Best Practices for Notary Journals

• Always record the date, type of act, and document type.

• Include signer identification details and have them sign the journal.

• Never leave blank lines (draw a line through unused space).

• Store journals securely—locked cabinet for paper, encrypted storage for digital.

• For RON, use a state-approved eJournal system.

The Future of Notary Journals

As Remote Online Notarization expands, more states are requiring secure electronic journals. These provide built-in protections like timestamps, encryption, and easier retrieval if challenged in court.

But whether paper or digital, the principle remains the same: your journal is your best line of defense.

Conclusion: Your Seal Deserves Protection

Notaries do more than witness signatures—they safeguard trust, prevent fraud, and protect legal rights. A notary journal is the record that proves you did your job correctly.

So, do you really need one?
Yes—because the only thing riskier than keeping a journal is not keeping one.

👉 Looking to strengthen your notary skills and compliance? Join our upcoming trainings at www.thenotaryeducationgrp.com or book professional notary services at www.belisenotary.com

A legal name is the name listed on an individual's official government-issued identification, such as a driver's license or passport. This is the name notaries must rely on when confirming a signer's identity. It's the name that should be reflected on any document being notarized, unless otherwise structured with appropriate language.

An assumed name, sometimes called a "doing business as" (DBA) name or alias, is a name someone may use in personal or professional contexts. For example:

• A signer named “Rebecca Jones” may go by “Becky Jones.”

• A business owner named “James A. Smith” might sign as “Jim Smith” in day-to-day transactions.

People may also include "AKA" (Also Known As) to reference their alias on documents, such as:
“Rebecca Jones AKA Becky Jones”

Why This Matters in Notarizations

As a notary, you are required to confirm that the person signing the document is the same person identified on their ID. If a signer attempts to use a name that does not match their ID — even if it’s a commonly known nickname — this creates a red flag.

Using an assumed name without the proper structure in the document may:

• Invalidate the notarization

• Delay legal proceedings

• Lead to accusations of fraud

• Put your commission at risk

Exceptions & How to Handle “AKA” Situations

There are exceptions where a document may be correctly drafted to include both the legal name and assumed name. In these cases, the drafter may structure the signature line like:

“Rebecca Jones, also known as Becky Jones”

If the signer’s ID reflects “Rebecca Jones,” and the document clearly shows the alias, you may proceed — provided Rebecca Jones is the one signing and identified.

👉 Important: The notarial certificate must still reflect only the name on the identification presented, unless state law says otherwise.

If the document is drafted using only the signer's assumed name — and that name does not appear anywhere on their ID — you may not proceed with the notarization.

This is a critical compliance checkpoint. The notary cannot verify a signer’s identity if the name on the document and the name on the ID do not align in some recognizable and documented way.

👉 Your Best Course of Action:
Kindly advise the signer to contact the document drafter or preparer and request one of the following:

• A revised version of the document that includes both the legal name and the assumed name (e.g., “Rebecca Jones, also known as Becky Jones”), or

• An additional statement or attachment that clearly connects the assumed name to the legal name, ideally signed and acknowledged by the appropriate authority

Without that clarity, you could unintentionally notarize a document that may be rejected or questioned — and that could place liability on you.

Educating the Signer

It’s essential to explain that a notary cannot notarize a document if the name signed does not match the ID presented. Encourage signers to:

• Have documents correctly drafted with both names if necessary.

• Avoid signing with a name not shown on their ID.

• Consult with the receiving agency if they insist on using an alias.

Protecting Your Commission

Document the situation in your notary journal:

• Note the name on the ID

• Note any discrepancies or aliases on the document

• Describe how the situation was resolved

This protects your notarial act and keeps a record in case questions arise later.

Final Thought from the CEO's Desk

Whether you’re notarizing a power of attorney, real estate documents, or an affidavit, clarity on the signer’s name is non-negotiable. A notary’s role is to uphold integrity in every transaction — and that begins with proper name verification.