Every time you notarize – and this includes notaries who are completing PennDOT documents – the information must be entered into your journal in chronological order.
This information includes:
- The date and time of the notary act. It is always the date and time in which your customer stands before you in person.
- A description of the record, if any, and the type of notary act. \
- Notary fee, if charged.
- Clerical and administrative fees, if charged.
- If you do not charge a notary fee and/or a clerical and administrative fee, you must enter 0 (zero) or N/C (no charge) in these spaces.
- Customer information including name, city and state where the customer lives.
- Statement regarding the method of identification and any identification credential presented, including the date of issue and expiration date.
- If you are using personal knowledge as the identification method (meaning you know your customer as a neighbor, friend, co-worker, etc.) then checking the box for Personal Knowledge is enough. It satisfies the statutory requirement of identification.
- If using satisfactory evidence as the method of identification, other pertinent information may be included and written in the Remarks column. However, do not include the customer’s personal information such as full driver’s license, Social Security or state identification card numbers; financial account numbers, etc., in your journal.
- If a credible witness is being used for the proper identification of a customer, the credible witness must complete a verification on oath or affirmation that each of the following is true:
- The individual appearing before you as the signer of the document is the person named in the document.
- The credible witness personally knows the signer.
- The signer does not possess any identification documents authorized by law to establish his or her identity.
- The credible witness does not have a direct or pecuniary interest in the record being notarized.
- Use of a credible witness requires a separate notarization entry in your journal.
Every time you place your notary stamp on a document, you must record that notarization in your journal. One stamp = one entry in your journal.