Introduction
When you visit a notary, you’ll often be asked to sign a journal after your document is notarized.
Many clients wonder — why does this step matter?
The notary journal isn’t just paperwork. It’s a legal safeguard that protects both you and the notary by creating an official record of the notarization.
In this post, we’ll explain what a notary journal is, what goes inside it, and why this simple step is one of the most important parts of the notarization process.
1. What Is a Notary Journal?
A notary journal (sometimes called a notarial record book) is an official log where every notarization performed by a notary is recorded.
It includes key details about each transaction — like the date, type of document, and how the signer’s identity was verified.
This journal creates a permanent, chronological record of the notary’s work and provides a way to verify what actually occurred if questions ever arise later.
2. What Information Is Recorded
While requirements vary by state, a typical notary journal entry includes:
Date and time of the notarization
Type of document (e.g., Power of Attorney, Deed, Affidavit)
Name and address of the signer
Type of ID used (driver’s license, passport, etc.) and its expiration date
Signer’s signature
Type of notarial act performed (acknowledgment, jurat, oath, etc.)
Optional notes (for example, if credible witnesses were used or special circumstances applied)
This record serves as proof that the notary followed all legal procedures correctly.
3. Why It Matters for You — the Client
You might wonder how the notary’s journal benefits you personally. Here’s how:
Proof of a Properly Done Notarization
If a notarized document is ever challenged — say, someone claims a signature was forged — the notary’s journal provides objective evidence of when, where, and how the notarization took place.
Identity Protection
Recording ID details (without photocopying them) helps confirm that the person who signed the document truly was who they claimed to be — protecting against fraud and impersonation.
Legal Protection
Should a dispute ever reach court, the notary’s journal can serve as key evidence showing the notary acted lawfully and that the signing was voluntary and verified.
4. How Your Information Is Kept Confidential
Notary journals are private, secured records — not public documents.
Only specific people or authorities may request to see an entry, typically in cases involving:
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Court orders or legal investigations
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The signer’s written consent
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State notary regulators auditing for compliance
Otherwise, the information you provide remains strictly confidential. Most notaries store journals in locked locations or encrypted digital systems (for online notarizations).
At Looking Glass Runners Notary, we take your privacy seriously — your information is logged securely and never shared or disclosed without proper authorization.
5. Paper vs. Electronic Notary Journals
With the rise of Remote Online Notarization (RON), many states now allow notaries to maintain digital journals.
These modern logs:
Store records in encrypted databases
Include video session timestamps for online signings
Offer secure backup and easy retrieval if verification is needed later
Whether paper or digital, the goal remains the same — to ensure transparency, protection, and legal integrity.
6. What Happens to the Journal When a Notary Retires or Moves
By law, a notary’s journal remains a state-regulated record, even after they stop practicing.
Depending on the state, they may:
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Submit it to a county clerk or state notary office, or
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Retain it securely for a specified number of years
This ensures that all notarizations remain verifiable long after they were completed.
Conclusion
The notary journal may seem like a small formality, but it’s a critical part of your legal protection.
By recording each notarization in detail and keeping it secure, notaries help ensure every transaction is transparent, trustworthy, and legally sound.
When your notary asks you to sign their journal, you’re not just filling out another line — you’re helping to preserve the integrity of your document and the notarial act itself.
