Notary Journal Requirements by State: What to Know (and How to Stay Compliant)

Notary journals protect you as much as they protect the public. The challenge: journal rules vary widely by state, and some states require journals for every notarization while others make them optional (or required only in certain cases).

Why a notary journal matters

• Creates a clear record if a notarization is questioned
• Helps prevent fraud and identity disputes
• Supports your professionalism with repeat clients

Common items journals require

Depending on your state, you may need to record:

• Date/time of notarization
• Type of notarial act
• Document type (not the content)
• Signer name and address
• ID method and ID details (as allowed)
• Fee charged
• Signer signature and sometimes thumbprint (specific states/cases)

How to find your state’s requirements

Look up your commissioning authority’s handbook or statutes and confirm:

• Whether a journal is required
• Whether it must be bound (vs. loose-leaf)
• Retention period and storage rules
• Thumbprint requirements (if any)

Best practices (even if your state doesn’t require a journal)

• Use a bound journal with numbered pages
• Keep it under your control at all times
• Never leave it in your car overnight
• Record entries immediately after each notarization