Notary Public Commission Exam
Journal Requirements Practice Questions
25 practice questions with detailed explanations — aligned to the Notary Public Commission Exam.
Q1.The primary purpose of a notary journal is:
A.To track incomeB.To create a public record and evidence of due diligence in case of a lawsuitC.To keep customer contact infoD.To satisfy the IRSB. To create a public record and evidence of due diligence in case of a lawsuitExplanation: The journal is the notary's best defense against liability. It proves what steps were taken and who appeared.
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Q2.Journal entries should be made:
A.At the end of the dayB.Before the notarizationC.Contemporaneously (at the time) with the notarial actD.Whenever you have timeC. Contemporaneously (at the time) with the notarial actExplanation: Entries must be recorded at the time of the act, before the signer leaves, to ensure accuracy and completeness.
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Q3.Which item is usually required in a journal entry?
A.Date and time of actB.Type of act (Jurat/Ack)C.Signer's signatureD.All of the aboveD. All of the aboveExplanation: A complete entry includes the Who, What, When, and How (ID type).
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Q4.Can a notary keep multiple active journals at once?
A.YesB.No, generally only one active journal is allowed to ensure sequential recordingC.Yes, one for personal and one for businessD.Yes, if they have an assistantB. No, generally only one active journal is allowed to ensure sequential recordingExplanation: To maintain a chronological record, notaries should use only one active journal at a time.
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Q5.If a notary's journal is lost or stolen, they must:
A.Buy a new one immediatelyB.Notify the Secretary of State (or commissioning authority) immediatelyC.Forget about itD.Call the police onlyB. Notify the Secretary of State (or commissioning authority) immediatelyExplanation: Loss of a journal compromises the public record. Immediate notification to the regulating body is mandatory.
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Q6.Who is allowed to inspect a notary's journal?
A.No oneB.Anyone, in the presence of the notary (public record rules apply)C.Only the policeD.Only the employerB. Anyone, in the presence of the notary (public record rules apply)Explanation: In many states, the journal is a public record viewable under supervision. However, the notary must protect specific private data (like ID serial numbers in some states).
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Q7.When recording the ID document in the journal, what should be listed?
A.Just 'Driver's License'B.The type of ID, issuing agency, serial number, and expiration dateC.A photocopy of the IDD.The color of the IDB. The type of ID, issuing agency, serial number, and expiration dateExplanation: Specific details are needed to prove which document was relied upon.
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Q8.Are thumbprints required in the journal?
A.NeverB.AlwaysC.Required in some states for specific documents (e.g., Deeds of Trust, Power of Attorney)D.Only for criminalsC. Required in some states for specific documents (e.g., Deeds of Trust, Power of Attorney)Explanation: California, for example, mandates thumbprints for real estate and POA documents. Other states do not. It is a powerful fraud deterrent.
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Q9.If a notary refuses a notarization, should they record it in the journal?
A.No, only completed actsB.Yes, documenting the refusal and the reason is excellent protectionC.Only if the person gets angryD.No, it wastes paperB. Yes, documenting the refusal and the reason is excellent protectionExplanation: Recording refusals provides evidence if the notary is later accused of discrimination or failing to perform their duty.
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Q10.Can a notary let their employer keep their journal upon quitting?
A.Yes, if the employer paid for itB.No, the journal is the exclusive property of the notaryC.Yes, if they were notarizing company documentsD.Yes, if they make a copyB. No, the journal is the exclusive property of the notaryExplanation: The journal belongs to the public office holder (the Notary), not the employer. The notary must take it with them.
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Q11.Entries in the journal should be:
A.RandomB.AlphabeticalC.Sequential and chronologicalD.By document typeC. Sequential and chronologicalExplanation: Sequential recording prevents the insertion of fraudulent backdated entries.
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Q12.If performing multiple notarizations for the same signer at one time:
A.One entry is enoughB.Each document requires a separate line item entryC.Use ditto marksD.Don't record themB. Each document requires a separate line item entryExplanation: Each notarial act is a separate legal event. While some journals allow diagonal lines to group acts, each document must be identifiable.
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Q13.Should the notary record the fee charged in the journal?
