Notary Journal Requirements by State (2026): Full List
Quick answer: 24 states require notaries to maintain a journal. The other 26 recommend it but don’t mandate it. California has the strictest requirements (paper only, thumbprints for deeds). See the full 50-state table below.
2026 Notary Journal Requirements by State
| State | Required? | E-Journal OK? | Retention | Notes |
|---|---|---|---|---|
| Alabama | No | — | — | Recommended |
| Alaska | No | — | — | Recommended |
| Arizona | Yes | Yes | Life of journal | Thumbprint required for certain docs |
| Arkansas | No | — | — | Recommended |
| California | Yes | No (paper only) | Life + deliver to county clerk | Strictest in the US. Thumbprint for deeds/POAs |
| Colorado | Yes | Yes | 5 years | |
| Connecticut | No | — | — | Recommended |
| Delaware | No | — | — | Recommended |
| Florida | RON only | Yes (RON) | 10 years (RON) | Paper journal not required for in-person |
| Georgia | No | — | — | Recommended |
| Hawaii | Yes | Yes | 10 years | |
| Idaho | No | — | — | Recommended |
| Illinois | Yes | Yes | 7 years | |
| Indiana | No | — | — | Recommended |
| Iowa | Yes | Yes | 5 years | |
| Kansas | No | — | — | Recommended |
| Kentucky | No | — | — | Recommended |
| Louisiana | Yes | Yes | Life of commission | Civil law notaries have extra requirements |
| Maine | No | — | — | Recommended |
| Maryland | Yes | Yes | 10 years | |
| Massachusetts | Yes | Yes | 7 years | |
| Michigan | No | — | — | Recommended |
| Minnesota | Yes | Yes | 10 years | |
| Mississippi | Yes | Yes | 5 years | |
| Missouri | Yes | Yes | 10 years | |
| Montana | Yes | Yes | 10 years | |
| Nebraska | No | — | — | Recommended |
| Nevada | Yes | Yes | 7 years | Thumbprint required |
| New Hampshire | No | — | — | Recommended |
| New Jersey | Yes | Yes | 7 years | |
| New Mexico | No | — | — | Recommended |
| New York | No | — | — | Recommended (high-volume state, no mandate) |
| North Carolina | No | — | — | Recommended |
| North Dakota | No | — | — | Recommended |
| Ohio | No | — | — | Recommended |
| Oklahoma | No | — | — | Recommended |
| Oregon | Yes | Yes | 10 years | |
| Pennsylvania | Yes | Yes | 10 years | |
| Rhode Island | No | — | — | Recommended |
| South Carolina | No | — | — | Recommended |
| South Dakota | No | — | — | Recommended |
| Tennessee | No | — | — | Recommended |
| Texas | Yes | Yes | 5 years | Must record method of ID verification |
| Utah | Yes | Yes | 10 years | |
| Vermont | No | — | — | Recommended |
| Virginia | Yes | Yes | 10 years | E-journal required for RON |
| Washington | Yes | Yes | 10 years | |
| West Virginia | No | — | — | Recommended |
| Wisconsin | No | — | — | Recommended |
| Wyoming | No | — | — | Recommended |
Requirements based on state notary statutes as of 2026. Laws change — verify with your state’s Secretary of State or commissioning authority.
Summary
- 24 states require journals — AZ, CA, CO, HI, IL, IA, LA, MD, MA, MN, MS, MO, MT, NV, NJ, OR, PA, TX, UT, VA, WA, and others
- 26 states recommend but don’t require them
- Thumbprint states — Arizona, California, Nevada
- E-journals — Allowed in most mandatory states. Several states require them for RON specifically
What Is a Notary Journal?
A notary journal is a bound record of every notarization a notary performs. Each entry creates a verifiable paper trail — if a notarization is ever questioned in court, if someone alleges fraud, or if a document is lost, the journal is independent evidence of what happened, when, and who was involved.
Journals are typically bound books with sequentially numbered pages to prevent tampering. Many states now also allow electronic journals that meet tamper-evidence and backup requirements.
Why Keep a Journal (Even If Your State Doesn’t Require One)
Even in the 26 states without a mandate, keeping a journal is strongly recommended.
Legal protection. If someone claims a notarization was fraudulent or that they never appeared before you, your journal entry provides powerful evidence that you followed proper procedures.
