Free Printable Notary Log Template (USA) – A notary log (also called a notary journal or notary public record book) is the official chronological record of every notarial act you perform. Many U.S. states require or strongly recommend that commissioned notaries keep one. A complete free printable notary log template helps you stay compliant, protect yourself legally, and stay organized without buying a commercial bound book right away.
This page explains what belongs in a notary journal, how state rules differ, and where to download legitimate free printable templates that work for most U.S. notaries.
Why You Need a Notary Journal?
A properly kept journal creates a contemporaneous record of the date, time, document type, signer identity, identification method, fee charged, and other details. Courts and regulators treat these entries as strong evidence if a notarization is later challenged. Even in states where a journal is optional, the National Notary Association and most Secretaries of State recommend keeping one as best practice.
Common required or recommended fields include:
- Date and time of the notarial act
- Type of act (acknowledgment, jurat, oath, copy certification, etc.)
- Description or title of the document
- Full name and address of each signer
- How identity was verified (personal knowledge or type of ID presented)
- Signer signature (and sometimes thumbprint)
- Fee charged (or “no fee”)
- Any additional notes or unusual circumstances
Always check your own state’s current notary handbook or Secretary of State website for exact requirements. Some states mandate a permanently bound book with numbered pages; others allow printable pages that you bind yourself or an approved electronic journal.
Free Printable Notary Log Template (USA)
Free Printable Notary Log Templates You Can Download Today
Here are trusted, currently available free resources:
Colorado Secretary of State official sample journal
Colorado provides a free two-page printable “Colorado Notary Basic Journal” designed to meet its statutory requirements. Print both pages, number them consecutively, and record each act across the matching line numbers. Download the official PDF directly from the Colorado Secretary of State:
Colorado Notary Basic Journal (PDF)
PandaDoc free notary journal template
PandaDoc offers a clean, free printable and fillable notary journal template in several layouts (simple table, line-style, and block-style). It includes fields for date, type of notarization, document details, signer information, identification, fingerprint space, and fee. You can use it online or download a printable version:
PandaDoc Notary Journal Template
These two sources are among the most authoritative free options currently available. Commercial sites and marketplaces also sell printable PDFs, but the links above are genuinely free and come from reputable providers.
How to Use a Free Printable Notary Log Template?
- Download the PDF and print on letter-size paper (landscape orientation works well for most designs).
- Number the pages consecutively if the template does not already include numbers.
- Complete every required field at the time of the notarization—never later.
- Have the signer sign the journal entry when required by your state.
- Store completed pages securely under your exclusive control. Many states require retention for 7–10 years after the last entry.
- If your state requires a bound book, take the printed pages to a print shop or office-supply store for permanent binding, or transfer the information into a commercial bound journal.
Tip: Keep a small supply of blank printed pages in your notary bag so you never have to improvise.
State-by-State Considerations (Quick Overview)
- Mandatory journal states (examples): California, Colorado, Arizona, Oregon, and others require a journal and specify format and content.
- Recommended but optional states: Many remaining states, including Nebraska, encourage journals even when not strictly required.
- Electronic journals: Growing numbers of states allow or require electronic/tamper-evident journals, especially for remote online notarization (RON).
Always verify the current rules with your commissioning authority. Requirements change, and using a free printable template does not override state-specific mandates for binding, retention, or additional data fields.
For practical guidance on completing journal entries correctly, the National Notary Association publishes clear best-practice recommendations:
NNA Guide to Completing Journal Entries
FAQ
Is a free printable template legal in every state?
It depends. Printable pages are acceptable in many states if you number them and keep them in chronological order. Some states (Colorado, for example) explicitly allow a printed sample that you bind; others insist on a commercially bound book from day one. Check your state law.
Can I use the same free template for remote online notarizations?
Most free paper templates are designed for traditional in-person acts. RON usually requires a separate electronic journal that meets tamper-evident standards. Confirm with your state’s remote notarization rules.
How long must I keep my notary log?
Retention periods commonly range from 5 to 10 years after the last entry, or longer in some jurisdictions. When your commission ends, follow your state’s instructions for storage or surrender of the journal.
Where else can I find official guidance?
Start with your state’s Secretary of State notary page. Colorado’s general notary resources are available here:
Colorado Secretary of State Notary Home
A free printable notary log template is a practical starting point for new and experienced U.S. notaries. Download one of the official or reputable free versions linked above, customize it to your state’s requirements if needed, and make accurate contemporaneous entries every time you perform a notarial act. Keeping a solid journal protects both you and the public.