Key Takeaways
- Every notarial act must be recorded in the journal
- Required entries include date/time, type of act, document type, and signer info
- Must record how identity was established
- Fee charged (or "no fee") must be recorded
- Signer's signature must appear in the journal
Required Journal Entries
You've just completed a notarization—the signer is satisfied, the document is sealed, and everyone leaves happy. But if you forgot to record all the required information in your journal, you've created a ticking time bomb. Three years later, when that transaction is disputed in court and an attorney subpoenas your journal, incomplete entries will undermine your credibility and potentially expose you to liability.
Complete journal entries aren't just good practice—they're your defense, your proof, and your professional obligation.
The Seven Required Elements
For every single notarial act, you must record these seven pieces of information:
1. Date and Time
| What to Record | Example |
|---|---|
| Date of the notarization | January 15, 2025 |
| Time of the notarization | 2:30 PM |
Why It Matters: Proves when the notarization occurred. Critical if someone later claims they weren't present on that date.
2. Type of Notarial Act
| Common Types | Description |
|---|---|
| Acknowledgment | Signer affirms signature is their own |
| Jurat | Signer swears/affirms document content is true |
| Oath/Affirmation | Verbal promise to tell truth |
| Copy Certification | Certified copy of a power of attorney |
Why It Matters: Different acts have different legal effects. Your journal documents exactly what you performed.
3. Character of Document
| What to Record | Examples |
|---|---|
| Document type | Grant Deed, Power of Attorney, Affidavit |
| Brief description | "General Power of Attorney appointing son as agent" |
Why It Matters: If the document is later challenged, your journal helps identify which document you notarized.
4. Signer Information
| What to Record | Requirement |
|---|---|
| Full name | As it appears on the document |
| Signature | Signer's actual signature in your journal |
Critical Point: The signer MUST sign your journal. This is perhaps the most important entry—you get the signer's actual handwriting, which can later be compared forensically if fraud is suspected.
5. Identification Method
| Method Used | What to Record |
|---|---|
| Personal knowledge | "Personal knowledge" |
| Paper ID | Type, number, issuing agency (e.g., "CA DL A1234567") |
| Credible witness | Witness name(s), how you identified the witness |
Why It Matters: If someone later claims you didn't properly identify them, your journal proves your method.
6. Fee Charged
| Situation | What to Record |
|---|---|
| Fee charged | Dollar amount (e.g., "$15.00") |
| No fee charged | "No Fee" or "$0.00" |
Key Point: You must record something for the fee—even if it's zero. Leaving this blank is not acceptable.
Why It Matters: Ensures transparency and helps investigators determine if fees exceeded legal maximums.
7. Signer's Signature in Journal
This deserves extra emphasis:
| Requirement | Why |
|---|---|
| Signer must sign your journal | Creates handwriting sample |
| Signature should match document | Consistency check |
| Obtain at time of notarization | Can't get it later |
Why It Matters: The journal signature is separate evidence that the signer was physically present and agreed to the notarization.
Complete Journal Entry Example
| Field | Entry |
|---|---|
| Date/Time | January 15, 2025, 2:30 PM |
| Type of Act | Acknowledgment |
| Document | Grant Deed |
| Signer Name | Maria Elena Rodriguez |
| Signer Signature | (actual signature) |
| ID Method | CA DL #D1234567 (DMV) |
| ID Expiration | 03/15/2027 |
| Fee | $15.00 |
| Address of Notarization | 123 Main St, Los Angeles, CA |
Additional Information (When Applicable)
Some situations require you to record additional information:
| Situation | Additional Entry |
|---|---|
| Credible witness used | Witness name, ID info, witness signature |
| Signature by mark | Names of two mark witnesses |
| Document has multiple signers | Separate entries for each signer |
| Unusual circumstances | Notes explaining the situation |
What NOT to Record
Some information is not required and should generally be avoided:
| Not Required | Why |
|---|---|
| Signer's home address | Privacy concern; not legally required |
| Social Security Number | Never collect this—no legal purpose |
| Detailed document contents | You're not certifying document content |
| Signer's phone number | Not relevant to notarial act |
Common Mistakes to Avoid
| Mistake | Problem | Correct Practice |
|---|---|---|
| Forgetting signer's signature | Incomplete entry | Always get signature before signer leaves |
| Leaving fee blank | Incomplete entry | Write "No Fee" if free |
| Recording after the fact | Memory errors | Complete entry immediately after notarization |
| Using pencil | Can be erased | Always use ink |
| Skipping time | Incomplete record | Record both date AND time |
On the Exam
Expect 3-4 questions on required journal entries. Key points tested:
- Signer must sign journal: Most frequently tested requirement
- Seven required elements: Date/time, type of act, document, signer name/signature, ID method, fee
- "No Fee" required: Can't leave fee blank even if free
- What's NOT required: Signer's home address, SSN
- When to complete: Immediately—at time of notarization
Which of the following is NOT required in a journal entry?
Must the signer sign the notary's journal?
If a notary performs a notarization for free, what should be recorded for the fee?