Your notary journal isn’t just paperwork—it’s your first line of defense against fraud, lawsuits, and commission risks. In Pennsylvania, sloppy recordkeeping isn’t just unprofessional… it could cost you your commission.
Whether you use a bound book or a compliant digital system, here’s exactly what to document—plus smart additions to turn your journal into a powerful legal safeguard.
Is a Notary Journal Required in Pennsylvania?
Yes. Under Pennsylvania’s Revised Uniform Law on Notarial Acts (RULONA):
- All notaries must keep a chronological journal of every notarial act
- Acceptable formats:
- Bound paper journal (with numbered, tamper-proof pages)
- Approved electronic journal (for both RON and in-person acts)
Must-know: You are required to keep your journal for 10 years after your commission expires.
7 Required Journal Entry Items in Pennsylvania
- Date and time of the notarization
- Type of notarial act (acknowledgment, jurat, oath, etc.)
- Title or description of the document
- Full name and address of the signer
- Method of identification used (e.g., PA driver’s license)
- Signature of the signer (or e-signature for RON)
- Fee charged (if any)
🔥 Hot Tip: Always include how the signer was identified—especially for powers of attorney, deeds, or estate-related documents. When in doubt, more detail protects you.
Smart Additions for Extra Protection
- Names of any witnesses
- Behavior notes (e.g., “Client appeared unsure—recommended they consult an attorney”)
- How the documents were delivered (scanback, courier, FedEx, etc.)
- For RON: Platform used, video retention method, and date of recording
When NOT to Record a Journal Entry
If a notarization does not take place, do not create a partial or false entry. Instead, clearly note what happened:
“Client refused to sign after ID verification failed. No notarization performed.”
“Session terminated—unable to pass identity proofing.” (for RON)
Special Rules for Remote Online Notarization (RON)
- Electronic journal is mandatory—no paper allowed for RON
- Session videos must be stored for 10 years
- Electronic signatures must be logged
Warning: Don’t mix paper and RON journal entries. Keep them in separate, secure systems.
Your Journal = Your Legal Shield
If you’re ever questioned, audited, or sued, your notary journal is your proof that you followed the law. Don’t treat it like busywork—treat it like your insurance policy.
Document like a pro. Protect your commission. And elevate your brand.
The PA Notary Takes You From Notary Commission To Cashflowing Career.