In plain English
Entries usually include the date, type of act, signer's name, how identity was verified and the fee. Some states require a journal and others recommend one.
Keep it secure and keep it for the time your state requires.
A clear entry also protects you if a signing is questioned years later, because it shows what was checked and when.
Why it matters
When a signature is challenged years later, the journal entry may be the only record of who appeared, what ID was shown and what was signed. A thin or missing entry leaves the notary with little to point to.
New Jersey requires notaries to keep a journal and to retain it for at least ten years. Signers who are asked to sign the journal are helping create that record, not giving up privacy for no reason.
Worked example
After each signing the notary logs the date, document type, signer, ID shown and fee, and has the signer sign if the state requires it.
What to do
- Record each act at the time it happens, not later from memory.
- Capture the date, type of act, document description, signer name and how identity was confirmed.
- Have the signer sign the journal where the state requires it.
- Store the journal securely and limit who can see it.
- Keep it for the full period your state requires.
Common mistakes
- Logging a whole loan package as one line can make it hard to show later which pages were notarized.
- Writing full ID numbers where the state does not require them exposes sensitive data if the journal is lost.
- Leaving the journal in a car or shared office risks theft and a privacy breach.
Not the same as: Notarial certificate
The certificate goes with the document to whoever receives it, while the journal stays with the notary as a private record of every act performed. See Notarial certificate.
Go deeper
- What a Notary Journal Must Record, Entry by Entry: A walk through the fields a notary journal entry usually needs: date, act type, signer details, ID information, fees and notes, plus tips for clean entries.
- How Long to Keep a Notary Journal and Where to Store It: How long notaries keep journals, where to store them safely, what to do when a commission ends, and how to handle subpoenas or requests for copies.
- The Notary Journal at a Loan Signing: What Gets Recorded: Why notaries keep a journal, what each entry contains for a loan signing, how ID details and signatures are recorded, and what the signer can expect to be asked.
Try it
Related terms
- Notary scam: A fake job or check scheme that targets notaries and signing agents.
- Notary seal or stamp: The stamp or embosser a notary places on a certificate that shows their name and commission details.
- Notary bond: A surety bond some states require a notary to hold to protect the public from misconduct.
Common questions
What is a notary journal?
A bound or electronic record of each notarial act the notary performs.
Can you give an example of notary journal?
After each signing the notary logs the date, document type, signer, ID shown and fee, and has the signer sign if the state requires it.
Why does the notary want me to sign the journal?
A journal signature ties you to the record of the act. Many states require it, and it helps if questions come up later.
Can I get a copy of a journal entry for my signing?
Some states allow copies of specific entries on request with limits. Ask the notary what their state permits.
General information, not legal advice. Rules vary by state and change; check with your state's commissioning office.