Notary journals compared
Notary journal options compared: bound, printable or electronic
A bound paper book, printable pages, our upcoming print journal, or an electronic journal. Which one works depends first on your state, so the second table shows what each of our 15 state kits says about the journal.
Four ways to keep a notary journal
| Option | Format | Cost type | Where it fits | Pros | Cons |
|---|---|---|---|---|---|
| Bound paper journal | A permanent book with numbered pages (sewn, glued or stapled), bought from an office or notary supplier. | One-time purchase per book. | Meets the bound-book rule in states that have one, if the pages and binding match the state's spec. | Hard to lose pages; widely accepted as the official record; no software. | Fixed columns may not match your state's fields; nothing to search; a full book means buying another. |
| Printable journal pages (in our starter kits) | Ruled pages laid out for one state's required entries, in Word and PDF. Every state starter kit includes them; kits are $29 each. A free generic sheet is also on our journal template page. | Included in a kit ($29), or free as the generic template. | Your official record in states with no binding rule; a worksheet or backup where a bound book is required. | Columns match your state's list; print only what you need; edit the Word file. | Loose pages aren't a bound journal; you must store them safely and in order. |
| MCC print notary journal (coming) | A 200-entry, 8.5 by 11 inch paperback journal, published under our pen name Matt Colt. Not yet available. | One-time purchase per book; price not set. | A bound book, but check your state's exact spec (for example, Illinois wants preprinted consecutive page and line numbers) before relying on it. | Bound, numbered entries in one book. | Not out yet; one generic layout for all states, so a state-specific field may need a margin note. |
| Electronic journal | Software or a platform feature that records each act; often built into remote online notarization platforms. | Usually a subscription or part of a platform fee. | Required for online or remote acts in several states; in Washington only in addition to the bound book. | Searchable; can capture e-signatures and session details; backups. | Must meet your state's tamper-evident and backup rules; ongoing cost; not accepted alone for paper acts everywhere. |
What each state requires, from our starter kits
Each line below comes from the journal section of that state's starter kit, which cites the state's own law or handbook. The big split is whether a paper journal has to be a bound book. 5 of the 15 states we cover say it does.
| State | Rule type | What our kit says | Our printable pages |
|---|---|---|---|
| New Jersey | Bound paper journal for paper acts | One journal for all acts. A paper journal should be a permanent, bound book with numbered pages and lines; keep it 10 years after the last entry. | Our sheet is a working page or a layout to copy into the bound journal. NJ kit |
| New York | Journal or record required | A record of every act, made at the time of the act, kept at least 10 years (19 NYCRR 182.9). Records may be kept by a third party if password-protected. | The kit's pages follow the 182.9 fields. NY kit |
| Pennsylvania | Bound paper journal for paper acts | Every act, in order, at the time of the act. Paper journal: a bound register with numbered pages. Electronic journal: tamper-evident (4 Pa. Code 167.34). | Use a bound register for paper acts; the kit's pages lay out the entries. PA kit |
| Florida | Required for remote or online acts | Online notarizations need an electronic journal kept at least 10 years (s. 117.245). The pages our kit checked set no journal rule for in-person paper acts. | For paper acts the kit's pages are your own record. FL kit |
| Texas | Journal or record required | A record book whether or not you charge fees (Gov't Code 406.014). No ID or passport numbers (1 TAC 87.40). | The kit's record book pages match the entries Texas law lists. TX kit |
| California | Journal or record required | One active sequential journal at a time, kept locked and under your exclusive control, with a right thumbprint for real property documents and powers of attorney (Gov. Code 8206). | The kit's pages include the thumbprint column. CA kit |
| Georgia | Required for self-filer acts | Since January 1, 2025, a written or electronic journal of every act for a self-filer on a deed, mortgage, lien, plat or state tax execution (45-17-8(g)(2)). | The kit's pages are laid out for self-filer entries. GA kit |
| North Carolina | Required for remote or online acts | Optional for traditional paper acts (G.S. 10B-38). Required and kept 10 years for remote electronic notarizations (G.S. 10B-134.15). | The kit's pages work as your own paper record. NC kit |
