What to record in a Notary Journal

If you wonder what to record in a notary journal, allow me to put you at ease.

Most commercial journals contain the necessary categories already printed for you.

This facilitates your need to remember every critical item to record. However, it is important that whatever journal you purchase has specific information. Let’s review them.

Information to Record in a Notary Journal

• The time and date of the notarization
• The method of identification that the constituent presents to you
• The specific location where the notarization took place
• The type of document that you are notarizing
• The constituent’s name
• The constituent’s contact information
• The Signer’s willingness and competence
• The signer’s signature in your journal
• The notary fee that you charge for the notarization
• Any added information that you think could be important

Should circumstances be such that you need to refuse notarization this should also be recorded in your journal. Firstly, a notary should never refuse service. But there are many reasons one may refuse service to a document.

Reasons to Refuse Notarization

• Perhaps the signer appears intoxicated
• The signer may be drug-induced due to illness or lifestyle
• Further, maybe the signer shows signs of cognitive impaired. This client must understand what it is they are signing
• So, if the notary believes the constituent is under duress or influenced by someone who could benefit from the notarization

In such circumstances, the notary needs to record the refusal in his or her journal. This record should be as accurate as possible. Remember, your journal could be accessed in the future because it is a public record. Also, the accuracy of your journal entry could come into play should there be a future investigation or litigation.

These days, you can use an “e-journal”. Companies like Jurat provide such a service.

By the way, in New York State now requires that notaries use a Journal.