NNA Notary Journal Requirements 2 — Questions and Answers
Question 1: A notary performs an acknowledgment for three signers on the same deed. How should the journal reflect this?
- One entry listing only the first signer
- A separate entry, or separate signer line, for each signer (Correct answer)
- One entry signed by all three on a single line
- No entry, because a deed is recorded publicly
Correct 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.
Question 2: Which journal format does the NNA recommend for paper journals?
- A loose-leaf binder so pages can be reorganized
- A spiral notebook with removable pages
- A permanently bound book with sequentially numbered pages (Correct answer)
- Index cards filed alphabetically by signer
Correct 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.
Question 3: In what order should journal entries be recorded?
- Alphabetically by signer's last name
- Chronologically, in the order notarizations are performed (Correct answer)
- Grouped by document type
- In any order, as long as each entry is dated
Correct answer: Chronologically, in the order notarizations are performed
Chronological entries create a reliable, sequential record and prevent entries from being backfilled later.
Question 4: A signer is identified by a credible identifying witness. What should the notary record in the journal?
- Only the signer's name
- The witness's name and address, plus how the witness was identified (Correct answer)
- Nothing extra, since no ID card was presented
- Only the witness's phone number
Correct 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.
Question 5: Which of the following is generally NOT recorded in a notary journal?
- The type of notarial act
- The date and time of the notarization
- The full contents and terms of the document (Correct answer)
- The fee charged
Correct 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.
Question 6: A notary makes an error in a completed journal entry. What is the best practice?
- Tear out the page and redo it
- Use correction fluid and rewrite
- Draw a single line through the error, write the correction, and initial and date it (Correct answer)
- Leave the error and ignore it
Correct 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.
Question 7: Why does the NNA recommend keeping a journal even in states that do not require one?
- It is needed to order a notary seal
- It provides evidence that the notary used reasonable care if a notarization is challenged (Correct answer)
- It replaces the need for a notarial certificate
- It lets the notary charge higher fees
Correct 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.
NNA Notary Journal Requirements 2
A notary performs an acknowledgment for three signers on the same deed.
How should the journal reflect this?