Chapter 4 of 516% of exam
The Sequential Journal and Official Seal
The recordkeeping backbone of the office: the bound sequential journal, the thumbprint rule for real-property and power-of-attorney documents, and the required elements and safeguarding of the official seal.
The Sequential Journal
California requires a bound, chronological record of every official act to deter and detect fraud.
Entries must be recorded sequentially, in chronological order, at the time of each act.
A notary generally keeps only one active journal at a time.
Each signer's act requires its own line-item entry, even on the same document.
The journal is the notary's exclusive property and must remain under the notary's direct control.
Required Journal Entries and Thumbprints
Each entry must capture specific data, and certain documents require the signer's thumbprint.
Each entry records the date and time, type of act, character of the document, signer's name and signature, method of identification, and fee charged.
A right-thumbprint is required for deeds, quitclaim deeds, and deeds of trust affecting real property, and for powers of attorney.
If the right thumb is unavailable, another fingerprint is taken and noted in the journal.
Sensitive personal data such as bank or Social Security numbers should never be copied into the journal.
The Official Seal
The seal authenticates the notary's acts and must contain specific elements in a reproducible format.
The seal must include the State Seal, the words 'Notary Public,' the notary's name, the county, the commission number, and the expiration date.
The seal must be photographically reproducible when affixed to a document.
An embosser alone is insufficient because it may not photocopy clearly.
When the commission ends, the seal must be destroyed or defaced to prevent misuse.
Retention, Loss, and Disclosure
The journal outlives the individual notarization, so the law dictates how it is kept, surrendered, and disclosed.
On resignation, revocation, or expiration, all journals must be delivered to the county clerk within 30 days.
A lost or stolen journal must be reported to the Secretary of State in writing immediately.
A lost or stolen seal should likewise be reported to the Secretary of State.
Journal information may be disclosed only on a lawful request—such as from the signer, the Secretary of State, a peace officer, or under subpoena.
California requires a tangible bound journal; electronic recordkeeping is tightly limited by statute.
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Practice questions on The Sequential Journal and Official Seal
Last updated: July 2026