| Virginia | Journal or record required | Traditional notaries keep a record of each act; electronic notaries keep a journal of electronic acts with a backup. Keep records at least 5 years (47.1-14). | The kit's pages follow the 47.1-14 fields. VA kit |
| Illinois | Bound paper journal for paper acts | Every act, at the time of the act. Paper journals must be bound (glue, staples or grommets, not tape or clips) with preprinted consecutive page and line numbers, kept 7 years. No ID numbers (14 Ill. Adm. Code 176.910, 176.920). | The kit's pages are a worksheet or backup, not the official paper journal. IL kit |
| Ohio | Required for remote or online acts | Online notarizations need a password-protected, tamper-evident electronic journal with a backup (R.C. 147.65). The sections our kit read set no rule for paper acts. | The kit's pages are a paper record for traditional acts. OH kit |
| Maryland | Bound paper journal for paper acts | Every act, at the time of the act (18-219). Paper: a permanent, bound register with numbered pages. Electronic: permanent and tamper-evident. Keep 10 years. | The kit's pages include the ID-number column; the official paper journal is a bound register. MD kit |
| Arizona | Journal or record required | A paper journal for paper records, one at a time, in order, with a right thumbprint for real property documents and powers of attorney; kept 5 years (A.R.S. 41-319, 41-317). | The kit's pages include the thumbprint column. AZ kit |
| Michigan | Required for remote or online acts | Not required for in-person paper acts, though the Department recommends one. Remote acts need a bound register or tamper-evident electronic journal kept 10 years (MCL 55.286b). | The kit's pages work for remote entries and as a recommended record. MI kit |
| Washington | Bound paper journal for paper acts | Every act since July 1, 2018, in a permanent bound book with numbered pages, kept locked, for 10 years. An electronic journal only in addition to the bound book. | Use a permanent bound book; the kit's pages show the entries. WA kit |
How to choose
- Your state requires a bound book (IL, PA, MD, WA, NJ): buy a bound journal with numbered pages. Our printable pages help you practice the entries or keep a backup, but they don't replace the book.
- No binding rule for paper acts (FL, OH, NC and MI for paper acts): the free journal template may be all you need. A kit adds pages laid out for your state's fields, plus the other paperwork.
- You do remote or online acts: plan on an electronic journal that meets your state's rules. Your platform may include one.
- Not sure what goes in an entry? Read what a notary journal must record and how long to keep a journal.
Compare the starter kits Free journal template
General information checked November 2026, not legal advice. Your state's commissioning office has the final word on what your journal and commission require.
Sources
- New Jersey: New Jersey Notary Public Manual
- New York: Notary Public License Law, NY Department of State
- Pennsylvania: Notaries, Pennsylvania Department of State
- Florida: Florida Statutes chapter 117
- Texas: Notary Public, Texas Secretary of State
- California: Notary Public Handbook, California Secretary of State
- Georgia: HB 1292 (2024) as signed
- North Carolina: Notary, North Carolina Secretary of State
- Virginia: Notary Handbook (July 2026), Secretary of the Commonwealth
- Illinois: 14 Ill. Adm. Code Part 176
- Ohio: Ohio Revised Code 147.65
- Maryland: State Government Article 18-219
- Arizona: A.R.S. 41-319
- Michigan: Michigan Law on Notarial Acts (MCL chapter 55)
- Washington: Chapter 308-30 WAC
Questions
Can I use printed journal pages as my official notary journal?
It depends on your state. Illinois, Pennsylvania, Maryland, Washington and New Jersey call for a bound book for paper acts, so loose printed pages work there only as a worksheet or backup. In states without a binding rule, printed pages can be your record. Check your commissioning office first.
Do I need an electronic journal?
Usually only for remote or online notarizations. Florida and Ohio require an electronic journal for online acts, and Michigan and North Carolina require a journal for remote acts. For in-person paper acts, most of our kits describe a paper journal or record.
Is the MCC print journal available yet?
Not yet. It is a 200-entry, 8.5 by 11 inch book we are publishing under the pen name Matt Colt. Until it is out, a bound journal from any office supplier or our printable pages are the options.
What is the cheapest option that still meets the rules?
In states with no binding rule for paper acts, free printable pages, such as our free journal template, can be enough. Where a bound book is required, a plain bound journal with numbered pages is the low-cost choice.