MO Notary - Missouri Notary Journal and Seal Requirements Questions and Answers 2 — Questions and Answers

Question 1: What information must a Missouri notary record in their journal for each notarial act?

Only the signer's name
The date, type of act, signer's name, identification method, and document description (Correct answer)
Only the fee charged
The signer's Social Security number and address

Correct answer: The date, type of act, signer's name, identification method, and document description

Missouri notary journals must include comprehensive information about each act including the date, type of notarial act, signer's name, method of identification, and a description of the document.

Under Missouri law, a notary's journal must contain sufficient information to create a complete record of each notarial act. Required entries typically include: the date and time of the act, the type of notarial act performed, the name and address of the signer, the method used to identify the signer, a description of the document notarized, the type of identification presented, and the fee charged. Some notaries also record the signer's signature in the journal as an additional security measure. This detailed record-keeping protects both the notary and the public by providing evidence of proper procedure.

Question 2: What are the requirements for a Missouri notary's official seal or stamp?

It must include only the notary's name
It must include the notary's name, commission number, commission expiration date, and the words 'Notary Public' and 'State of Missouri' (Correct answer)
It can be any design the notary chooses
It must be a raised embossed seal only

Correct answer: It must include the notary's name, commission number, commission expiration date, and the words 'Notary Public' and 'State of Missouri'

A Missouri notary's seal must include specific information mandated by law, including the notary's name, commission details, and state designation.

Missouri law requires a notary's seal or stamp to contain specific elements: the notary's name exactly as it appears on their commission, the words 'Notary Public,' the words 'State of Missouri,' the notary's commission number, and the commission expiration date. The seal may be a rubber stamp (producing an ink impression) or an embosser (producing a raised impression). Many recording offices prefer or require an ink stamp because embossed seals may not photocopy clearly. The seal must be affixed to every notarial certificate to authenticate the notary's official act.

Question 3: How should a Missouri notary store their journal when not in use?

In the notary's vehicle for easy access
In a secure, locked location accessible only to the notary (Correct answer)
At the county recorder's office
In any convenient location

Correct answer: In a secure, locked location accessible only to the notary

A Missouri notary must store their journal in a secure, locked location accessible only to the notary to protect the confidential information it contains.

Missouri notaries are responsible for the security of their journal, which contains sensitive personal information about signers. The journal should be stored in a secure, locked location — such as a locked desk drawer, filing cabinet, or safe — that is accessible only to the notary. This protects against unauthorized access, identity theft, and tampering with notarial records. If the journal is lost or stolen, the notary should report the loss to the Secretary of State and local law enforcement. Proper journal security is part of the notary's duty of care and failure to secure the journal can result in liability.

Question 4: Can a Missouri notary use an electronic journal instead of a paper journal?

No — only paper journals are permitted
Yes — electronic journals are permitted if they meet security and tamper-evidence requirements (Correct answer)
Only for remote online notarizations
Only with approval from the county clerk

Correct answer: Yes — electronic journals are permitted if they meet security and tamper-evidence requirements

Missouri permits notaries to maintain electronic journals as long as they meet security, tamper-evidence, and backup requirements established by law.

Missouri law allows notaries to maintain their journals in electronic format, reflecting the state's broader acceptance of electronic notarization. Electronic journals must meet specific requirements: they must be tamper-evident (meaning any unauthorized changes are detectable), securely backed up to prevent data loss, and searchable. The electronic journal must contain all the same information required in a paper journal. For remote online notarizations, electronic journals are typically integrated with the RON platform. Whether paper or electronic, the journal must be maintained throughout the notary's commission and properly transferred when the commission ends.

Question 5: What should a Missouri notary do if their official seal is lost or stolen?

Continue performing notarizations without a seal
Notify the Secretary of State and obtain a replacement seal promptly (Correct answer)
Borrow another notary's seal temporarily
Wait until the commission expires to report it

Correct answer: Notify the Secretary of State and obtain a replacement seal promptly

If a notary's seal is lost or stolen, they must notify the Secretary of State and obtain a replacement seal. They should not perform notarizations until they have a proper seal.

A lost or stolen notary seal is a serious security concern because it could be used to fraudulently notarize documents. When a Missouri notary discovers their seal is missing, they should: (1) immediately stop performing notarizations, (2) notify the Secretary of State's office, (3) consider filing a police report, and (4) obtain a replacement seal as quickly as possible. The notary should not borrow another notary's seal or use an improvised substitute. Some notaries also notify their surety bond company. The notary can resume performing notarial acts only after receiving their replacement seal.

Question 6: Is a Missouri notary required to record the fee charged in their journal entry?

No — fee information is private
Yes — the fee charged should be recorded for each notarial act (Correct answer)
Only if the fee exceeds the statutory maximum
Only for commercial transactions

Correct answer: Yes — the fee charged should be recorded for each notarial act

Missouri notaries should record the fee charged for each notarial act in their journal as part of the complete record of the transaction.

Recording the fee charged for each notarial act is an important part of maintaining a complete notary journal in Missouri. This information serves several purposes: it demonstrates that the notary did not exceed the maximum fee allowed by law, it provides a record for the notary's own business purposes, and it can be evidence in any dispute about the services provided. While some jurisdictions make fee recording optional, best practices and Missouri guidelines recommend including it as part of the comprehensive journal entry for each notarial act.

MO Notary - Missouri Notary Journal and Seal Requirements Questions and Answers 2

What information must a Missouri notary record in their journal for each notarial act?