Notary Journal Requirements Flashcards

A notary performs an acknowledgment for three signers on the same deed. How should the journal reflect this?

Answer: A separate entry, or separate signer line, for each signer

Each signer must be identified and recorded individually so there is a complete record of every person whose signature was notarized.

Which journal format does the NNA recommend for paper journals?

Answer: A permanently bound book with sequentially numbered pages

Bound journals with numbered pages make it obvious if a page has been removed or added, which protects the record's integrity.

In what order should journal entries be recorded?

Answer: Chronologically, in the order notarizations are performed

Chronological entries create a reliable, sequential record and prevent entries from being backfilled later.

A signer is identified by a credible identifying witness. What should the notary record in the journal?

Answer: The witness's name and address, plus how the witness was identified

When a credible witness is used, the journal should capture the witness's identity and signature so the chain of identification is documented.

Which of the following is generally NOT recorded in a notary journal?

Answer: The full contents and terms of the document

Notaries describe the document (title/type and date) but do not copy its contents or terms, which protects the signer's privacy.

A notary makes an error in a completed journal entry. What is the best practice?

Answer: Draw a single line through the error, write the correction, and initial and date it

A single-line strike-through with a dated, initialed correction keeps the original visible and the record honest.

Why does the NNA recommend keeping a journal even in states that do not require one?

Answer: It provides evidence that the notary used reasonable care if a notarization is challenged

A detailed journal is a notary's best defense in a lawsuit or investigation because it shows the proper steps were followed.