Hi. I just got my Integrity Notary Journal and noticed that Loan Modification Agreement is not on there. Any suggestion on what to do?
First of all, what state are you located in?
Then, don’t get used to just checking a little square. It’s okay to write in the title of the document (i.e. Deed of Trust, Power of Attorney, Owner’s Affidavit, Name Affidavit, etc.). Not all description of documents or proceedings may be listed in a notary journal.
Finally, the document listed in our journal should be what we notarized not some generic term like “real estate docs.”
jmho
Sorry for deletion - decided to look for a sample page…here is a link for a YouTube video about how to use it - IMO just write the additional documents or signing details in the space provided on page 2…I like the looks of this journal - make sure it’s approved by your state
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Hi JMHO - I am in California. Since we will be seeing quite a bit of more modification with the rate drop, I wanted to make sure I am doing this correctly.
Thank you, Linda! The video was very helpful. California approved the journal for use this year and I am very excited to use it. I like that I do not have to cover up other client’s info.
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Your only issue in CA is each doc has to have an individual listing and signers’ signatures must appear next to each one…that could be your only major problem…unless you put all the info in and do doc per page.
I am looking up for info on this now. And it looks like Bill Downs, CA Secretary of State Notary Public Section Manager gave his blessing to include more than one document in a single line entry for the same signer. But it say that provided the Notary follows specific guidelines. I am trying to find that guideline. However, the Integrity journal was approved for use in CA. I will continue to read from official state site for reference.
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@yolicue I just got my Integrity Notary Journal. Based on my research, it was approved to be used in CA in 2021. However, I am getting conflicting information about still doing 1 line entry per signer. Would you be able to provide some insight? Thank you in advance for any guidance you can provide.
@jaihuynh If you go to the 2024 California Notary Handbook and look up Notary Journal, you’ll find:
“A notary public must respond within 15 business days after the receipt of a written request from any member of the public for a copy of a transaction in the notary public journal by supplying either a photostatic copy of a line item from the notary public’s journal or an acknowledgment that no such line item exists. The written request shall include the name of the parties, the type of document, and the month and year in which the document was notarized. The cost to provide the requested information must not exceed thirty cents ($0.30) per page. (Government Code sections 8206(c) and 8206.5)” Or, you can go to page 31 of same Handbook for the Government Code which says the same thing.
Now, let’s dissect that entry. The person requesting the copy of the line item, in writing, must name the party(ies) involved, name the document and the month and year that particular document was notarized.
Example: Let’s say I notarized for John and Mary Smith in October 2018. It was a refi with Bank of America of their primary residence which is held in Trust. Typically, BofA has large package with numerous notarizations, in this case 10 notarizations for John and 10 notarizations for May (a total of 20). Then, John & Mary died during the pandemic of 2020 and now his brother Bill is contesting that refi and says John never signed anything having to do with that refi. Bill requests a copy of the notary journal for John Smith in Oct. 2018 for the Deed of Trust. Because I always enter each notarization separately in my journal, I only have to provide Bill with a copy of the DOT entry for John. He did not request a copy of any of the other 19 entries for that signing.
Hope the explanation makes sense. This is intended to preclude any breach of privacy. 
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@jaihuynh – Also, I thought I recalled reading the explicit instruction to enter single line items in our Journal but was unable to locate that last night in a quick search. Because of that, I emailed the CA SOS office this morning requesting clarification/assistance. Will let you know when I receive their response.
@yolicue I remember hearing about this previously too, and recall in-depth discussions on forums about this requirement, so went looking (while having my coffee…lol) - your 2018 newsletter
notary-newsletter-2018.pdf (ca.gov)
From what jaihuynh has posted previously, apparently Bill Downs either has not seen this or the law has changed.
