Washington Notary Journal Requirements

Washington requires every notary to maintain a physical journal, and the rules around what qualifies are more specific than most people expect. A spiral notebook doesn't count. A loose-leaf binder doesn't count. Get the wrong format and you're technically out of compliance from your first notarization.

What Qualifies as a Compliant Journal

Under WAC 308-30-200, your journal must be a permanently bound book with pre-numbered pages. "Permanently bound" means the pages cannot be removed or rearranged without visibly damaging the book — hardbound or sewn binding, not ring-bound or spiral. The pre-numbered pages create a tamper-evident record: if someone tears out a page, the gap in numbering is immediately apparent.

You maintain one active physical journal at a time. When it fills up, you close it out and start a new volume. Number your volumes sequentially so there's a clear audit trail across your entire commission.

What to Record for Each Notarial Act

Every entry in your journal should capture:

• Date and time of the notarial act
• Type of act performed (acknowledgment, jurat, oath, copy certification, etc.)
• Description or title of the document
• Full name of each signer
• Type of identification used to verify each signer's identity
• Full address of each signer
• The fee charged, if any
• The signer's signature, or a notation that the act was performed remotely

Recording these details isn't just about compliance — it's your primary defense if a notarization is ever challenged. The journal is your proof of what happened, who was present, and how you verified identity.

Electronic Journals

Washington allows an electronic journal, but only in addition to the physical journal — never as a replacement. If you maintain an electronic copy, it must be able to record the information required for the tangible journal and create a duplicate record. You can use a tablet, laptop, or dedicated e-journal app, but the physical bound book remains the primary legal record.

This rule confuses notaries who assume electronic records can replace paper. They can't. Even if you hold the electronic records endorsement and perform IPEN notarizations on digital documents, your journal of those acts must exist in physical form.

Storage and Security

Your journal must be stored in a secure, locked location under your direct and exclusive personal control. "Exclusive" means no one else has access — not your employer, not your coworker, not your office manager. A locked desk drawer, filing cabinet, or safe qualifies. An unlocked drawer in a shared workspace doesn't.

This rule applies even if your employer paid for the commission and the journal. Under WAC 308-30-200(3), the journal is the exclusive personal property of the notary public. If your supervisor demands to take your journal, you must refuse — it stays with you.

Retention Period

Every completed journal must be retained for 10 years after the last entry. This obligation survives the expiration or revocation of your commission. If you stop being a notary, you still keep your journals for the full retention period.

Store old journals in a secure location — a locked cabinet, a fireproof safe, or a secured storage unit. Don't throw them in a box in the garage. If a notarization from eight years ago gets challenged in a legal proceeding, you need to produce that journal.

What Happens When You Resign

Under RCW 42.45.180(6), if you resign or your commission is revoked or suspended, you must report the physical location of your journals to the DOL. This doesn't mean you surrender them — you keep possession. But the state needs to know where they are in case a court or investigator needs to examine your records.

If a court issues an order for your journal, you must produce it. This is another reason to keep journals secure and accessible for the full 10-year retention window.

Licensed Attorney Exception

Washington attorneys who also hold notary commissions get a limited exception: they may document their notarial acts through their existing professional case files rather than maintaining a separate notary journal. This exception does not extend to paralegals, legal assistants, or other non-attorney staff — even if they work in a law office.

For the complete journal setup guide, entry templates, and storage security recommendations, get the Washington notary commission guide.

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