Many states require notaries to maintain an official journal to document all notarial acts. Even in states where it is not mandatory, keeping a detailed notary journal is strongly recommended as a commitment to integrity and legal compliance.

Why Keep a Notary 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 laws, providing a defense against legal challenges. This record-keeping not only protects you but also upholds the integrity and trustworthiness of the notary profession.

How to Properly Document Notarial Acts

Each notarial act should be recorded in chronological order while the signer is present before the notarization is completed. Key details to include are:

Date of the Notarial Act: Record the exact date of the notarization.

Type of Notarial Act: Specify the type (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.

Including a thumbprint of the signer, where permitted, can further strengthen the record by providing physical evidence of the signer’s identity.

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Privacy and Security of Your Journal

Your notary journal, like your notary seal, should remain in your personal possession at all times. 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 Obtain a Notary Journal

If you are not currently using a notary journal or need to update your current one, consider purchasing a reliable notary journal. These journals are designed to meet the specific needs of notaries and are essential for maintaining accurate and comprehensive records of your notarial acts.

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Conclusion

Maintaining a detailed notary journal is not only a best practice but also a crucial part of protecting yourself legally and professionally. Whether required by law or not, it is an essential component of your role as a trusted public official. By thoroughly documenting every notarial act, you ensure transparency, compliance, and the continued trust of the public.

Considering a Digital Upgrade?

If you're interested in going digital, the Notary eJournal by Jurat, Inc., offers an electronic alternative to traditional hard-bound journals. Designed by notaries and trusted in over 45 states, it adheres to stringent notary journal guidelines in the United States. However, always check your state’s requirements before using any electronic notary journal.

The Notary eJournal is the only digital notary journal compliant in California, featuring digital thumbprint capture technology integrated with a portable Bluetooth scanner (sold separately). For more information on product features, visit our website. New users can enjoy a 14-day free trial, which allows up to five signing entries, with no credit card required. Subscription plans start at $19/month when billed monthly or $14/month when billed annually.

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