Notary’s Best Practices in Record Keeping

Keeping a consistent notary record book is the single best thing a notary can do to protect themselves against allegations of misconduct. A well-maintained notary journal includes the date and time of the notarization, the type of notarial act, the name, address, signature and type of identification of the signer, and any other important notes. Even in states where a notary record book isn't required, its use is universally recommended.

The most important rule in record keeping is consistency. The notary should complete each notary journal entry legibly in pen and with all information required by law. Some states require notaries to record the signer’s thumbprint for certain transactions or the serial number of the signer’s identification Other states, for example Texas, specifically prohibit the recording of the serial number or recording the signer’s thumbprint. In jurisdictions where a notary is not authorized to collect thumbprints in his or her record book, a notary should not refuse to notarize solely on that basis.

Examples of additional information a notary may wish to include are the title of the document, the number of pages, the use of a loose notarial certificate, the signer’s use of a mark, and any other relevant details that may help the notary recall the notarial act if it is ever questioned.

Notaries should never white out or black out incorrect information. Corrections made to entries in a notary record book using correction products are unlikely to be accepted as evidence in a court of law. The recommended correction method is to draw a single line through the incorrect information and enter the correction right above it. Place your initials by the correction to indicate that you made the correction. 

Notaries should also not share a notary journal with any other notary. The obvious issue with this scenario is who retains the notary journal when a notary leaves his or her employer. Each notary is a public officer in his or her own right and should keep his or her own notary records.

Unless permitted by law, a notary should not maintain two separate notary journals—for example, one for employer-related notarizations and another for personal notarizations. The notary journal belongs to the notary, and if a notarial act is ever questioned in court, it is the notary—not the employer—who will be required to testify about that act. It is also not advisable for notaries to keep more than one personal journal at a time.

States also typically specify how long notary record books must be retained and how they should be disposed of or archived when a notary resigns or when their commission ends. Some states, such as Texas, require a notary’s record book to be deposited with the county clerk if the notary resigns, dies in office, or is removed from office. When state laws do not address retention, a general rule of thumb is to keep the record book for ten years from the date of the last notarization. Best practice, however, is for the notary to retain the record book permanently.

Maintaining thorough and accurate notary records is one of the most effective ways a notary can protect themselves, serve the public, and demonstrate professionalism. By following state laws, adopting best practices, and keeping detailed, consistent entries, notaries create a reliable record that supports the integrity of every transaction they perform. A well-kept journal not only safeguards the notary but also strengthens the trust placed in the notarial act itself.