Texas Notary Record Book Requirements: What to Log & Keep

Texas Notary Record Book Requirements

Texas notaries must keep a record of their official acts. The statute calls it a “book,” but the same chapter also allows electronic storage. This guide summarizes what Tex. Gov't Code §406.014 and the Texas Secretary of State say you must record, how long to keep it, and what you must not put in the book.

Related guides: free journal template, seal requirements, and the resources hub.

Is a record book required?

Yes. Section 406.014 requires a notary public (other than a court clerk notarizing instruments for the court) to keep a record of each covered notarization (§406.014(a)).

The Texas SOS educational materials state the same rule and add that the record book must be maintained whether or not any fees are charged (Texas SOS Notary Public Educational Information — Record Book).

What you must record (§406.014)

For each instrument covered by the statute, record:

1. The date of each instrument notarized
2. The date of the notarization
3. The name of the signer, grantor, or maker
4. The signer’s, grantor’s, or maker’s mailing address
5. Whether the signer, grantor, or maker is personally known by the notary, was identified by an identification card issued by a governmental agency or a passport issued by the United States, or was introduced to the notary — and, if introduced, the name and mailing address of the individual who introduced them
6. If the instrument is proved by a witness: the mailing address of the witness, whether the witness is personally known or was introduced, and introducer details when applicable
7. The name and mailing address of the grantee
8. If land is conveyed or charged by the instrument: the name of the original grantee and the county where the land is located
9. A brief description of the instrument

(Tex. Gov't Code §406.014(a))

Optional under statute: you may record the expiration date of an identification card or U.S. passport when that credential is presented as identification (§406.014(f)).

What you must not record (SOS / TAC)

Texas administrative rules prohibit recording certain personal identifiers in the notary record book, including:

• An identification number assigned by a governmental agency or by the United States that appears on the ID card or passport presented
• Any other number that could be used to identify the principal
• A biometric identifier (for example, fingerprint, voice print, retina or iris image)

(1 Tex. Admin. Code §87.50; also summarized on the SOS educational information page)

You may still record a number related to the mailing address (for example, a ZIP code) (§87.50(b)).

If you inadvertently record prohibited information, redact it before providing public access or copies (§87.50(d)).

Template tip: Our free notary journal template is a general layout aid. For Texas work, follow §406.014 and do not copy ID numbers into the book even if a generic template has a field for them.

Public information and certified copies

Entries in the notary’s book are public information (§406.014(b)). On payment of all fees, a notary must provide a certified copy of any record of official acts in the book to a person who requests it (§406.014(c)).

Retention: keep records for 10 years

A notary public shall retain the records required by §406.014(a) until the 10th anniversary of the date of notarization (§406.014(g)).

Do not discard journals early because a commission expired or you moved. Retention is measured from the notarization date.

Paper vs electronic

Statute allows electronic maintenance: a notary public may maintain the records required by subsection (a) electronically in a computer or other storage device (§406.014(e)).

SOS rules add that traditional (non-online) notary records may be kept in a book or electronically so long as they are adequately backed up and can be printed in a tangible medium when requested (1 TAC §87.51(a)).

Online notarizations have additional electronic record and recording duties under Chapter 406, Subchapter C, and Chapter 87 — those are beyond the scope of this traditional record-book guide. See the remote online notary Texas guide for RON context.

Limited exemption

A notary who administers an oath pursuant to Article 45A.101, Code of Criminal Procedure, is exempt from recording that oath under §406.014(a) (§406.014(d)). Confirm the current citation if your practice includes those oaths; the SOS educational FAQ still discusses a related criminal-procedure oath exemption (SOS edinfo).

Getting started checklist

1. Choose paper or electronic storage that you can back up and print (§406.014(e); 1 TAC §87.51).
2. Capture every field in §406.014(a).
3. Never record government ID numbers or biometrics (1 TAC §87.50).
4. Retain each entry until the 10th anniversary of the notarization (§406.014(g)).
5. Pair your journal practice with a compliant seal and, if you are still commissioning, the become-a-notary checklist.

Download a printable starting layout: free notary journal template.

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More supply-side guides: Texas notary resources.