California Notary Journal Requirements: What to Record and How to Keep It

The notary journal is your single most important piece of protection as a California notary. It is the only record that proves what you did, when you did it, and who was involved. If your notarization is ever challenged in court, your journal entry is your defense. Journal requirements are governed by Gov. Code Section 8206 and are one of the most heavily tested topics on the California notary exam — expect multiple questions about what must be recorded and when.

For every notarial act, California law requires you to record the following in your journal under Gov. Code Section 8206: 1. Date and time of the notarial act 2. Type of notarial act performed (acknowledgment, jurat, etc.) 3. Type of document notarized (deed of trust, affidavit, etc.) 4. Identity of the signer — how you identified them (ID document, credible witness, etc.) 5. Signature of the person whose signature is being notarized 6. Fee charged for the notarial act 7. If identity was established by credible witness(es), their signature(s) Every single entry must contain all of these elements. Missing even one can result in disciplinary action.

California requires a thumbprint in your journal for certain types of documents. A thumbprint of the signer's right thumb must be taken for: - Deeds and other documents affecting real property (including deeds of trust, quitclaim deeds, and grant deeds) - Powers of attorney If the signer is physically unable to provide a thumbprint, you must note this in your journal and document which finger was used instead, or note that no print was obtainable. The thumbprint requirement is frequently tested on the exam. Remember: it applies to real property documents and powers of attorney, not to all documents.

Your journal is your personal property, but it is also a public record. Key rules about journal ownership and access: - The journal belongs to the notary, not to an employer - An employer cannot require you to surrender your journal - The public has the right to inspect your journal entries, but only the specific entry related to their transaction - If someone requests a copy of a journal entry, you must respond within 15 business days - The maximum charge for a journal copy is $0.30 per page - When your commission ends, you must deliver your journal to the county clerk within 30 days

If your journal is lost, stolen, damaged, or otherwise unusable, you must immediately notify the Secretary of State by certified or registered mail (or another delivery method that provides a receipt). If a peace officer seizes your journal as evidence, you must notify the Secretary of State within 10 days. These notification deadlines are strictly enforced and are commonly tested on the exam. Remember: immediately for lost or stolen journals, 10 days for a journal seized by a peace officer.

Here are the types of journal questions you should expect on the California notary exam: 1. What must be recorded for each entry? (All 7 elements listed above) 2. When is a thumbprint required? (Real property documents and powers of attorney) 3. How long do you have to respond to a journal copy request? (15 business days) 4. What is the maximum charge for a journal copy? ($0.30 per page) 5. What do you do if your journal is stolen? (Immediately notify SOS by certified or registered mail) 6. When your commission ends, where does the journal go? (County clerk within 30 days) 7. Can your employer take your journal? (No — it belongs to you)