Fraud deterrence. When signers know their ID is being recorded and they must sign a journal, they are less likely to attempt identity fraud.
Insurance requirements. Many E&O insurance providers recommend or require journal keeping. A complete journal demonstrates responsible conduct if a claim is filed.
Audit compliance. Your commissioning authority may audit your records. A well-maintained journal makes this straightforward.
Professional standard. The National Notary Association recommends all notaries maintain a journal regardless of state requirements.
What to Record in Every Entry
Required Fields
| Field | What to Record | Why It Matters |
|---|---|---|
| Date and time | Exact date and time | Establishes when the act occurred |
| Type of act | Acknowledgment, jurat, oath, copy cert | Identifies what you performed |
| Document type | Deed, POA, affidavit, contract, etc. | Identifies the document |
| Number of pages | Page count | Verifies the document was complete |
| Signer’s full name | Legal name as on ID | Links the entry to the signer |
| Signer’s address | Current address | Additional identification |
| Signer’s signature | Signature in the journal | Comparison sample if forgery is alleged |
| ID type and number | DL, passport, state ID + number/expiry | Proves identity verification |
| Fee charged | Amount collected | Demonstrates compliance with state fee limits |
Additional Fields (Some States)
- Signer’s thumbprint — Required in Arizona, California (deeds, POAs), and Nevada. Provides biometric evidence.
- Credible witness info — If identity was verified through a witness rather than ID, record the witness’s details.
- Document date — Some states require the date on the document itself, not just the notarization date.
Electronic Journal Requirements
As remote online notarization (RON) expands, electronic journals are increasingly common. Key requirements include:
- Tamper-evident format — Stored in a way that prevents undetected changes
- Regular backups — Must be backed up to prevent data loss
- Printable records — Must produce a printed copy on demand
- Searchable — Many states require search by signer name, date, or document type
- Secure access — Password-protected or encrypted, accessible only by the notary
States with specific e-journal provisions include Virginia, Texas, Florida (RON only), Nevada, Colorado, and Pennsylvania. If you perform remote online notarizations, check your state’s specific rules.
Journal Best Practices
- Use a bound journal, not loose-leaf pages. Bound books with numbered pages are harder to tamper with. Many states specifically require this.
- Never leave blank lines between entries. Draw a line through unused space to prevent fraudulent insertions.
- Keep your journal secure. Journals contain personal information. Store in a locked location when not in use. If lost or stolen, notify your commissioning authority immediately.
- Start a new journal before your commission expires. When your commission ends, store or surrender the current journal per your state’s rules.
- Retain for the required period. Ranges from 5 years (CO, IA, MS, TX) to 10 years (HI, MD, MN, MO, MT, OR, PA, UT, VA, WA) to life of journal (AZ, CA). When in doubt, keep them indefinitely.
Frequently Asked Questions
Do all states require notaries to keep a journal?
No. As of 2026, 24 states require a journal. The other 26 recommend but don’t mandate it. The National Notary Association and virtually all industry organizations strongly recommend keeping one regardless.
What happens if I don’t keep a journal in a state that requires one?
Penalties vary but can include fines, suspension, or revocation of your commission. In states like California, failure to maintain a journal can result in civil liability if a notarization is later disputed.
Can I use an electronic journal instead of paper?
In most states that require journals, yes — as long as the e-journal meets tamper-evidence, backup, and printability requirements. California still requires paper-only for traditional in-person notarizations.
How long do I need to keep my journal?
Retention periods range from 5 to 10 years. California requires keeping journals for the life of the last entry, then delivering them to the county clerk. If your state doesn’t specify, the standard recommendation is at least 10 years.
What is the thumbprint requirement?
Arizona, California, and Nevada require signer thumbprints in the journal for certain document types — typically deeds, powers of attorney, and other high-value documents. The thumbprint is a powerful fraud deterrent and is considered a best practice even in states that don’t require it.
State fee guides: California notary fees · Florida notary fees · Texas notary fees · Illinois notary fees · Ohio notary fees · Pennsylvania notary fees · New York notary fees
Related guides: How much does a notary cost? · Maximum notary fees by state · Notary stamp and seal requirements by state · Notary bond requirements by state
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