Do notaries keep a log?
Asked by: Russell Walter | Last update: May 14, 2025Score: 5/5 (39 votes)
For traditional notarizations, notaries are generally required to keep records of their activities in a paper-based journal, even though some states might allow them to use electronic journals for increased accuracy and convenience.
Are notaries required to keep a log?
In California, Notaries are required to keep their journals for as long as they remain Notaries.
Do notaries keep a record?
California requires its Notaries to keep all completed journals as long as they maintain a current Notary commission. California Notaries whose commissions end without being renewed must turn in their journals within 30 days to the county clerk's office where their oath of office is on file.
Why does a notary keep a journal?
The point of the journal is to have proof that the person who is sending your notarized to others who might want to verify that you did in fact actually verify the person's identity and the date.
What is the most common mistake made by a notary?
One of the most common mistakes that notaries make is not printing or signing their name exactly as it appears on their notary commission.
Notary Log Book - Great for Record Keeping and Organization
What makes a notary invalid?
Missing or Incorrect Notary Seal
States like California and Texas have specific requirements for the placement and design of the seal. Without a proper seal, legal and financial institutions may reject the document.
What is a notary liable for?
A notary public is liable for all damages caused by his or her errors, omissions, improper notarizations, or negligence in the performance of a notarial act even if such actions were made inadvertently.
Who can view a notary journal?
California — Government Code 8206[d] states that the journal is the exclusive property of the Notary and prohibits a Notary from surrendering the journal to any person.
What happens if I don't turn in my notary journal?
Willful failure to deliver the notary journal and other notarial records to the county clerk within the appropriate time is a misdemeanor, and the notary public is personally liable for damages to any person injured by the non-delivery. (California Government Code section 8209(a).)
Is a notary supposed to read the document?
No, it is not illegal; however, the Notary should not read the documents they notarize because it is unnecessary and could possibly be a violation of the signer's privacy. You may scan over the document to obtain the information you need for your journal entry of the notarization. Confronted with a tricky notarization?
Are notary logs public records?
If we look at California, the rules are more strict. Under Gov. Code 8206[d], notaries are not allowed to disclose the contents of their notary journals to anyone. The law states that the journal is the sole property of the notary.
Will a notary hold up in court?
No, notarization itself does not make a document legally binding. While it verifies the identities and consent of the signers, the enforceability of a document depends on its content and compliance with the applicable laws, among other factors. Notarization primarily enhances credibility and deters fraud.
How to void a notary journal entry?
You can void out the journal entry. By drawing a single line through the entry and write “VOID”. In addition, we recommend adding a notation stating why the entry was voided.
Do you always need a witness for notary?
Witnesses aren't always necessary, but you'll likely need one if you're creating a document requiring a notary. A witness is a neutral third party who watches the parties sign their legal document. They're brought in to confirm the identities of all the signers and that no forgery occurred.
How often do notaries make mistakes?
Notary mistakes and errors increase the number of rejected documents. Most rejected documents contain minor or major notarization mistakes. On average, 30% of notarized documents contain mistakes. But depending on your county and state, this rejection rate can vary.
Can you refuse to do a notary?
In order to properly refuse a notarization, you should have one or more reasons to do so that can be objectively articulated in your journal. In other words, you should be able to explain why you are refusing to notarize. If you can't explain it, then you don't have a sufficient basis to do it.
When can I destroy my notary journal?
Under no circumstances should you throw an old notary journal away. Some states consider it a felony to do so. These journals serve to protect you against potential lawsuits, but they also contain highly sensitive information about your clients.
Do Notaries have to keep a log?
States That Require Notary Publics To Keep a Record Book:
California. Colorado. Delaware. District of Columbia.
Can I use white out in my Notary journal?
Using white-out is a great way to rectify clerical errors on various types of documents, but it should never be used when performing notarial services.
Why do Notaries keep a journal?
Why Keep a Notary Journal? A well-maintained journal is invaluable if your notarizations are ever questioned. It serves as evidence that you followed proper procedures and complied with state laws, providing a defense against legal challenges.
What happens if you do a notary wrong?
What happens if a notary makes a mistake? The National Notary Association suggests that even the smallest mistake could have dire consequences. The notarized document could get rejected. A mistake that results in a rejection can result in late fees and penalties on the part of the client.
What are the risks of being a notary?
Notaries deal with lots of different paperwork and people, so it's important to always follow the steps of notarization and record important details of each in a journal. Mistakes could result in a lawsuit, and the more intensive a signing is, the greater the chances of making a mistake.
Is my notary valid?
To check a notary, contact the issuing state's Notary Public Administrator. They'll confirm if it's legit.