The notary journal, also known as a notary record book or notary public journal, is a required recordkeeping tool for notaries public in most states. The purpose of the journal is to create a permanent, chronological record of all notarial acts performed by the notary, including the date, time, type of document, and identity of the signer.
The laws governing notary journals vary by state, but generally require notaries to keep a journal for a specified period of time, such as five years. Some states also require notaries to keep a copy of each document notarized in the journal, while others only require a description of the document and the notarial act performed.
Notary journals are important for several reasons. They serve as a safeguard against fraud and forgery, as well as a source of evidence in legal proceedings. They also provide a way for the notary to demonstrate their compliance with notary laws and regulations.
Notary journal laws may specify requirements for the format and content of the journal, as well as procedures for handling and storing the journal. Notaries may be subject to penalties or disciplinary action if they fail to comply with journal requirements, such as failing to maintain a journal or failing to properly handle or store the journal.
It is important for notaries to be familiar with the notary journal laws in their state and to follow the required procedures for maintaining a journal. Notaries should also take steps to protect the confidentiality and security of the information contained in their journal, such as storing it in a locked cabinet or secure location.
New York Notary Journal Law
In New York, notaries are required to maintain a journal of all notarial acts they perform. This requirement is outlined in New York Executive Law ยง 135 and is enforced by the New York Department of State.
The following are the requirements for a notary journal in New York:
- A notary public must keep one or more permanently bound, consecutively numbered journals in which to record all notarial acts performed.
- The notary public must enter in the journal the following information for each notarial act:
- The date and time of the notarial act
- The type of notarial act performed
- The title or type of document being notarized
- The signature, printed name, and address of each person whose signature is being notarized
- A description of the identification presented by each person whose signature is being notarized
- The fee charged for the notarial act
- The notary public must obtain the signature and thumbprint of each person whose signature is being notarized.
- The journal must be kept in a secure location and be made available for inspection upon the request of any law enforcement officer or the Department of State.
- The journal must be retained by the notary public for at least six years following the date of the last entry.
It is important to note that failure to maintain a notary journal in compliance with New York law may result in disciplinary action against the notary public.
Notary Journal Template
There are many different templates available for notary journals, and the specific format and content of the journal may vary depending on the requirements of your state’s notary laws. However, here is an example of a basic notary journal template:
Date: _________________
Time: _________________
Type of Document: _____________________________________________________
Document Date: _________________
Signer’s Name: ________________________________________________________
Signer’s Address: ______________________________________________________
Signer’s ID Type: ________________________
ID Number: ___________________________________________________________
Method of ID Verification: ______________________________________________
Notarial Act (e.g., acknowledgment, jurat): ________________________________
Fee Charged: __________________________________________________________
Notes: __________________________________________________________________
You may need to include additional information or fields in your notary journal based on the requirements of your state’s notary laws. It is important to carefully review the laws and regulations in your state and follow the required procedures for maintaining a notary journal. Additionally, you may want to consult with an attorney or professional organization for notaries in your state for guidance on creating and maintaining a notary journal.
Notary Journal Requirements By State
Notary journal requirements vary by state, so it’s important to consult your state’s notary laws or consult with a professional organization for notaries in your state for specific guidance. However, here is a general overview of notary journal requirements in some states:
- California: Notaries in California are required to keep a journal of all notarial acts performed. The journal must contain the date, time, type of document, signature of the person requesting the notarization, and other details. The journal must be kept in a locked and secured area and retained for at least 10 years.
- Florida: Notaries in Florida are required to keep a record book or journal of notarial acts, which must include the date and type of notarial act, the name and address of the person whose signature is being notarized, and the type of identification provided. The journal must be retained for at least 5 years.
- Texas: Notaries in Texas are required to keep a record book that includes the date, type of document, name of the person whose signature is being notarized, and the type of identification provided. The record book must be retained for at least 5 years.
- New York: Notaries in New York are required to keep a chronological record of all notarial acts performed, including the date and type of act, the name and address of the person whose signature is being notarized, and the type of identification provided. The record must be retained for at least 6 years.
These are just a few examples of the varying requirements for notary journals by state. It’s important to consult the specific laws and regulations in your state and follow the required procedures for maintaining a notary journal.