A.No, that's privateB.Yes, to prevent accusations of overchargingC.Only if it was over $10D.Only if it was cashB. Yes, to prevent accusations of overchargingExplanation: Recording the fee proves compliance with statutory fee caps.
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Q14.Who signs the journal?
A.The notary onlyB.The document requesterC.The signer of the documentD.The Secretary of StateC. The signer of the documentExplanation: The signer's signature in the journal is the proof that they appeared personally.
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Q15.How long must a journal be retained?
A.1 yearB.4 yearsC.Usually 5-10 years or indefinitely, depending on state lawD.Until fullC. Usually 5-10 years or indefinitely, depending on state lawExplanation: Retention periods vary, but 10 years is a common standard. Some states require surrender to the county clerk immediately upon commission expiration.
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Q16.If a police officer requests to see a journal entry as part of an investigation:
A.Refuse without a warrantB.Surrender the journal or provide a copy of the specific entry (state laws vary on surrender vs copy)C.Give them the whole bookD.Call a lawyerB. Surrender the journal or provide a copy of the specific entry (state laws vary on surrender vs copy)Explanation: Notaries must cooperate with law enforcement. Typically, providing a certified copy of the specific entry requested is sufficient, unless a warrant authorizes seizure of the book.
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Q17.Is it acceptable to pre-fill journal entries?
A.Yes, to save timeB.No, entries must be made at the time of the actC.Only the dateD.Only the feeB. No, entries must be made at the time of the actExplanation: Pre-filling invites errors and suggests the notary might have certified a presence that didn't happen if the signer cancels.
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Q18.What is the best way to secure a journal?
A.Leave it on the deskB.In a locked drawer or safe only accessible to the notaryC.In the car gloveboxD.With the secretaryB. In a locked drawer or safe only accessible to the notaryExplanation: Exclusive control is required. A locked office safe or drawer is best.
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Q19.If a credible witness is used, where do they sign?
A.NowhereB.In the notary's journal (and potentially on an affidavit)C.On the back of the documentD.On the notary's IDB. In the notary's journal (and potentially on an affidavit)Explanation: The credible witness must sign the journal to attest to the facts.
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Q20.Why is the 'Character of the Document' recorded?
A.To know if it was interestingB.To identify the document later if fraud occursC.To increase the feeD.It isn't requiredB. To identify the document later if fraud occursExplanation: Recording the title or type (e.g., 'Quitclaim Deed') helps identify the specific transaction linked to the signature.
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Q21.A 'Member of the Public' requests a copy of a journal entry. They must usually provide:
A.A reasonB.The name of the parties, the type of document, and the month/year of the actC.A subpoenaD.Just the dateB. The name of the parties, the type of document, and the month/year of the actExplanation: To prevent fishing expeditions (looking for private info), requesters must specify *which* entry they want by providing key details.
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Q22.If a notary inadvertently skips a line in the journal:
A.Leave it blankB.Draw a line through it or mark it 'VOID' to prevent later insertionC.Tear out the pageD.White it outB. Draw a line through it or mark it 'VOID' to prevent later insertionExplanation: Never leave blank lines that could be filled in later fraudulently. Void them out.
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Q23.Which state requires a thumbprint for ALL journal entries?
A.CaliforniaB.TexasC.None (requirements are specific to document types)D.New YorkC. None (requirements are specific to document types)Explanation: Even strict states like CA only require prints for specific high-fraud documents (real estate, power of attorney), not *all* documents.
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Q24.When a notary commission expires and is renewed, the notary should:
A.Continue using the old journal until fullB.Start a new journal for the new commission termC.Throw away the old oneD.Staple the new commission to the old journalA. Continue using the old journal until fullExplanation: Generally, a notary can continue using the same journal until it is full, as the journal is a record of the *notary*, not the *commission*. (Exceptions exist in some states).
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Q25.Electronic journals are:
A.Always allowedB.Allowed in some states if they meet security/tamper-evident standardsC.ProhibitedD.Only for RONB. Allowed in some states if they meet security/tamper-evident standardsExplanation: Many states now permit secure electronic journals, especially for remote notarizations, but they must prevent alteration of entries.
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