How long do notaries keep documents?
Asked by: Asa Shields V | Last update: January 11, 2026Score: 4.3/5 (55 votes)
A notary is required to keep, in a safe and secure manner, copies of the records of notarizations performed for the longer of: 1) the term of the commission in which the notarization occurred; or 2) three years following the date of notarization.
Does a notarized document ever expire?
In summary, notarized documents do not expire and remain valid indefinitely unless there are specific laws or regulations that require them to be updated or renewed. It is important to understand your local laws in order to ensure that all documents remain up-to-date and legally binding.
How long does a notary need to keep their 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.
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 documents?
In California, Notaries are required to keep their journals for as long as they remain Notaries. Once they stop being a Notary, they must turn their journals over to the county clerk in the county in which the Notary's current oath of office is on file.
Should notaries keep copies of notarized documents
When you get something notarized do they keep a copy?
Notaries should never keep copies of customers' documents if the only purpose is to later "prove" the accuracy of their notarial act(s).
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).)
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.
What are the downsides of being a notary?
- Steady income can be difficult.
- You could be sued for a lot of money.
- Upstart and upkeep costs can add up.
Are notary records public?
However, a California Notary must provide a photocopy of a journal entry to anyone making a written request that includes the name of the parties involved in the notarization, the type of document, and the month and year the notarization took place (Government Code 8206[c]).
Can I notarize a document dated in the past?
Remember that under no circumstances are you permitted to backdate or otherwise falsify the date a signature is notarized, regardless of whether the document has a separate date on it or not.
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 do I find my notary expiration date?
The dates your commission starts and ends are on your official certificate or record.
Can a document be notarized twice?
Yes, it is OK. You may notarize multiple copies of an original document provided that the signer's signature on each copy is an original signature made in pen and ink and your notarization is “original” for each one. Confronted with a tricky notarization?
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.
What happens if a notary makes a mistake?
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 notaries be subpoenaed?
E&O insurance helps cover legal costs for Notaries
You also should be aware that you could be caught up in a legal action even if you are not named in a lawsuit. There have been several situations in which Notaries have received subpoenas for information about a notarization they performed.
Is notarized legally binding?
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.
How long do notarized documents last?
In California, the period is four years. The commission is accompanied by a notary seal or stamp, which has the commission number and the date of expiration.
Can you notarize a signature without the person present?
To notarize a document, the signers must be present at the time of notarization. While you can notarize an acknowledgment document that has been previously signed in some cases, the signer must still be present at the time of notarization to confirm the validity of their signature.
Which of the following offenses cancels a notary application?
The examples include but are not limited to: assault, arson, auto theft, burglary, possession or sale of illegal drugs, embezzlement, forgery, fraud, failure to pay child support or failure to comply with a court order.
Do Notaries have to keep records?
States That Require Notary Publics To Keep a Record Book:
California. Colorado. Delaware. District of Columbia.
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.
What color ink should a notary use in Texas?
What color ink can I use on my notary stamp? Permanent ink must be used when using a rubber stamp type notary stamp; black ink is strongly recommended.