When can I destroy my notary journal?
Asked by: Danielle Zboncak DDS | Last update: January 11, 2026Score: 5/5 (52 votes)
In the absence of official state rules for the disposal of a journal, The Notary Public Code of Professional Responsibility recommends safeguarding and storing each journal for at least 10 years from the date of the last entry in the journal.
How long should you keep your notary journal?
If a notary public does not receive a new commission within 30 days after their old commission expires, they must deliver the notarial journal and other notarial records to the county clerk within the next 30 days. This applies even if the notary is in the process of reapplying for a new comission.
How to dispose of a notary journal?
- In California, you must hand over the journals to the county clerk.
- In Hawaii, they need to be given to the Attorney General's office.
- In Colorado, they need to be handed over to the Secretary of State's office.
When should a notary destroy their seal?
In California, Notaries must destroy or deface their seals upon resignation, termination or revocation of their commissions. However, California Notaries who are convicted of certain offenses and felonies are required to surrender their seals to the court.
How do you 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.
How To Correct Notary Journal Entries
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 invalidates a notarized document?
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 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.
How to destroy a notary embosser?
A notary stamp can be easily destroyed by prying off the rubber face and cutting it up with scissors. Likewise, an embossing seal can also be destroyed by prying off the metal face of the seal and smashing it with a hammer.
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.
How do you dispose of journals?
For journals you decide not to keep, ensure they're disposed of securely and thoughtfully. Shred or burn pages with sensitive information to protect your privacy. Recycle the remaining paper to be environmentally friendly.
Who is allowed to 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 to do with old notary journals?
If you plan to continue being a Notary, keep your completed journals under your direct and exclusive control. If you plan to resign your commission, deliver all of your journals to the county clerk's office in which your current oath is on file within 30 days of the resignation.
How long is a notarized paper valid for?
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.
Are notary books public record?
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.
Can you handwrite a notary block?
If the content is satisfactory and the certificate wording meets the requirements of your state's laws, a handwritten notarial certificate is acceptable. The most likely potential concern when a signer wants a handwritten document notarized is that the document does not include notarial certificate wording.
What happens if you break a notarized document?
Yes, typically destruction of the original notarized copy of an agreement or legal document voids the content of that document.
What if I make a mistake in my notary book?
To make corrections, cross the line across the inaccurate information. Make sure the data and initials are correct. Print or update the correct information legibly. Mark the adjusted entry in your notary journal.
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.
What if I stamp my notary upside down?
Documents containing upside down, blurred, or partial Notary seal or stamp impressions are likely to get rejected.
Can you fold a notarized document?
You can do this by folding or flipping the pages, without removing the staple. When a certified document has been tampered with, the only remedy is to start the entire notarization, county and/or state certification process all over again.
How long is a notarized title good for?
2. Does a notarized document ever expire? The notarization of any document does not expire itself. This means there is no such rule that states that a specific notary stamp expires and will not be acceptable after a certain date.
Can I notarize the same document twice?
Yes, it is OK.
What is notary misconduct?
Examples of notarial misconduct include the following: 1) the notary notarized an instrument without the signer being present; 2) the notary failed to establish the identity of the signer by satisfactory evidence; 3) the notary failed to execute proper notarial procedures; and 4) the notary knew that the document ...