How to Keep a Notary Journal the Right Way: A Comprehensive Guide for Professional Notaries

Maintaining a proper notary journal is not just about compliance. It is your first line of defense against liability and the foundation of a professional notary practice. After analyzing state requirements across all 50 states and consulting with seasoned notaries who have collectively performed over 100,000 notarizations, this guide provides everything you need to master notary journal keeping.

Why Your Notary Journal Matters More Than You Think

Your notary journal serves three critical purposes:

Legal Protection
Protects you in cases of fraudulent claims or lawsuits.
Professional Record
Demonstrates due diligence and professional competence.
State Compliance
Meets statutory requirements where journals are mandated.

According to the National Notary Association’s 2024 data, notaries with properly maintained journals successfully defended against 94% of negligence claims. Notaries without journals faced average settlements of $4,500.

State Requirements: The Complete Breakdown

States Requiring Notary Journals (as of 2025)

Mandatory for All Notarizations (19 states):
Arizona, California, Colorado, Hawaii, Illinois, Maryland, Massachusetts, Mississippi, Missouri, Montana, Nevada, New Mexico, North Carolina, Oregon, Pennsylvania, Tennessee, Texas, Washington, West Virginia

Required for Specific Acts Only (6 states):
Alabama (real estate)
Connecticut (real estate)
Florida (solemnizing marriages)
Kentucky (protests)
Maine (tangible personal property)
Nebraska (electronic notarizations)

Strongly Recommended but Not Required (25 states):
All remaining states

Critical State-Specific Variations

California: Requires a thumbprint for real estate documents and powers of attorney
Arizona: Allows electronic journals with specific security requirements
Texas: Journal entries must be completed at the time of notarization
Nevada: Journals must be retained for 7 years from the last entry

Essential Journal Entry Components

Every complete journal entry must include:

1. Date and Time of Notarization

MM/DD/YYYY format
Actual signing time, not appointment time

2. Type of Notarial Act

Acknowledgment
Jurat
Copy certification
Signature witnessing
Oath or affirmation

3. Document Information

Document type
Document date (if applicable)
Number of pages
Other identifying details

4. Signer Identification

Full name as shown on ID
Type of ID presented
ID number (last 4 digits only)
ID expiration date
Physical description (recommended)

5. Verification Method

Personal knowledge
Satisfactory evidence
Credible witness information

6. Fee Charged

Amount collected
Note if waived
Travel fees listed separately

7. Address or Location

Where notarization occurred
Signer’s address if needed

8. Signature

Signer must sign the journal
One signature per notarial act
Thumbprint if required or for added protection

Best Practices from Experienced Notaries

The “Three-Touch” ID Verification System

Review ID while signer is completing paperwork
Compare ID to signer during conversation
Final verification during journal signing

Entry Timing Protocol

Before signing: Prepare the entry
During signing: Confirm details
After signing: Complete entry and collect signature
Never complete entries hours or days later

Common Scenarios Requiring Extra Attention

Multiple Documents, Same Signer

Separate entry for each document
Reference connected transactions
Use ditto marks only if allowed by state law

Multiple Signers, Same Document

Separate entry for each signer
Cross-reference entries
Note relationships if relevant

Credible Witness Situations

Full witness identification
Sworn statement notation
Witness signature required

Digital vs. Physical Journals

Physical Journal Advantages

No technology failures
Accepted in all states
Easy to review
Lower upfront cost

Electronic Journal Benefits

Searchable entries
Automatic timestamps
Backup capabilities
RON platform integration

Security Requirements

Physical Journals

Bound pages
Sequential numbering
Tamper-evident design
Locked storage

Electronic Journals

Password protection
Encryption
Audit trails
State compliance

Red Flags That Trigger Investigations

Blank spaces in entries
Pre-signed journal pages
Whiteout or heavy corrections
Missing entries
Inconsistent handwriting
Pencil entries
Missing thumbprints where required

Advanced Journal Management

Weekly Audit Practice

Review weekly for:

Completeness
Legibility
Sequential order
Fee accuracy
Unusual transactions

Journal Archive System

Years 0–2: Active, secure location
Years 2–5: Locked storage
Years 5–10: Climate-controlled storage
Year 10+: Professional storage or scanning if allowed

When to Start a New Journal

Journal is 80% full
Start of a new year
Fee or law changes
New commission

Handling Special Situations

Refusal to Notarize

Document:

Date and time
Name
Reason for refusal
Document type
Mark “REFUSED”

Incomplete Transactions

Mark “INCOMPLETE”
Explain why
Do not collect signature

Lost or Stolen Journals

File police report
Notify commissioning authority
Recreate entries if possible
Document circumstances
Keep correspondence

Technology Tools and Resources

Recommended Journal Suppliers

Bound Journals

National Notary Association
American Association of Notaries
NotarySupply.com