Set up the review
Pick a quiet hour and gather three things: your journal or journals for the year, your fee and mileage records, and your commission paperwork. If you keep a paper journal, lay out any books that were in use during the year. If you use an electronic journal or a remote online notarization platform, export or open the year's entries.
Building a notary business? The loan signing agent course.
Before you start, open the current State Treasury notary pages and the State's notary manual in another window. Rules and forms can change, and the manual is the authority for what your journal must contain. Use the manual as your checklist and this guide as a way to organize the work.
The aim is a review of your own records. You are not auditing anyone else, and you are not changing past acts. If you find a problem, you will note it and fix your habits going forward.
Check that each journal entry is complete
Go through the journal one entry at a time. Compare each entry with the list of required items in the State's manual. In general, entries record things like the date and time of the act, the type of notarial act, a description of the document, the name and address of each signer, how the signer was identified, and the fee charged. Your manual has the exact list, and it governs.
Look for blank fields, illegible handwriting and entries made out of order. Check that the signer signed the journal where the manual calls for it. Check that every act you performed has an entry, including acts you declined to complete if your practice is to record those, and that none were skipped on a busy day.
Do not go back and fill in an old entry from memory or change one that is already written. If an entry is incomplete, make a dated note in the margin or on a separate sheet saying what is missing and when you noticed. If you are unsure how to correct a journal, ask the State Treasury office or an attorney before you make any change.
Review your signer identification notes
Identification is where journals most often run thin. Read through the ID column or notes for the year. Each entry should say what type of ID was shown, and the manual lists what else may be required, such as an ID number or an expiration date. A note that says only 'driver license' leaves out information the manual may expect.
If you see the same gaps repeated, change your routine. Some notaries add a small checklist to the front of the journal, or fill in the ID fields before the signer signs. Whatever routine you choose, follow the manual and keep the personal data in your journal protected.
Also check for names. The signer's name in the journal should match the name on the document and the ID. If you find a mismatch in your own notes, record the question for next time and ask the State if you are unsure how it should have been handled.
Pull your fee records for your own bookkeeping
Your journal records the fee for each act. That makes it a useful source for your income records. Total the fees for the year from the journal and compare them to deposits in your bank account or payment app. Fees for notarial acts and charges for travel, printing or waiting time may be different lines, so keep them separate in your records.
Check the current maximum fees allowed for notarial acts on the State Treasury notary pages, and make sure what you charged fits the rules that apply. Do not rely on last year's figure from memory. If you travel to signers, keep a mileage log with the date, the places and the reason.
Keep supply receipts, commission and renewal costs, any insurance costs, platform subscriptions and training in one folder. Ask your tax professional which of these costs are deductible and how to report notary income. This guide only helps you gather the records. A notary tracker workbook can make the monthly part easier; see the toolkit at /toolkits/notary-signing-agent-business-tracker.
Check your commission dates
Find your commission expiration date on your commission certificate and on your stamp, and put it on a calendar you check regularly. The State's materials describe commissions as running for a fixed term with renewal, so look at the Division of Revenue and Enterprise Services notary pages for the current renewal process and how far ahead to begin.
Check that the information on file with the State is current. If your name, address or contact details have changed, ask the State how to report the change. Check also that your commission paperwork and oath of office records are filed where you can find them.
If your commission ends soon, decide now whether you will renew. Plan for the time between ending one commission and starting another, and do not perform notarial acts when you are not commissioned.
Look over your seal, stamp and supplies
Examine your stamp or seal. Press it on a clean sheet of paper and look at the impression. The name, the title Notary Public, State of New Jersey, and the commission expiration date should all be sharp and readable. A stamp with worn edges, a faded ink pad or a rubber face that is cracking produces impressions that offices reject. Replace worn parts before the new year. See our guide Where to Place a Notary Stamp so It Stays Legible.
Make sure the stamp shows the correct expiration date and that the name matches your commission exactly. Check your supplies: pens, spare journal pages or books, certificate wording you use, a ruler or template, and spare ink. Keep a few pens of the same color so your signature is consistent.
If you do remote online notarization, check that your software, signature and electronic seal are current and that your credentials and platform account are in good order. Follow the State's current rules for those tools.
Secure storage and what to keep
The State's manual requires a notary to keep the journal for ten years after the last act recorded in it, or to follow the transfer rules the manual describes. Treat that as a minimum to confirm, and read the manual for how it applies to you. Store closed journals in a locked place, away from water, heat and curious visitors.
Journals hold personal information about other people. Keep your active journal with you or locked up, not left in a car or on a desk. For electronic records, use strong passwords, keep backups, and limit who can see them. If a journal is lost or stolen, check the manual and contact the State promptly as the rules direct.
Write the dates covered on the cover of each closed journal and keep an index of where each one is.
Common questions
How long do I have to keep my notary journal?
The State's notary manual sets the retention period, which has been ten years after the last act recorded in the journal. Check the current manual and the State Treasury notary pages, because the rules can change.
Can I fix a journal entry that I left incomplete?
Do not alter or fill in an old entry from memory. Make a dated note that says what is missing, and ask the State Treasury office how to handle corrections. An attorney can advise if the question is a legal one.
Where do I find the current maximum notary fees?
The State Treasury notary pages and the notary manual list the fees allowed for notarial acts. Check them each year, since figures can change, and keep travel and other service charges on separate lines.
Does this guide tell me how to report my notary income on my taxes?
No. It only helps you gather your records. Ask a tax professional how to report income and which costs apply to your situation.
More notary guides
- First-Month Checklist for a New Notary in New Jersey
- Lost or Stolen Notary Stamp: Steps to Take Right Away
- What Happens if the Notary's Commission Expires Later?
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.