Free Recordkeeping & Journal Entries Questions and Answers

Question 1

What information should a notary record for each entry in their journal?

Accepted Answer

The date, type of notarial act, document type, signer's name, ID used, and the notary fee charged

Answer

A complete notary journal entry should include: the date of the notarial act, the type of act performed, the type of document notarized, the signer's name and address, the type of identification presented, the notary fee charged, and the signer's signature in the journal. Some states require additional information such as thumbprints for specific document types.

Question 2

Why is a signer's signature in the notary journal important?

Accepted Answer

It provides a specimen signature that can be compared to detect forgery if the transaction is later questioned

Answer

Having the signer sign the notary journal creates a contemporaneous record of their signature at the time of the notarial act. If the transaction is later disputed — for example, if someone claims their signature was forged — the journal signature provides forensic evidence that the person did appear before the notary. It also serves as a deterrent against fraud.

Question 3

How long should a notary retain their journal after their commission expires?

Accepted Answer

It must be retained according to state law, often for several years

Answer

State laws specify how long notary journals must be retained after a notary's commission expires, and this period often ranges from 5 to 10 years or more. The journal may be needed as evidence in future legal proceedings involving transactions that occurred during the commission period. Disposing of the journal prematurely can expose the former notary to legal liability.

Question 4

What should a notary do if their journal is lost or stolen?

Accepted Answer

Report the loss or theft to the appropriate state authority and potentially law enforcement

Answer

If a notary's journal is lost or stolen, they should promptly notify the appropriate state authority (typically the Secretary of State or commissioning office) and, if theft is suspected, local law enforcement. A missing journal could be used to create fraudulent notarizations, so reporting it protects the notary from being implicated in future fraudulent acts.

Question 5

In states that permit thumbprinting, for which type of transaction is it most commonly required?

Accepted Answer

Real property transactions such as deeds of trust and grant deeds

Answer

In states that permit or require thumbprinting in the notary journal (California being the most notable example), it is most commonly required for real property transactions — specifically deeds that convey or encumber real estate, such as grant deeds, deeds of trust, and quitclaim deeds. Real estate fraud is a significant concern, and a thumbprint provides biometric evidence linking the signer to the transaction.

Notary Public Practice Test

Notary Public Practice Test

Free Recordkeeping & Journal Entries Questions and Answers