What happens if I don't turn in my notary journal?
Asked by: Ms. Abbey Auer | Last update: June 16, 2026Score: 5/5 (54 votes)
If you don't turn in your notary journal when your commission ends or you resign, you can face legal trouble, including fines, civil penalties, and being held personally liable for damages if someone is harmed, as willful failure to deliver records is often a misdemeanor. States require these journals to be submitted to the county clerk or Secretary of State (depending on state law) within a short timeframe (e.g., 30 days) after your commission ends, ensuring public access and protection against fraud, as the journal is a vital public record.
What happens if I don't turn in my notary book?
The law states that failing to deliver the journal on time can be considered a misdemeanor, but this is rarely pursued unless there's evidence of intentional misconduct or harm. Given that you only did a few notarizations years ago and no issues have arisen since, the risk of prosecution seems very low.
What do I do with my old notary journal?
The journals remain yours until you resign your commission or let it expire, then you have to turn them in to the county clerk. The clerk will keep the journals on file, usually for up to 10 years or so, depending on the county and the space they have for storage.
What is the most common mistake made by a notary?
The most common and serious mistake a notary makes is failing to require the signer to appear personally, which violates law and leads to fraud claims; other frequent errors include incomplete or incorrect certificates (wrong dates, missing venue, illegible seals, incorrect wording, or misaligned signatures/names) and failing to properly verify signer identity. These errors can invalidate documents and lead to legal penalties, making adherence to strict procedures crucial.
Do you have to keep a notary journal?
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.
How To Correct Notary Journal Entries
Does a notary journal prevent you from being sued?
A well-kept journal of your notarial acts is one of the best defenses you can have against lawsuits. A legible, complete journal entry provides evidence to help determine what happened if a notarization is disputed, and can also help show you followed appropriate steps when notarizing.
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 Notaries get sued often?
It's not unusual for a Notary to be named in a lawsuit simply because plaintiffs are obligated to cast a wide net. In other words, the civil process is “Sue first, ask questions later.” And even with the best outcome, being sued is incredibly disruptive.
What if I make a mistake in my notary journal?
Line through the incorrect information. Write the correct information in the same box, if there is room to write it legibly. If there is not enough space in the same box, use the box in the line below the entry. There is no rule that says you must only use one line per journal entry.
What makes a notarized document invalid in the Philippines?
The #SupremeCourtPH (SC) has reiterated that while notarized documents are presumed authentic, they will be invalidated if proven to be fake. In a Decision written by Associate Justice Amy C.
What is the purpose of a notary journal?
Notary journals are official logs that notaries use to record the particulars of each notarization they perform. Because they serve as a verifiable record of notarized documents and the events and activities surrounding them, journals can serve a wide range of legal and regulatory functions.
Can I throw away my expired notary stamp?
One or the other
While most states either require you to turn in your seal or destroy it yourself, others may require both under certain circumstances. In California, Notaries must destroy or deface their seals upon resignation, termination or revocation of their commissions.
Should I throw away old journals?
Read through one old journal a week. If it's full of entries that will do you no good, or is a reminder of a sad or bad part of your life, toss it in the recycle bin or have a bonfire/journal burning party. Who wants all that negativity stored so closely? Do away with it forever.
What do I do with my notary journal after my commission expires?
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.
Is there a time limit on notarized documents?
An affidavit that has been notarized will not expire, as notarized documents can be considered legally valid indefinitely unless specifically stipulated to the contrary.
Can you notarize a document with whiteout on it?
Always double-check the date before finalizing the notarization to ensure accuracy and compliance with legal requirements. If an error occurs, correction fluid (white-out) should never be used, as it can raise concerns about document tampering.
Are you required to keep a Notary journal?
Many states require notaries to keep an official journal that documents all notarial acts. Even if notary journals are not mandatory in your state, we highly recommend that you use one.
How do I void a journal entry?
To void a posted journal entry:
- Change the G/L Date field, if necessary, and click OK to proceed with the void.
- To verify the void, select the voided journal entry on the Work With Journal Entries form.
- On Journal Entry, review the Reverse or Void field in the detail area to verify that it contains V (void).
What mistakes can a Notary make?
Forgetting to date the notarial certificate or using an incorrect date can render the notarization invalid. For example, when you take an acknowledgment, the signer may have signed and dated the document at an earlier date, but you should date the notarial certificate when you actually took the acknowledgement.
Will a notary hold up in court?
Yes, a notarized document can still be challenged in court. It may be contested if there are issues such as fraud, and force, or if the notary did not follow proper procedures. In such cases, the court may investigate further before determining the document's validity.
What is the risk of being a notary?
Remember that a notary is potentially liable for any of the document signer's losses that can be traced to an improper notarization.
How long can a notary be held liable?
Under Code of Civil Procedure section 338(f)(3) there is a 6 year statute of limitations for all claims against notaries, whether it's negligence or fraud.
How do I cancel a journal entry?
You cannot delete a journal entry but you can post a reversing journal entry or simply cancel the manual journal entry. Tip: For all journals created automatically by transactions such as Invoices, Payments etc. there is a reversing transaction for each of these.
Can I use white out in my notary journal?
It is best not to use correction fluid. To redact the information, an indelible black marker or a confidential roller ink stamp can be used. For more information, please see our article and video on how to correct Notary journal entries.
Can you cancel a notarized document?
Notaries Public do not have the authority to invalidate a notarization. If a notarized document injures someone, it would be up to a court to determine the validity of the notarization.