Recordkeeping is one of the most important responsibilities a notary public holds, especially in a state like Florida, where requirements differ depending on the type of notarization being performed. Florida is unique in that it does not require traditional notaries to maintain a paper journal, but it does require a highly detailed electronic journal for online notarizations. This creates confusion for new notaries and even for experienced notaries who have only recently begun offering online notarial services.
This blog post provides a clear and thorough overview of Florida’s notary journal rules, along with best practices every notary should follow. While the law might not always require a journal, maintaining one is an essential tool for protecting yourself, supporting legal integrity, and documenting each step of your notarial process.
Florida notaries are governed primarily by Chapter 117 of the Florida Statutes. You can review the full statute here:
https://www.flsenate.gov/Laws/Statutes/Chapter117
Under this chapter, there is no legal requirement for Florida’s traditional in-person notaries to maintain a written journal. This means that if you only perform standard, face-to-face notarizations, Florida does not require you to track those acts in any kind of logbook.
However, the rules change significantly if you perform online notarizations, also known as remote online notarizations (RON). In that case, an electronic journal is mandatory under Florida Statute §117.245. You can review the online notarization requirements here: https://www.flsenate.gov/Laws/Statutes/2024/117.245
This section outlines strict and specific items that must be recorded for each online notarial act. For online notaries, proper recordkeeping is not optional—it is a statutory obligation.
Florida’s laws for remote online notarization place heavy emphasis on transparency, accuracy, and the protection of the public. Online notaries must maintain a secure and comprehensive electronic journal; failure to do so can place both the notary and the notarization at risk.
The electronic journal must include:
These requirements ensure that every step of the online notarization is transparent and verifiable if a dispute arises in the future, such as a claim of coercion or fraud, the journal and accompanying audio-video recording act as key evidence.
It is also important to note that missing journal entries do not invalidate the notarization. However, the absence of information can harm the notary if there is ever an investigation or legal dispute, because the journal serves as protective documentation.
Even though Florida law does not require a journal for in-person notarizations, keeping one is still widely recommended by professional notary organizations, insurance providers, and legal experts. Journals act as both a recordkeeping tool and a form of liability protection.
Here are key benefits for maintaining a journal even when it is not required:
1. Protection Against Liability
A thorough journal entry helps defend a notary if their actions are brought into question. For example, if a signer later denies appearing before you or disputes the validity of their signature, your journal entry can demonstrate how and when you performed the act.
2. Evidence In Legal Proceedings
Notarial acts frequently appear in legal matters such as probate, real estate disputes, fraud investigations, or contract enforcement cases. Journals provide a clear factual record that courts and attorneys may rely on.
3. Prevention Of Misconduct Claims
Documenting identification methods, signatures, or special circumstances can prevent allegations of negligence or malpractice.
4. Strengthening Professional Credibility
Notaries who maintain organized, well-kept journals are perceived as responsible, ethical, and detail-oriented professionals.
5. Supporting Clarity In High-Risk Transactions
Many notarized documents carry long-term consequences. Journals create a trail that can help clarify events years later.
Even without a statutory mandate, the practical value of journal recordkeeping is undeniable.
Notaries in Florida should adopt best practices to ensure their journal is accurate, consistent, and secure. These recommendations apply to both optional paper journals and those that are legally required to be electronic.
Waiting to complete an entry later increases the risk of forgetting details. Prompt entries ensure the record reflects accurate information.
A high-quality journal, paper, or digital should have consistent fields for each entry. Common fields include:
Standardization ensures each entry captures the same critical information.
If you use a physical journal, keep it in a locked drawer or secure bag.
If you use a digital journal, protect it with strong passwords, encryption, and secure cloud storage.
Avoid vague descriptions or incomplete entries. Clear documentation protects you from misunderstandings and legal risks.
In a paper journal, draw a single line through mistakes without erasing. Add the corrected information beside the original entry, then initial and date it.
In digital systems, ensure that corrections are logged with timestamps or audit trails.
Online notarization journals and recordings must be retained for a minimum of 10 years, as required by law.
For traditional records, many notaries choose to retain journals for 5–10 years to cover possible disputes or litigation timelines.
Certain situations make the value of a journal even more significant:
Documents such as wills, powers of attorney, real estate deeds, and financial agreements carry long-term consequences. A journal helps in verifying proper execution.
If signers have limited English skills, physical challenges, or require assistance to sign, documenting these circumstances is extremely valuable.
If someone seems confused, pressured, or unsure, your journal can reflect the steps you took to verify willingness and awareness.
Commercial closings, loan signings, and multi-signer documents benefit from detailed entries.
Some notary employers, such as law firms or financial institutions, may require journals even when state law does not require them.
Florida notaries have the option to use either paper journals or electronic journals for traditional notarizations. Online notaries are required to use electronic journals, while in-person notaries have the option to use either.
Physical journals are familiar and straightforward. They require no software and provide a tangible record. However, they can be lost, stolen, or damaged. They also lack automatic backup features.
Electronic journals provide searchable entries, cloud backups, and better long-term organization. They also pair well with mobile notary work. For online notaries, they are required.
Whatever format you choose, consistency and security should guide your decision.
To keep your journal clean and professional, consider these tips:
These small habits improve the reliability and accuracy of your records.
Disclaimer: All information provided by Notary Public Association is for educational purposes only and is not intended as legal advice. Notary Public Association makes no representations or warranties as to the accuracy, completeness, or applicability of the information provided and assumes no liability for any actions taken in reliance on it. Always consult a licensed attorney or your local commissioning authority for guidance specific to your notary responsibilities and jurisdiction.
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