Core Acts
Journal Requirements
Proper journal entries, what to record, and how to protect your journal.
Why a Journal Matters
Your journal is your legal protection. If a notarized document is ever questioned, your journal entry is your evidence that you properly verified the signer and performed the act.
Most states require a journal. Even in states that don’t, keeping one is best practice.
What to Record
Every journal entry should include:
- Date and time of the notarization
- Type of notarial act (acknowledgment, jurat, etc.)
- Document type (deed, POA, affidavit, etc.)
- Signer’s name and address
- How the signer was identified (ID type, number, issuing agency)
- Signature of the signer
- Your signature and seal
Protecting Your Journal
Your journal belongs to you (or your employer, in some states). It should:
- Be kept in a locked, secure location when not in use
- Never be surrendered to anyone except a peace officer or the Secretary of State
- Be replaced only by starting a new journal (never erase or destroy old entries)
Electronic Journals
Many states now allow electronic journal systems. These offer advantages: searchability, backup, and tamper-evidence. But the recording requirements are the same.
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