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The importance of keeping accurate records as a notary public, and how to do so.

Updated: Mar 4, 2023

As a notary public, keeping accurate records is essential to ensure that your notarization process is legal and compliant. Accurate records provide a clear paper trail of all notarization activities, helping you avoid legal issues and potential liability. In this blog post, we'll discuss the importance of keeping accurate records and provide tips on how to do so effectively.

Why is record-keeping important for notaries?


One of the primary reasons why record-keeping is crucial for notaries is to demonstrate that you have complied with your state's notary laws and regulations. Notary laws and regulations vary from state to state, but all require notaries to maintain a record book or journal that includes important information about each notarization, such as the date, time, type of document, name of the signer, and method of identification used.


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In addition to compliance with state laws, keeping accurate records can protect notaries from liability in case of a legal dispute. Inaccurate or incomplete records can result in notaries being held responsible for any fraudulent activities that may have occurred during the notarization process.

Tips for keeping accurate records as a notary public:

  1. Use a standard journal or record book: Use a standard notary journal or record book to ensure consistency in record-keeping. The journal should be tamper-proof, with numbered pages and space for required information.

  2. Be consistent and thorough: Record all required information for each notarization, including the date, time, type of document, name of the signer, method of identification, and any fees collected. Make sure to be thorough and accurate in your documentation.

  3. Use clear and concise language: Use clear and concise language when making entries in your record book. Avoid using abbreviations or shorthand that may not be easily understood by others.

  4. Store records securely: Keep your notary record book or journal in a secure location, such as a locked cabinet or safe. Only authorized personnel should have access to the book.

  5. Review your record book regularly: Review your notary record book regularly to ensure that all entries are complete and accurate. Make corrections as needed, and never delete or remove any entries.


As a notary public, accurate record-keeping is an essential part of your job. By keeping thorough and consistent records, you can comply with state laws and regulations, protect yourself from liability, and ensure the legal validity of your notarizations. Use the tips provided in this blog post to keep your notary record book accurate and up-to-date, and always prioritize compliance with state laws and regulations.


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