California requires a sequential journal entry for every notarial act you perform — no exceptions, including acts you charge nothing for. Willfully failing to maintain it properly is a misdemeanour.
One journal, one act, one entry
A California notary keeps one active sequential journal at a time GC §8206(a). Not one per employer, not one per location. If you perform both an acknowledgment and a jurat on the same document, that is two notarial acts and therefore two entries.
The six required elements
Every entry must contain, at minimum GC §8206(a)(2):
- The date, time and type of the official act
- The character, or type, of the instrument
- The signature of each person whose signature is being notarised
- Evidence of identity — the document type, issuing agency, identifying number, and date of issue or expiration
- The fee charged, or “no fee”
- A thumbprint, where required
When a thumbprint is required
A thumbprint is required for deeds, quitclaim deeds, deeds of trust, other documents affecting real property, and powers of attorney GC §8206(a)(2)(G). It is not required for every notarisation.
Willfully failing to obtain a required thumbprint carries a civil penalty of up to $2,500 GC §8214.23 and is separately grounds for revocation.
The journal is yours, not your employer’s
The journal is the exclusive property of the notary and shall not be surrendered to an employer at any time GC §8206(d) — regardless of who paid for it, and regardless of whether the notarisations were performed at work.
An employer may inspect and copy entries, but only those directly associated with the employer’s business purposes, and only in your presence. Leaving the journal at the office for unsupervised access is not permitted.
It must be kept in a locked and secured area under your direct and exclusive control.
Public requests for copies
Any member of the public may request a copy of a specific journal line item, in writing, identifying the parties and the type of document GC §8206(c). You must respond within 15 business days either with the copy or with a written acknowledgment that no such entry exists. You may charge up to $0.30 per page.
Note the limit: the requester is entitled to the matching line item, not to every entry from a period, and not to a copy of the notarised document.
If the journal is lost, stolen or seized
Notify the Secretary of State immediately, by certified or registered mail or another means that provides a receipt GC §8206(b). The notification must include the periods of journal entries, your commission number, your commission expiration date, and where applicable a copy of the police report.
A peace officer with reasonable suspicion that the journal contains evidence of a criminal offence may inspect it, and may seize it with probable cause. If a journal is seized, obtain a receipt, notify the Secretary of State within 10 days, and begin a new journal.
When your commission ends
Within 30 days of your commission expiring, resigning or being revoked, deliver all your journals to the county clerk in the county where your oath is on file, and destroy your seal GC §8209. Completed journals from earlier in your commission stay with you, securely, until that point.
Penalties
Willfully failing to perform the journal duties in §8206 is a misdemeanour GC §8228.1. Knowingly destroying, defacing or concealing journal records is a misdemeanour carrying personal liability for resulting damages GC §8221.
Frequently asked questions
How many notary journals can a California notary keep at once?
One active sequential journal at a time, under Government Code §8206(a).
Does a California notary have to record a journal entry if no fee is charged?
Yes. Every notarial act requires an entry, with the fee recorded as “no fee” or zero.
Can my employer keep my notary journal?
No. The journal is the exclusive property of the notary and may not be surrendered to an employer at any time. An employer may inspect entries related to its own business, but only in the notary’s presence.
Which documents require a thumbprint in the California notary journal?
Deeds, quitclaim deeds, deeds of trust, other documents affecting real property, and powers of attorney, under Government Code §8206(a)(2)(G).
How long does a California notary have to respond to a journal copy request?
15 business days, either with the requested line item copy or with written acknowledgment that no such entry exists. Up to $0.30 per page may be charged.
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See the coursesPlease note. This article is educational information about California notary law, not legal advice. Statutes change and individual situations differ. The controlling authority is the California Government Code, Civil Code and the Secretary of State’s Notary Public Handbook. For advice about your own circumstances, consult an attorney.