Do notaries keep a record?
Asked by: Ms. Gerry Windler | Last update: December 7, 2025Score: 4.1/5 (71 votes)
Yes. Most states require or strongly recommend that Notaries own and maintain a journal or record book of the acts they perform. Why is that? It is an important tool that provides a written record of the Notary's official acts.
Does a notary keep records?
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.
Do notaries keep a log?
In states that do require a journal, the law varies from state to state. In California, Notaries are required to keep their journals for as long as they remain Notaries.
Are notarized documents public records?
Although the law has strict guidelines, Government Code 8206[c] permits notaries to disclose the information if a written request is presented. This request needs to include the person's name, type of transaction or document, and the time at which the notarization took place.
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.
Should notaries keep copies of notarized documents
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.
Can you edit a document after it's been notarized?
In fact, the signer has the sole right to make changes to the document. Remember, if the notarization period is complete, then the public notary cannot modify a notarial certificate. In order to make changes, however, the signer has to appear in person in the presence of a notary public to initiate new notarization.
Are notaries confidential?
Also, you should never let unauthorized persons look randomly through your journal for information. California requires Notaries to only provide information in a journal entry to individuals who submit a written request that includes information about the notarizations in question.
Who maintains notary public records?
If state notary laws require notaries public to maintain a notary record book for the execution of every notarial act, each notary public is responsible for maintaining his or her own notary record book. The notary record book is the exclusive property of the notary public.
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).)
Do notaries read the document?
During the notarization, take a quick glance at the document to confirm there are no blank spaces. To respect the signer's privacy, you don't need to read through the document in detail, just make sure all necessary information is filled in before finishing.
Is the notary public journal a public record?
No person except the notary public is allowed access to the notary public's journal outside of the notary public's presence including an employer who paid for the notary public's journal.
What type of record keeping must an online notary public keep?
Electronic recordbook (record, journal) required, Electronic Notaries performing an online notarial act. California- Required, paper and electronic notarial acts. Thumbprint of the signer is required for any instrument affecting real property, and powers of attorney.
Are notaries required to keep a log?
States That Require Notary Publics To Keep a Record Book:
California. Colorado. Delaware. District of Columbia.
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 far back does a notary background check go?
The background check covers 10 years of federal, state, and county records. In some states, the screening only goes back to the last seven years. Records are reported based on the last action taken on a case, such as the end of a probationary period or jail sentence, and not the date of the infraction or crime.
Do notaries keep copies?
Our answer has always been just one word: “Don't.” Notaries are not required to keep copies of their customers' identification or the documents they notarize. The Notary Public Law [57 P.S. §149 et seq.]
What do you call a person who is a notary?
Notaries public (also called "notaries", "notarial officers", or "public notaries") hold an office that can trace its origins back to the ancient Roman Republic, when they were called scribae ("scribes"), tabelliones forenses, or personae publicae.
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.
Are Notaries personally liable?
Violations and unlawful acts of official misconduct create civil liability for the notary public. A notary is liable to the person involved for all damages caused by his or her notarial misconduct.
Are Notaries verified?
Each applicant's notary commission is verified, checking its validity directly with state databases where available or requiring official documentation as proof.
Is a document legally binding if notarized?
To conclude, because notaries public notarize signatures, not the content of a document, notarization does not make a document "legal" or "official" in any way. It is important to note that a document that is illegal or false prior to notarization is still illegal or false even after being notarized.
What voids a notarized document?
Missing or Incorrect Notary Seal
If this seal is missing or incorrect, the document becomes invalid. For example, the seal must include the notary's name, commission number, and expiration date. States like California and Texas have specific requirements for the placement and design of the seal.
Can a notary change their signature?
No. A notary public may not simply “X” out his or her notary signature and seal on a notarial certificate that contains mistakes. Changes to a notarial certificate must be made only at the time of the execution of the notarization when the principal signer is present.