent entries, you would be unable to enter the information missed. Going forward, it is a good practice to make your journal entry first before completing the rest of the notarization.

Todd Hurley

02 May 2021

Can you tell the requirements for North Carolina? Thank you very much!!

National Notary Association

05 May 2021

Hello. The state "Notary Public Guide for North Carolina" says the following: “Typical journal entries include the date and time of the transaction, the name(s) and signature(s) of the principal signer(s), the type of identification used to positively identify the signer(s), the type of document notarized, and the type of notarization that was performed. Driver’s license numbers and Social Security numbers should not be recorded in a notary journal”

Norma Mejia

26 Apr 2021

Hello, I do loan signings in CA and some of this loans have five signers and up to 19 different notarization, sometimes two or three copies of particular notarizations are required. On top of that there are five signature/name affidavits in this packages. Does that mean that I have to perform 30 to 50 notarizations per loan package? I bought the modern journal of notarial events in order to be able to do group notarizations, but I just learned single journal entries are required? What is a recommended journal for notaries in California then?

National Notary Association

29 Apr 2021

Hello. California journal requirements are very strict — the Secretary of State requires Notaries to complete a full journal entry for each notarization performed. California Notaries may not use ditto marks for journal entries. The reason for this is California Notaries are required by law to provide copies of information in their journals to the public upon a written request, and any line item provided must include complete information. The CA Secretary of State's office previously provided the following statement to the NNA when asked about the type of journal a Notary may use: "California Government Code section 8206(a)(1) requires that a California notary public maintain one active sequential journal under the notary public’s direct and exclusive control, which means that the journal must be bound and continually contain all of its pages and every line item recorded. Loose separate pages removed or added at a later time are not in sequence and are not in the one active journal. All of the information prescribed by California Government Code section 8206 must be completed in the journal sequentially at the time each notarial act is completed and all previous entries must be continuously maintained in one bound journal."

Linda Kemph

29 Mar 2021

Is there a link that you can provide that shows the rules for each state? I live in Arizona and want to make sure I am keeping accurate records required inArizona.

National Notary Association

01 Apr 2021

Hello. We're sorry, we don't have a link listing every state's journal requirements. However, the paper journal entry requirements for Arizona are as follows (ARS 41-319.A): 1. The date of the notarial act; 2. A description of the document or type of notarial act; 3. The printed full name, signature and address of each person for whom a notarial act is performed; 4. The type of satisfactory evidence of identity for each person for whom the notarial act is performed, if other than the Notary’s personal knowledge, including a description of the identification document, its serial or ID number, and its date of issuance or expiration; 5. The fee, if any, charged for the notarial act. An electronic journal entry for a remote online notarization must include the following information (ARS 41-374.A): 1. The date and time of the notarial act. 2. A description of the record, if any, and type of notarial act. 3. The full name and address of each individual for whom the remote online notarial act is performed. 4. If the identity of the individual is based on personal knowledge, a statement to that effect. 5. If the identity of the individual is based on credential analysis and identity proofing, a brief description of the results of the identity verification process and the identification credential presented, including the date of issuance and expiration of the identification credential but not its serial or identification number. 6. If the identity of the individual is based on an oath or affirmation of a credible witness, the information required by paragraphs 3, 4 and 5 of this subsection with respect to the credible witness. 7. A fee, if any, charged.

Chelle

26 Mar 2021

I'm a notary in Florida and my employer requires me to keep a journal. The question has come up am I allowed to record ID numbers from driver's license and passports for my notary journal?

National Notary Association

01 Apr 2021

Hello. Since Florida does not have a statutory requirement for traditional Notaries to keep a journal, the state does not specify what information must be recorded in a physical journal of notarial acts. In the absence of statutory guidelines, the Notary Public Code of Professional Responsibility recommends including the following as a standard of practice for each journal entry: 1. The date and time of the notarization 2. The type of notarization performed 3. The date and description of the document or transaction 4. The name, address and signature of each person whose signature is notarized or who serves as a witness 5. A description of how each signer was identified who is not personally known 6. The fee charged for each notarial act

Mae

16 Mar 2021

Hello how do I record an unconditional final lien release in my journal?

National Notary Association

17 Mar 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Cathy

10 Feb 2021

In California, Is a journal like the following permitted? “COMPREHENSIVE LIST OF DOCUMENTS – The journal’s comprehensive set of common documents (more than any other journal) and notarial acts eliminates the hassle and tedium of listing multiple documents in separate entries. When needed, space is available to enter less common documents.”

National Notary Association

12 Feb 2021

Hello. The CA Secretary of State requires Notaries to complete a full journal entry for each notarization performed. California Notaries may not use ditto marks for journal entries. The reason for this is California Notaries are required by law to provide copies of information in their journals to the public upon a written request, and any line item provided must include complete information. Please see Page 7 of the 2020 Notary Newsletter for more information: https://www.sos.ca.gov/notary/newsletter

d.mowry@icloud.com

22 Jan 2021

Does Ohio require you to keep a journal?

