California takes journal requirements more seriously than most states. A notary who willfully fails to maintain a journal can be charged with a misdemeanor under Government Code §8228.1. Your journal is a legal record — treat it like one.
Every notarial act gets a journal entry
No exceptions. Every acknowledgment, jurat, copy certification, proof of execution, oath, and affirmation must be recorded at the time the act is performed. Not later that day. Not when you get back to the office. At the time.
Entries must be made sequentially. You cannot skip pages, backfill entries, or maintain multiple journals at the same time.
The eight required fields
Every journal entry must include:
- Date and time — the date alone is not enough. Record the time.
- Type of notarial act — write it in full: “acknowledgment,” “jurat,” “proof of execution by subscribing witness.”
- Type of document — “grant deed,” “power of attorney,” “affidavit,” “deed of trust.” Separate from the type of act.
- Signer’s name — the person whose signature is being notarized.
- How identity was established — ID type, number, and expiration. If credible witnesses were used, record their info and IDs.
- Signer’s signature — the signer must sign your journal. If they cannot write, they make a mark with a witness.
- Fee charged — if none, write “no fee.” Cannot be left blank.
- Additional information — signature by mark, credible witnesses used, thumbprint taken.
When thumbprints are required
California law requires a thumbprint in your journal for two categories:
- Real property documents — grant deeds, deeds of trust, quitclaim deeds, and anything affecting real property
- Powers of attorney — documents granting someone authority to act on another person’s behalf
Who can see your journal
- The public: Anyone may request a photostatic copy of a specific journal entry relating to a specific transaction. They must identify the transaction — they cannot browse your journal.
- The Secretary of State: Can request certified copies of your journal or any portion. You must comply.
- Law enforcement: A peace officer acting in an official investigation may request access.
- Courts: Your journal can be subpoenaed in civil or criminal proceedings.
Lost or stolen journal
If your journal is lost, stolen, or damaged:
- Notify the Secretary of State immediately — by certified mail or physical delivery with receipt
- If stolen, also file a report with law enforcement
When your commission ends
- Renewing? You can continue using the same journal through your new term.
- Not renewing (commission expired)? Deliver journal to the county clerk within 30 days.
- Resigning? Deliver journal to the county clerk within 30 days.
- Notary dies in office? Personal representative delivers journal to county clerk within 30 days.
Journal corrections
- Draw a single line through the mistake (keep it legible)
- Write the correction nearby
- Initial and date the correction
Preparing for the notary exam? Journal requirements are tested heavily. Our SOS-approved 6-hour course covers every journal rule with practice quizzes.
Quick answers
Looking for a short answer? Our FAQ covers the most common questions about California notary education.
View FAQ →
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