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Wyoming Secretary of State
Safeguards & Journal
Safeguards
Listed below are helpful tips to protect the notary, the notarized document and the document signer against later fraudulent alterations.
- The notary must see the signer's entire document and know what it is.
- The document signer should beware of any documents which have gaps or large blanks in the text.
- The document signer should beware of any document which has unsigned signature lines or signature blocks.
- Compare the notarization date with the document date. The date of notarization must coincide with or follow the document's date of signing. Never post-date or ante-date any oath or acknowledgment.
- Skim the document for blanks. Ask the signer to fill in all blanks or to write "Not Applicable" before you notarize.
- Line through incorrect items in ink. Write corrections above lined-out material. Write initials and date adjacent to the correction. Never use "white-out" products.
- Do not invade the party's privacy. Merely identify the document to be notarized (deed, contract, etc.). Record the type of document in your notary journal. Do not notarize a document you cannot identify.
Journal
A notary journal is a permanent detailed written record of all notarizations performed by the notary. The notary journal protects the notary from accusations of wrong doing and it helps prevent the notary from engaging in wrong doing. Every journal entry is legally presumed to be truthful. Wyoming statutes do not require keeping a journal but it is wise and highly recommended by the Secretary of State.
The journal must be tamper-proof and permanent as a legal record of notarial activity. The journal must be permanently bound and have pre-numbered pages and entry spaces. The journal must never be shared and/or used by other notaries. A notary public should complete the journal entry immediately before notarization occurs and make an entry for every notary service provided.
The journal should require the recording of the following information in every entry:
- Document signer's signature;
- Date and time of the notarization;
- Date of the document;
- Type of notarization performed and type of document notarized;
- Document signer's address;
- Statement on how the notary verified the signer's identity; and
- Any special comments about the transaction.
A sample journal page is provided here.
