Notary 101

NJNA Notary 101 has been designed to provide a clear overview of essential notarial practices for New Jersey notaries. We outline how to create a proper journal entry, document the steps for completing acknowledgments and jurats, and highlight the core requirements that apply to routine notarial acts.

We hope this will serve as a practical starting point for new notaries and a quick refresher for experienced practitioners seeking straightforward guidance on performing compliant, accurate notarizations.

Journal Entry

Prepare your journal

Ensure you have one journal only (you must maintain a single journal for all notarial acts—tangible and electronic).
If it is a physical journal, make it a permanent, bound register with consecutively numbered lines and consecutively numbered pages.
If you use an electronic journal, it must be in a permanent, tamper-evident format.

Gather information from the signer before you begin

Before the signer executes the document or you affix your notary certificate, collect the following details to enter in your journal:

Date and exact time of the notarial act.
Type of notarial act (for example: acknowledgment, oath/affirmation, proof of deed, witnessing signature).
Name and address of each person for whom you are performing the notarial act.
Whether you identified the individual by personal knowledge, or by “satisfactory evidence” of identity. If by satisfactory evidence, you must record a brief description of the credential presented (type, date of issuance, expiration date) or the name/signature of an identifying witness.
The fee (if any) charged for the notarial act.

Create the journal entry (just before notarization)

With the information above:

Write in the journal (or input into your electronic record) the date and time of the upcoming notarization.
Enter the type of the notarial act.
Enter the name and address of the signer(s).
Indicate how you verified identity (personal knowledge or type of credential).
If a credential (ID) was used: record credential type, issue date, expiration date, or name of the identifying witness.
Record the fee you will charge (if applicable).
Important: complete your journal entry before performing the act itself, so that you have the record in place contemporaneously with the notarial act.

Perform the notarization

After you have made your journal entry, proceed with performing the notarial act in accordance with all requirements (e.g., signer appears before you, proper certificate form, stamp, etc.). NJ.gov
Then affix your official stamp, sign and date the certificate as required. NJ.gov

After the notarization

Ensure the journal is safely stored and is accessible if required for inspection or audit.
Retain the journal for the required period: 10 years after the last notarial act recorded in it.
If your journal is lost or stolen, you must notify the New Jersey Division of Revenue & Enterprise Services (via the State Treasurer’s website) within 10 days

Acknowledgements

An acknowledgment is a notarial act in which the signer declares to the notary that the signature on the document is their own and that they signed the document willingly. The notary is not required to witness the signing, though the notary may do so if the document is presented without signatures. The notary’s role is to verify identity, confirm willingness, and complete the acknowledgment certificate.

How to complete an acknowledgment

Obtain and review the document

The document should be fully completed by the signer before notarization. If any section does not apply, the signer should cross it out or mark it as “N/A.” The notarial certificate must not contain blanks.
Confirm personal appearance
The signer must appear in person before you, either physically or through approved communication technology for remote notarization.
Identify the signer
Verify identity through personal knowledge or satisfactory evidence, such as a reliable government-issued credential or an approved identifying witness.
Confirm willingness
Ask the signer to confirm that the signature on the document is theirs and that they signed voluntarily.
Ensure the certificate wording is correct
Confirm that the certificate includes the state, county, date, your name, and the standard acknowledgment language required in New Jersey. Replace incorrect or incomplete wording if necessary.
Complete the certificate
Fill in all required fields, including the date, county, name of the acknowledging signer, and your signature.
Affix your stamp
Apply your official stamp near your signature in compliance with New Jersey formatting rules.

Jurats

A jurat is a notarial act in which the signer personally appears before the notary, signs the document in the notary’s presence, and takes an oath or affirmation declaring that the statements in the document are true. Unlike an acknowledgment, the signature must occur in front of the notary because the notarization certifies both the signing and the sworn statement.

How to complete a jurat

Review the document
The document should be fully completed by the signer before notarization. Any non-applicable sections should be crossed out or marked “N/A.” The notarial certificate must not contain blanks.
Confirm personal appearance
The signer must appear in person before you, either physically or through approved communication technology for remote notarization.
Identify the signer
Verify identity through personal knowledge or satisfactory evidence, such as a reliable government-issued credential or an approved identifying witness.
Administer the oath or affirmation
Ask the signer to swear or affirm that the statements in the document are true. The wording may be simple, such as
“Do you swear or affirm that the statements in this document are true?”
Witness the signature
The signer must sign the document in your presence after taking the oath or affirmation. If the document is already signed, the signer must sign again.
Complete the jurat certificate
Fill in the state, county, date, name of the signer, and your signature. Ensure the certificate uses the correct jurat language for New Jersey.
Affix your stamp
Apply your official stamp near your signature in accordance with New Jersey formatting rules.
Record the act in your journal
Enter the date and time, type of act, name and address of the signer, method of identification, and any fee charged.

Free
Certificates

New Jersey law requires specific information to appear in every notarial certificate. The state mandates only the essential elements listed below:

• A statement identifying the type of notarial act performed (acknowledgment, jurat, verification, etc.)

• The venue, which includes the State of New Jersey and the applicable county
• The date on which the notarial act was performed
• The name of the individual who appeared before the notary
• The signature of the notary public
• The official stamp of the notary public

These minimum requirements satisfy state law, but they do not provide strong protection against potential misuse of a completed certificate.

Example of a Vulnerability

A signer brings a document titled “Release Statement” that contains no notarial certificate. The notary provides the required certificate options, the signer selects an acknowledgment, and the notary performs the act correctly. Once complete, the signer is left holding a valid acknowledgment certificate on a separate sheet. A dishonest individual could detach that certificate and attach it to a completely different document. The law does not prohibit this, and the only safeguard in this situation is the signer’s honesty.

NJNA Enhanced Certificates

The certificates offered here include all information required by New Jersey law, along with an added layer of protection. Each certificate contains the title of the document and the total number of pages within the text of the certificate itself. This additional detail makes it significantly more difficult for someone to attach the completed certificate to any document other than the one that was notarized.

You are welcome to use, print, and share these enhanced certificates as needed. They comply fully with New Jersey notarial requirements while offering added security for both notaries and signers.

Understanding
Your Role

Understanding your role as a notary public

Notaries serve as impartial public officers whose responsibility is to deter fraud and ensure the integrity of signed documents. It is essential to stay within the limits of your authority. A notary may verify identity, witness signatures, administer oaths, and complete notarial certificates, but a notary may not provide legal advice, interpret documents, select notarial wording for a signer, or explain the legal effect of any document. Any situation involving uncertainty or legal interpretation should be referred to a qualified attorney.

Ongoing education helps notaries remain current with statutory requirements and best practices. New Jersey notaries are encouraged to pursue training opportunities and engage with professional organizations that provide guidance, resources, and community support. Membership in groups such as the New Jersey Notary Association can offer access to education, updates, and a network of knowledgeable colleagues who help reinforce sound and compliant notarial practice.

Join NJNA Today.