Why a journal exists
A journal documents that the notary did their job: who appeared, what was notarized and how the notary knew the person was who they said. If a document is later challenged, the entry provides evidence. In New Jersey, notaries keep journals under the state's notarial act, and retention is ten years.
Building a notary business? The loan signing agent course.
Rules differ elsewhere, so a notary follows the law where the act occurs.
What an entry usually contains
Expect the date and time, the type of notarial act, a description of the document, the signer's name and address, how identity was verified, and the signer's signature. Many entries note the fee. For loan signings, several documents may be notarized for the same signer.
The notary may list the document title and the date of the document.
Identity details
The notary records the type of ID, its issuer and often the number, or an equivalent detail, along with the expiration date. This is why the ID must be current and unaltered. The notary cannot notarize without satisfactory identification as set by law.
If you lack acceptable ID, the notary may have alternatives, but these are limited.
Privacy of the journal
The journal belongs to the notary and holds personal details, so notaries protect it. They generally should not let others browse entries. A request from law enforcement or a court is handled under the law. A signer may be asked to sign only the line for their entry.
Whether electronic journals are used, the same confidentiality applies.
Why the journal helps you
If a title company says the notary certificate has a problem, the journal can verify what happened. If you lose a document and need to confirm a signing date, a record exists. Do not worry about the extra signature. It is routine and takes a moment. Give the same signature you used on the document, and make sure your printed name matches the ID.
Electronic and paper journals and special cases in a loan package
Journals can be paper books or secure electronic records, depending on the notary and the law. Either way, entries should be made at the time of the act and never altered afterward. A paper book has numbered pages without gaps. An electronic journal keeps a log of changes.
Remote online notarizations come with a recorded audio and video session that is kept with the journal entry.
A package with dozens of pages usually produces just a few journal entries, one for each document that is notarized. The notary writes down the lender and loan number only if the law and the lender allow it, avoiding unnecessary sensitive information. Entries should be accurate without exposing more than needed.
If you ever need a copy of a notarial record, ask the notary and be ready to explain why. Notaries must follow rules on who can see journal entries, and they may need a court order or written request before sharing details. Contact the notary soon after the act if you expect to need proof, because memory fades while the journal does not.
Mistakes that get documents rejected
Letting the lender or title company take the journal, leaving out the signer's information and recording entries for pages the notary did not notarize are errors. Journal entries must follow your state's rules. Keep the journal in your control.
Common questions
Can I refuse to sign the journal?
A notary generally needs your signature or other required entry to complete the act. Ask the notary what the law requires.
Does the journal record my Social Security number?
No. Notaries should not record full ID or Social Security numbers beyond what the law requires.
Can I see the journal entry?
You may see your own entry at the time of signing, but the journal as a whole is private.
More notary guides
- How Long to Keep a Notary Journal and Where to Store It
- Notary Commission Renewal and Ongoing Requirements
- What a Notary Journal Must Record, Entry by Entry
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.