--- title: "What a NJ Notary Journal Must Record, Entry by Entry | MCC" description: "The details a New Jersey notary writes for each act, from date and ID to signature. A plain-English checklist for notaries. Questions? Call the desk." url: "https://mcc-solutionsnj.com/notary/guides/what-a-notary-journal-must-record" --- Guide · Updated October 12, 2026 # What a Notary Journal Must Record, Entry by Entry A good journal entry takes about a minute and can protect a notary for years. Here is what to capture at each appointment, and how to keep the entry useful. By [Matthew Coleman](/about), MCC Solutions **Quick answer.** Most states want a notary journal entry to include 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 signer's signature in the journal. Need this notarized? Sign online from home with no travel fee, or ask for a notary to come to you. The price is shown and confirmed before any work starts, and you can book in about two minutes. [See your price and book](/notary/#order)[Call (908) 444-6373](tel:9084446373) **Related:** [What ID you need for a notary](/notary/guides/what-id-do-you-need-for-a-notary) · [What to expect at a HELOC signing](/notary/guides/heloc-signing-what-to-expect) · [NJ notary fees](/notary/fees) **Free tools:** [Printable notary journal template](/notary/notary-journal-template) · [Does my document need a notary?](/notary/does-my-document-need-a-notary) ✓ New Jersey commissioned notary, no. 50244803, insured for errors and omissions. [See the credentials](/about/credentials) ## 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](/courses/loan-signing-agent). 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](/notary/guides/year-end-notary-journal-and-records-review-new-jersey) - [The Parts of a Notarial Certificate, Line by Line](/notary/guides/parts-of-a-notarial-certificate) - [Proof of Service: What the Affidavit Must Say](/notary/guides/proof-of-service-affidavit-basics) This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation. Let us handle it [### Mobile Notary A mobile notary near you in New Jersey, at your home, office, hospital or job site. Affidavits, powers of attorney, vehicle titles and business documents. Book online. Mobile notary →](/notary/mobile-notary)[### Loan Signing Agents Certified loan signing agents for purchase, refinance, HELOC and reverse mortgage closings across New Jersey. Evening and weekend signings, scanbacks tracked. Loan signing agent →](/notary/loan-signing-agent) Tools and kits - [Electronic notary journal (any state)](/notary/electronic-notary-journal) [All guides](/notary/guides) Reach notaries, signing agents and people getting documents notarized or apostilled who read this guide: [advertise here](/advertise#notary). Do it yourself ### New Jersey Notary Starter Kit The paperwork a new notary has to build from scratch, ready to print or edit: a journal laid out for what New Jersey's manual says to record, checklists, forms and client emails. [See what's inside ($29)](/toolkits/nj-notary-starter-kit) [Free sample](/toolkits/nj-notary-starter-kit#free-starter)14-day full refund Course: [Start a Mobile Notary Business in New Jersey](/courses/nj-mobile-notary-business) ($79) covers the NJ rules, honest travel pricing, clients and safety for mobile appointments. It is training with a certificate of completion, not a credential. Document pack ### New Jersey Notary Starter Kit The paperwork a new notary has to build from scratch, ready to print or edit: a journal laid out for what New Jersey's manual says to record, checklists, forms and client emails. [See what is inside ($29)](/toolkits/nj-notary-starter-kit) Also in the [Notary Business Bundle](/toolkits/notary-business-bundle): 3 products for $59 instead of $77 separately. Built from the State of New Jersey Notary Public Manual. Check current rules with the state. Or start with the [free 5-part email course](/notary/start-a-notary-business-email-course). Working notary? Get [free rule-change alerts](/notary/rule-change-alerts). ## Rather have us handle it? Call the desk. [Book Now](/notary/#order)[Call (908) 444-6373](tel:+19084446373)