A notary journal is one of the most important tools a notary uses — even in states where it is not required by law. Whether a notarization is done in person or online, keeping accurate records helps protect the signer, the notary, and the integrity of the document.
Here’s why notaries maintain journals and why this practice is essential for privacy, security, and legal protection.
1. A Journal Creates a Permanent, Legal Record
Notaries document:
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Who signed
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What was signed
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When it was signed
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How identity was verified
This creates a permanent timeline of events that can be referenced months or even years later.
If a signing is ever questioned, the journal becomes critical evidence showing:
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The signer appeared in person
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The notary verified proper ID
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The document was complete
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The act was performed correctly
This protects the validity of the notarization.
2. Journals Protect the Signer’s Privacy & Identity
Notary journals help prevent fraud by ensuring:
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No one else can falsely claim they signed
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ID information is recorded securely
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A traceable entry exists for every notarized document
If someone attempts identity theft or forgery, the journal helps prove:
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The real signer was present
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The ID was legitimate
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No unauthorized signatures occurred
Notaries store journals securely, protecting your private information from misuse.
3. Journals Provide Legal Protection for Both the Notary and the Client
A well-kept journal can prevent legal disputes. If a signer later claims:
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“I never signed that!”
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“The notary didn’t check my ID!”
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“The document was notarized fraudulently!”
…the journal serves as factual proof.
For clients, this ensures:
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Your notarized document cannot be easily challenged
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You have a record that your signing followed all legal requirements
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You are protected from false claims or fraudulent activity
For notaries, the journal is a legal shield against allegations of misconduct.
4. Some States Require Journals by Law
Several states mandate that notaries keep a journal, including:
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California
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Texas
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Florida (for RON)
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Arizona
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Colorado
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Massachusetts
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Pennsylvania
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Washington
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Nevada
Even in states where journals are optional, they are strongly recommended by:
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Courts
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Legal professionals
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Title companies
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Notary associations
A journal is considered a best practice nationwide.
5. What Notaries Record in Their Journals
Notary journal entries typically include:
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Date and time
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Type of notarization (acknowledgment, jurat, oath)
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Type of document
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Full name of signer
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ID type + last 4 digits (following state law)
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Signature of signer
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Thumbprint (required in some states for real estate)
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Any special circumstances (e.g., language barrier, credible witnesses)
Notaries must never record confidential document details, such as:
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Social Security numbers
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Bank account numbers
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Full document contents
The journal protects — not exposes — personal information.
6. Digital Journals for Remote Online Notarization (RON)
In RON sessions, the platform automatically generates:
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A secure digital journal entry
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Identity verification results
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Credential analysis
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KBA authentication (if required)
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A full audio-video recording of the notarization
This creates an advanced, tamper-proof record of the transaction.
RON journals offer:
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Higher security
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Better fraud prevention
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Stronger legal documentation
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Easy retrieval if courts request records
7. What Happens If a Notary Doesn’t Keep a Journal
Without a journal, the notary risks:
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Legal penalties
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Commission suspension
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Inability to defend against complaints
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The notarization being invalidated
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Losing their professional license
For the signer, it means:
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No proof of legitimate identity verification
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Possible rejection of the document
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Greater risk of disputes or fraud
A missing journal entry can create major legal problems.
Conclusion
Notary journals are essential for privacy, security, and legal protection.
They create a verifiable record of each notarization, safeguard against fraud, support identity verification, and protect both the signer and the notary in case of future disputes.
Whether notarizing in person or online, a well-maintained journal is one of the strongest tools for ensuring a safe, secure signing process.
At Looking Glass Runners Notary, every notarization is documented with precision and care — protecting your documents, your identity, and your peace of mind.