@LindaH-FL – Also in the 2020 Newsletter: https://notary.cdn.sos.ca.gov/forms/notary-newsletter-2020.pdf
I did see that Bill Downs reference in the CLIN post of 2021: New Journal Guidance for CA Notaries | CLIN (calnotaries.org)
We must remember to abide by our governing agency, in this case the CA SOS. After all, the SOS grants our commission and has the power to suspend/revoke it.
@yolicue and there is the answer. Thank you Yoli - when I went to the website I did not see a 2020 newsletter. And I agree - the individual’s governing agency is the regulator.
Thank you.
@yolicue and @LindaH-FL . Thank you to you both for of all the insightful information. I have been a notary for over 6 years but recently got Loan Signing Agent Certified. The amount of notary done in one loan signing is more than my hand can take. I have a weak muscle in the index finger so writing for an extended time can be difficult. In looking at the Integrity Book and Modern Journal, I really liked that the documents are prelisted so I can just check it off versus writing it in. To you ladies’ point, it is better to adhere to the stricter rules. So I am thinking I can use the Modern Journal which is structured with single line journaling, used with multiple documents and user, instead use it as a single signer and single document per journal entry. This will adhere to the one entry per line and still utilize the pre-document check list. Thoughts? I hope that makes sense. Too bad we cannot create our own journal.
Thank you so much for all of the information you provided.
@jaihuynh - You’re very welcome. Hope I was able to be of some assistance to you.
I’ve been a notary public/certified signing agent since January 2006 and have always used the Modern Journal of Notarial Events (aka MoJo). One time I ordered another journal from someplace else and, upon receipt, quickly returned it. I didn’t like the layout.
[quote=“jaihuynh, post:16, topic:48160”]
Too bad we cannot create our own journal.
[/quote] Actually, there’s nothing, to my knowledge, that prohibits us (in California) from doing so. Our notary laws simply say: “Notary Public Journal
A notary public is required to keep one active sequential journal at a time of all acts performed as a notary public. The journal must be kept in a locked and secured area (such as a lock box or locked desk drawer), under the direct and exclusive control of the notary public. The journal shall include the items shown below. (Government Code section 8206(a))
• Date, time and type of each official act (e.g., acknowledgment, jurat).
• Character of every instrument sworn to, affirmed, acknowledged or proved before the
notary public (e.g., deed of trust).
• The signature of each person whose signature is being notarized.
• A statement that the identity of a person making an acknowledgment or taking an oath
or affirmation was based on “satisfactory evidence” pursuant to Civil Code section 1185.”
So, imho, conceivably you can create your own journal - provided it adheres to all the elements above (don’t forget to have a space for thumbprint). You can make a template with all the elements, print many pages of that template, use binders to keep the sheets together. Remember, your journal is always kept under your strict control and you store the full/completed journals until such time as you are no longer a notary. Given that, binders may be bulkier to store than the typical store-bought journal. Just a thought.
@yolicue yes, you have been amazing and very knowable.
That is so good to hear that you use the MoJo. I was looking at them both but decided on the Integrity because of the 1 page for privacy. Do you use Mojo as a single entry/single signer or for multiple entries/signers?
I also didn’t find any information on creating your own Journal but being so new, I didn’t want to be out of compliant.
Thank you so much again. Have a wondeful day!
@jaihuynh – As promised, here’s a copy and paste of response from CA SOS:
" NotaryMailNotaryMail@sos.ca.gov
To:​You​
Thu 10/3/2024 10:42 AM
Dear Yolanda Adams,
Thank you for contacting our office with regards to journal entries.
Each notarized document must be captured in the journal separately. Grouping all the documents together on one line in the journal is not permissible.
You may wish to read the article “Protect Yourself: Journaling All Notarial Acts” on page 4 or our 2017 Notary Public Newsletter.
If you still have questions after reading the article, let us know.
Toni B.
Business Programs Division
California Secretary of State
Email: NotaryMail@sos.ca.gov"
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Thank you so much for this. Would you mind please adding a post with this info into the “Law Related” topic?? TIA
@LindaH-FL – Done.
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