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Record Keeping / Notary Journal

Do I have to maintain a notary record book?

Some states mandate that their notaries public record every notarial act they perform in a notary record book (also called a journal, register, or log). A well-maintained notary record book that contains the signatures of the signers confirms that the notary public followed proper notarial procedures at the time of the notarization.

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If I generate a computer based notary journal with all the information required by notary law, will it satisfy the requirements of notary law?

In some states, a notary public is required only to maintain a permanently bound journal of his or her notarial acts containing numbered pages. However, in some states, notaries public are allowed to generated computer based notary record books that contain all of the information required by statute.

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How long must I keep my notary journal?

Most states generally do not provide notaries public a specific time period for how long they must keep their notary journals. This Association highly recommends that notaries public hold on to all of their notary journals permanently.

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My notary journal was stolen recently. How do I report this incident?

A notary public must comply with his or her state statute if such law dictates procedures for reporting lost or stolen notary record books. In some states, the notary public must report the lost or stolen notary record book to his or her state’s commissioning authority. You should also report the theft of your notary record book immediately to your local law enforcement agency. You may order a new notary record book with this Association by visiting our website at www.usnotaries.com

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I have recently moved and misplaced or lost my record book. Do I have to report this to anyone?

Contact your state’s commissioning authority for instructions. You may order a new notary record book at this Association by visiting our website at www.usnotaries.com

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Do I have to keep my notary record book under lock and key?

Yes. To prevent the misuse of your notary record books, notaries public must keep their record books safe and secure. Some notary laws in some states actually use the words “under lock and key.”

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When I retire, what do I do with the ten notary record books I accumulated over the last twenty years?

The notary laws in your state may specifically direct you to deposit your notary record books with your state’s commissioning authority or with the office of the county clerk in the county in which you reside. Contact the state’s commissioning authority to obtain specific statutory procedures regarding a notary’s record books.

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When I quit my job, do I take my notary record books with me?

Yes. Your notary record books must be in your possession when you quit your job even though your employer paid the fees associated with your notary commission.

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On an average day, I notarize over 30 documents for my employer. Are notaries required to maintain a notary record book if the notarizations are done only within the scope of their employment?

Yes, if state notary laws require a notary public to maintain a notary record book (also called a journal, register, or log) of all notarial acts performed.

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I left my job, and my employer kept my notary journal. To whom should I report this?

Report to your state’s commissioning authority for instructions. The state’s notary laws may direct your former employer to return your notary record books to you.

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My employer wants all notaries in the office to share the same notary record book. Is that acceptable with the state?

No. If state notary laws require notaries public to maintain a notary record book for the execution of every notarial act, each notary public is responsible for maintaining his or her own notary record book. The notary record book is the exclusive property of the notary public. Upon resignation or termination, the notary public must have in his or her possession the notary record book, notary seal, and notary commission.

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I am moving out of state. What do I do with my notary log?

Contact your state’s commissioning authority for instructions. You may need to deposit your notary record books at a specific designation.

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Is the information in my notary journal public information? If so, do I have to provide copies of the pages from my notary journal to anyone requesting such copies?

There are numerous states that dictate that the notaries’ record books are deemed public records and anyone can request information from them. However, in some states, the information in a notary record book can only be obtained through a written court order. Learn your state notary laws.

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I had a signer refuse to sign my notary journal. Is this a basis for me to refuse to provide notary services?

Yes, only if your state notary laws require notaries public to secure in their notary journal the signature of the document signer for whom the notarization was performed. A notary public must decline a notarization if the notary cannot meet the requirements of state laws.

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When I perform a notarial act, what information do I need to record in my notary journal?

The state notary law generally details what notarial information is required in a notary record book. Check your state notary laws for that information, or contact your state’s commissioning authority.

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I received a letter from an attorney requesting certified copies of records from my notary book. Is this standard procedure?

The state notary law generally states that the notarial entries in the notary record book are public information. The common practice is that a notary public, upon payment of all fees, provides a certified copy or copy of any record in the notary public’s office to any person requesting the copy. Contact the state’s commissioning authority to determine what must be provided from your notary record book.

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Should I note which identification was used to verify the
identity of the signer in my journal?

Some states specifically prohibit their notaries public from recording the identification number in their notary record book. However, some states legally require their notaries to record in their notary record book what documentation was used to verify the identity of the signer. Check your individual state’s notary laws.

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Is signing in the log book required before notarizing a document? If the notary didn't have the log book signed, is the notarization valid?

Some state require their notaries to secure the signature of the document signer in their notary record book. The failure to do so may subject the notary to disciplinary action by the commissioning authority. Even if notary laws do not require it, having the signer’s signature in the notary’s record book will make it harder for him to allege that he did not appear before the notary when his signature was notarized.

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If I have five documents to notarize, does the signer have to sign my notary book five times?

Yes, if your state notary laws dictate that a notary public must secure the signature of signer in his or her notary journal for every notarial act performed.

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If I accidently put the wrong type of notarial act in my notary journal, what can I do to correct the notarial entry? What if I need to void an entry?

The notary laws in most states do not generally prohibit a notary public from making the necessary alterations, corrections, modifications, and amendments, and/or making null and void a notarial entry already recorded in a notary record book. If you record the wrong information in your notary record book, write a line through the incorrect information and initial it and write the correct details of the notarization.

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In dealing with a document with more than one signature, how many entries do I have to make on my Notary Journal?

If state law requires notaries to maintain a notary record book of every notarial act performed, the notary must record every notarization performed in his or her notary journal. If the notary performed one notarization for several document signers, the notary will record only one notarial entry in his or her record book.

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Is it illegal for a notary to purposely destroy his or her notary record book?

In some states, it is a criminal offense for a notary public to knowingly destroy his or her notary record books. Contact your state’s commissioning authority for further information.

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Should I record any special situations or remarks made regarding the behavior of the signer in my notary journal?

Absolutely. A notary public should maintain a detailed notary record book of every notarial act performed.

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Legal disclaimer: The information provided on this page is for general informational purposes only and should not be relied upon as legal advice. We do not claim to be attorneys and we do not guarantee the accuracy, completeness, or reliability of the information provided. You should always seek the advice of a licensed attorney for any legal matters. It is your responsibility to know the appropriate notary laws governing your state. In no event shall the American Association of Notaries, its employees, or contractors be liable to you for any claims, penalties, losses, damages, or expenses, howsoever arising, including, and without limitation, direct or indirect loss, or consequential loss, out of or in connection with the use of the information contained on any of the American Association of Notaries website pages. Notaries are advised to seek the advice of their state’s notary authorities or attorneys if they have legal questions.