Notary Public Underwriters Blog
What Kind of Records Should I Be Keeping?
- Details
- Published: May 18, 2012
Revised 3/6/25
Does your state require you to keep a notary record book? Some states require the use of a record book, and some states do not. Be sure to check your state notary laws and rules to see if it is required. Even if keeping a notary record book is not required in your state, it is ALWAYS best practice to keep one for EVERY notarial act performed.
Why is it Important to Keep Records?
The notary record book is your first line of defense should a document that you notarized be called into question. Your book may contain the signer’s name, address, phone number, and signature in it. It will also include details of the notarization that maybe you do not remember. Would you remember an acknowledgment notarization that you performed a year or even two ago for Sally Smith? Information in your record book may help jog your memory or even prove that Sally Smith did personally appear before you on the date of the notarization in question.
What Information Should I Record?
Most states require that the paper record book be permanently bound, contain numbered pages, and each entry must be sequentially numbered. Some states have very specific information that a notary must record. Here is a list of the most common information that should be recorded in your record book:
- Signer's name and signature
- Address and phone number
- Date and time of the notarization
- Document name and/or description
- Type of notarial act performed (acknowledgment, oath or other)
- How you identified the signer
- Fee charged for the notarial act
- Witness information, if any
- Any other information that might be beneficial, for instance if you attached a notarial certificate to the document, if a Signature by Mark was made, or any special circumstances that aren’t the norm.
*Remember to NEVER record any identification serial numbers in your record book.
To order a notary record book, visit our Notary Supplies page or contact us at 800-821-0831. We are always happy to help!
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