National Notary Association

26 Jan 2021

Hello. Ohio requires a journal for online notarizations only (ORC 147.65).

Elaine Farmer

04 Sep 2020

I am a Notary in RI Some of the Signing include docs to notarize for them specifically — up to 8 or 10 for I need to list all of these separately also— with bank docs can be 10 or 12 signatures — list all of them separately??

National Notary Association

04 Sep 2020

Hello. Rhode Island does not require Notaries to keep a journal. Please see the following articles for suggestions on journal entries for states that do not have a statutory requirement: https://www.nationalnotary.org/notary-bulletin/blog/2017/04/notary-guide-completing-journal-entries and https://www.nationalnotary.org/notary-bulletin/blog/2016/12/record-multiple-notary-journal-one-assignment.

Barry Hayes

19 May 2020

I'm a notary in California. When notarizing several documents from the same signer, I get the signature, printed name, and thumb print, if required. But I only fill out the ID information once per page, and put "see line 2". Is that permitted, or should I be copying the information each and every time? If asked for a copy of the journal entry at some later date, can I copy the ID information to the line requested at that later date?

National Notary Association

20 May 2020

Hello. No, these are not acceptable practices for your journal. The CA Secretary of State requires Notaries to complete a full journal entry for each notarization performed. California Notaries may not use ditto marks for journal entries. The reason for this is California Notaries are required by law to provide copies of information in their journals to the public upon a written request, and any line item provided must include complete information. Please see here for more information: https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2018.pdf

mande7@verizon.net

14 May 2020

What happens when they bring you a document that has a different year. Say we are in 2020. But document says 2019

National Notary Association

18 May 2020

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

CB

06 Apr 2020

I think it would also be helpful to include how to properly mark out the journal entries if the signer chooses not to go forward with the signing.

Theresa D

10 Feb 2020

To Karen Howard ~ I am also a California Notary who does similar signing packages that include many notarizations per package. I make a separate line in my journal for each and every notarization as is required by California Law. I also get a signature and thumb print from my signer for every act. Often my signers question why they have to sign so many lines and that the notary before me never made them do this. It concerns me that other notaries in this profession are now following the law on this. But always cover yourself by following the law even if it seems like excessive work. I go through a lot of journals but I would rather do that then have a notarization I did invalidated for a clerical short cut.

Jamie Odra

30 Oct 2019

(I am a notary in California.) It has been a while since I have done a notarization, and I do not do that many. I have a document that requires two signatures from the same person - this means I will fill out two journal entries and complete one acknowledgement form, correct? Thanks for your help!

National Notary Association

31 Oct 2019

Hello. If both signatures from the person are being notarized at the same time, then you are correct.

Isabel R

12 Apr 2019

For the state of Missouri, is it required or prohibited from recording the identification number of a signer's ID?

National Notary Association

17 Apr 2019

Hello. Missouri does not specify if identification numbers are required or prohibited in its Notary laws. The following information must be recorded in the journal for each notarization (RSMo 486.260): 1. The month, day and year of notarization; 2. The type of notarization (e.g., acknowledgment or jurat); 3. The type of document notarized; 4. The name, signature and address of the signer; 5. The identification used to identify the signer; 6. The fee charged for the notarization.

Christopher Greene

11 Apr 2019

This was a great help!

Karen Howard

25 Mar 2019

Notary Journals are "supposed" to include a separate line for each document notarized. In some real estate closing packages there are over 10 documents. Do escrow officers employed directly by title companies make the separate 10 entries? I haven't found one yet?

AAndrew

06 Dec 2017

I'm a notary in California and typically notarize full estate plans and am paid a flat rate by the attorney that includes everything, including travel. The payment I receive breaks down to less than the $15 per signature allowed. Can I list the flat rate in the first line for the entries for each appointment ($50-$60)? Or should it be divided with an amount ($15 or less) listed on each line for the appointment? I don't want it to appear that I'm overcharging, but if I list the flat rate on the first entry, then $0 for each after, it should be obvious that I'm not overcharging, right?

National Notary Association

08 Dec 2017

Hello. We recommend you speak to one of our Hotline counselors about this situation. You can reach them by phone at 1-888-876-0827.

A Andrew

30 Nov 2017

I'm a California notary and mainly notarize estate plans (multiple signature) and charge a flat rate for the appointment to the attorney. Can I list my flat rate for the first signature, then $0 for the remaining entry lines? Or do I need to divide the $50-$60 I charge between all of the entries for that appointment?

National Notary Association

08 Dec 2017

Hello. We recommend you speak to one of our Hotline counselors about this situation. You can reach them by phone at 1-888-876-0827.

Lois A. Barrall

24 Oct 2017

I am looking for a copy of the PA notary laws that governed journal entries in December 2016, what a notary needs to enter as to document identification. I can find the new ones for 2017, but I need a copy of the 2016 version.

Phil Hughes

01 May 2017

In bullet number 4, I would add the signature and ID information of credible witnesses if a credible witness or witnesses were used to identify the signer. (Just to be complete)

R C Leyva

01 May 2017

Need this info

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