The usual entry fields
Most entries record the date and time, type of act, document description, signer's name and signature, how identity was verified and the fee. States differ on details such as ID numbers and thumbprints.
Date and time
Record when the act happened.
Type of act
Name the act, such as an acknowledgment or a jurat.
Document description
Add a brief description of the document.
Signer name and signature
Record the signer's name and have the signer sign the entry.
How identity was verified
Note the method. Some states forbid recording ID numbers, so check yours .
Fee charged
Write the amount, within your state's maximum. See the fee lookup.
California example: required fields
California requires the date, time, type of act, character of instrument, signature, ID method and details, and fee under Gov Code 8206(a)(2). A thumbprint is required for certain real-property documents and powers of attorney. Source: California Notary Public Handbook.
Texas example: required fields
Texas 406.014(a) lists the date of instrument, date of notarization, signer name, mailing address, how identified, grantee details for land conveyances and a brief description. An ID number is not required. Source: Texas Government Code Chapter 406 .
What not to record
Do not record what your state forbids. Some states bar ID numbers, and we have not verified which, so check your handbook .
Common mistakes
The usual mistake is skipping a field your state requires. Compare your journal with your handbook, and use the template as a starting layout.
A sample entry
This is an illustration, not a state-approved form.
| Field | Example |
|---|---|
| Date and time | Example date, example time |
| Act type | Acknowledgment |
| Document | Deed of trust, brief description |
| Signer | Name, signature, ID method |
| Fee | Amount within your state maximum |
See also whether you need a journal, thumbprints and signature and thumbprint entries.
Ready to keep your entries in one place? Get the iOS app for Notary Journal, a notary journal and fee and mileage log for iPhone.
Not legal advice. Check your state's notary handbook or commissioning office before you rely on any summary here.