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, so check your state handbook.
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. Check your state handbook for rules on recording ID numbers.
Fee charged
Write the amount, within your state's maximum. See the fee lookup.
Check your state's required fields
No single template is valid everywhere. Rules vary by state, so compare your journal with your state handbook and consult your notary commissioning office.
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 Actbook, 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.