Question 1

The primary purpose of a notary journal is:

Accepted Answer

The journal is the notary's best defense against liability. It proves what steps were taken and who appeared.

Question 2

Journal entries should be made:

Accepted Answer

Entries must be recorded at the time of the act, before the signer leaves, to ensure accuracy and completeness.

Question 3

Which item is usually required in a journal entry?

Accepted Answer

A complete entry includes the Who, What, When, and How (ID type).

Question 4

Can a notary keep multiple active journals at once?

Accepted Answer

To maintain a chronological record, notaries should use only one active journal at a time.

Question 5

If a notary's journal is lost or stolen, they must:

Accepted Answer

Loss of a journal compromises the public record. Immediate notification to the regulating body is mandatory.

Question 6

Who is allowed to inspect a notary's journal?

Accepted Answer

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).

Question 7

When recording the ID document in the journal, what should be listed?

Accepted Answer

Specific details are needed to prove which document was relied upon.

Question 8

Are thumbprints required in the journal?

Accepted Answer

California, for example, mandates thumbprints for real estate and POA documents. Other states do not. It is a powerful fraud deterrent.

Question 9

If a notary refuses a notarization, should they record it in the journal?

Accepted Answer

Recording refusals provides evidence if the notary is later accused of discrimination or failing to perform their duty.

Question 10

Can a notary let their employer keep their journal upon quitting?

Accepted Answer

The journal belongs to the public office holder (the Notary), not the employer. The notary must take it with them.

Question 11

Entries in the journal should be:

Accepted Answer

Sequential recording prevents the insertion of fraudulent backdated entries.

Question 12

If performing multiple notarizations for the same signer at one time:

Accepted Answer

Each notarial act is a separate legal event. While some journals allow diagonal lines to group acts, each document must be identifiable.

Question 13

Should the notary record the fee charged in the journal?

Accepted Answer

Recording the fee proves compliance with statutory fee caps.

Question 14

Who signs the journal?

Accepted Answer

The signer's signature in the journal is the proof that they appeared personally.

Question 15

How long must a journal be retained?

Accepted Answer

Retention periods vary, but 10 years is a common standard. Some states require surrender to the county clerk immediately upon commission expiration.

Question 16

If a police officer requests to see a journal entry as part of an investigation:

Accepted Answer

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.

Question 17

Is it acceptable to pre-fill journal entries?

Accepted Answer

Pre-filling invites errors and suggests the notary might have certified a presence that didn't happen if the signer cancels.

Question 18

What is the best way to secure a journal?

Accepted Answer

Exclusive control is required. A locked office safe or drawer is best.

Question 19

If a credible witness is used, where do they sign?

Accepted Answer

The credible witness must sign the journal to attest to the facts.

Question 20

Why is the 'Character of the Document' recorded?

Accepted Answer

Recording the title or type (e.g., 'Quitclaim Deed') helps identify the specific transaction linked to the signature.

Question 21

A 'Member of the Public' requests a copy of a journal entry. They must usually provide:

Accepted Answer

To prevent fishing expeditions (looking for private info), requesters must specify *which* entry they want by providing key details.

Question 22

If a notary inadvertently skips a line in the journal:

Accepted Answer

Never leave blank lines that could be filled in later fraudulently. Void them out.

Question 23

Which state requires a thumbprint for ALL journal entries?

Accepted Answer

Even strict states like CA only require prints for specific high-fraud documents (real estate, power of attorney), not *all* documents.

Question 24

When a notary commission expires and is renewed, the notary should:

Accepted Answer

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).

Question 25

Electronic journals are:

Accepted Answer

Many states now permit secure electronic journals, especially for remote notarizations, but they must prevent alteration of entries.

Journal Requirements Practice Questions

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