08/27/2026
Imagine these three journal entries after notarizing the exact same document:
❌ Poor:
“John Smith – Signature.”
If your notarization is ever questioned, this entry leaves more questions than answers. There’s little to establish what occurred or demonstrate that you followed proper procedures.
✔️ Decent:
“John Smith – Power of Attorney – Driver’s License presented – Signature obtained.”
Much better. It identifies the document and the identification used, creating a clearer record of the appointment.
⭐ Great:
“John Smith – Power of Attorney – Acknowledgement – New Jersey Driver’s License verified (last four digits recorded if permitted by state law), signer appeared personally, signature obtained, date, time, location, fee collected, and any additional notes permitted by state law.”
Now you’ve created a detailed, organized record that helps demonstrate the notarization was performed properly. If questions arise months—or even years—later, you’ll have meaningful documentation to refresh your recollection and support your professional practices.
A journal won’t prevent every dispute, but maintaining thorough, accurate records can be invaluable if your work is ever scrutinized. Just remember: journal requirements vary by state, so always follow your state’s notary laws regarding what information may or must be recorded.
What is one thing you’ve added to your journal entries that has made your recordkeeping stronger? Share it below and help another notary improve their process.
