The core fields
Most states want the date and time, the type of notarial act, a description of the document, and the signer's printed name and address. Many also want the signature of the signer in the journal.
Building a notary business? The loan signing agent course.
Required fields vary by state, so treat this list as a starting point and compare it to your own handbook.
Treat the journal as a record of what you did and why, written for a person who was never there. Imagine a lawyer reading your page in five years and ask whether the entry answers their obvious questions without your help.
Identification details
Record how you identified the signer. For ID cards, note the type, the issuing state or country, and the expiration date. Many notaries do not record the full ID number in a journal that others might see. Follow your state's rule on this.
If you relied on a credible witness instead of ID, note the witness's name and how that person was known to you.
Never write down a full ID number if your state tells you not to. Instead, record the ID type and the last few digits only if your rules permit that. This protects the signer if the journal is ever copied or lost.
Describing the document
Write enough that you could pick this document out of a stack a year later. A title, a date on the document, and the number of pages work well. Something like Quitclaim Deed, 4 pages, dated in March, is far better than just deed.
Do not copy sensitive contents such as account numbers into the journal.
Fees and extra notes
Note the fee charged for the notarization. If you charged separately for travel, write it on a distinct line. Fee records matter if a customer later disputes a bill.
Add a short note when something unusual happens, such as an interpreter, a signer using a mark, or a refusal. Keep it factual and brief.
If a signer refuses to provide a journal signature or ID, that usually means you cannot complete the act. Note the refusal briefly. A short note shows you followed a consistent process.
Common entry mistakes
Leaving the document description blank. Using shorthand only you understand. Skipping the signature line because the signer was in a hurry. Writing entries days later from memory.
Fix errors with a single line through the mistake and a dated correction beside it. Do not tear pages out or use correction fluid.
Keep one line per act and write in the order the acts happened. When a signer has several documents, make a separate entry for each notarial act, since each act is a separate event.
Paper or electronic
A bound paper journal with numbered pages is easy to audit. An electronic journal can search and back up entries but needs password protection and a backup plan. Whichever you use, make each entry in order and in the moment, not at the end of the day.
A sample entry
Date and time, the type of notarial act, the document title, the signer's name and address if your state requires, the ID type and number or last digits as your state allows, the fee charged and any notes. Keep the writing legible and complete, and never leave blank lines that could be filled in later.
Mistakes that get documents rejected
Skipping the ID details, leaving out the fee, using vague document descriptions and filling in entries later from memory are the common errors. Check your state's rules for what is required.
Common questions
Do I need to log every notarization?
Some states require it for every act, while others require it only for certain acts. Even where optional, most professionals log every one.
Can I write in pencil?
Use permanent ink. Pencil can be changed, which makes the journal unreliable as evidence.
More notary guides
- Year-End Journal and Records Review for NJ Notaries
- The Parts of a Notarial Certificate, Line by Line
- Proof of Service: What the Affidavit Must Say
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.