{"id":357,"date":"2014-04-13T20:59:33","date_gmt":"2014-04-14T02:59:33","guid":{"rendered":"http:\/\/abclegaldocs.com\/blog-Colorado-Notary\/?p=357"},"modified":"2019-07-23T16:07:21","modified_gmt":"2019-07-23T22:07:21","slug":"notary-journal-notes","status":"publish","type":"post","link":"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/","title":{"rendered":"Notary Journal Notes"},"content":{"rendered":"<div id=\"stcpDiv\" style=\"text-align: justify;\">\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 counter-hierarchy ez-toc-counter ez-toc-transparent ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#Notary_Journal_Notes\" >Notary Journal Notes<\/a><ul class='ez-toc-list-level-2' ><li class='ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#Reason_for_Refusal\" >Reason for Refusal<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#Other_Information\" >Other Information<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#Business_Records_Rules_of_Evidence\" >Business Records, Rules of Evidence<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#Chapter_33_Colorado_Rules_of_Evidence_CRE_Article_VIII_Hearsay\" >Chapter 33, Colorado Rules of Evidence (CRE), Article VIII Hearsay<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/notary-journal-notes\/#CRE_803_Rule_803_Hearsay_Exceptions_Availability_of_Declarant_Immaterial\" >CRE 803, Rule 803. Hearsay Exceptions: Availability of Declarant Immaterial.<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h1 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Notary_Journal_Notes\"><\/span>Notary Journal Notes<span class=\"ez-toc-section-end\"><\/span><\/h1>\n<p style=\"text-align: justify;\"><strong>Colorado notaries<\/strong> are required to keep a record that should include <strong>notary journal notes<\/strong>.\u00a0 The specific\u00a0requirements are listed in CRS 12-55-111.\u00a0 The notary must record in the journal, at the time of notarization:<\/p>\n<p style=\"text-align: justify;\">1. Date of notaria<strong><a href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/2014\/01\/Colorado_Notary_Law_120x80.jpg\"><img decoding=\"async\"  class=\"alignleft size-full wp-image-204\" src=\"data:image\/gif,GIF89a%01%00%01%00%80%00%00%00%00%00%FF%FF%FF%21%F9%04%01%00%00%00%00%2C%00%00%00%00%01%00%01%00%00%02%01D%00%3B\" data-layzr=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/2014\/01\/Colorado_Notary_Law_120x80.jpg\" alt=\"Colorado Notary Law\" width=\"120\" height=\"80\" \/><\/a><\/strong>l act<br \/>\n2. Type of notarial act (oath, affirmation, acknowledgment, certified copy)<br \/>\n3. Document date, if different from date of notarization<br \/>\n4. Name and address of signer and any witnesses<br \/>\n5. Signature of signer\u00a0and any witnesses<br \/>\n<strong> 6. Any other information the Notary considers appropriate to record<\/strong><\/p>\n<p style=\"text-align: justify;\"><!--more--><\/p>\n<p style=\"text-align: justify;\">As a <strong>best practice<\/strong>\u00a0and a <strong>routine practice<\/strong>, record any additional relevant information or unusual circumstances in the notary journal notes or additional information column.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Reason_for_Refusal\"><\/span>Reason for Refusal<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">If notarization is <strong>refused<\/strong>, record the <span style=\"text-decoration: underline;\"><strong>reason for the refusal<\/strong><\/span> in the notary journal notes, such as:<\/p>\n<ol style=\"text-align: justify;\">\n<li><strong>no satisfactory ID<\/strong> available<\/li>\n<li>suspicious, damaged, altered, illegible or <strong>fraudulent ID<\/strong><\/li>\n<li><strong>suspicious<\/strong>, <strong>illegal<\/strong> or <strong>fraudulent<\/strong> <strong>document<\/strong> or transaction<\/li>\n<li>document had <strong>blank spaces<\/strong> or missing pages<\/li>\n<li>request for <strong>unauthorized notarial act<\/strong><\/li>\n<li>lack of <strong>awareness<\/strong> or <strong>understanding<\/strong> of purpose of document<\/li>\n<li>suspicion or evidence of <strong>duress<\/strong>, <strong>deception<\/strong> or <strong>not signing voluntarily<\/strong><\/li>\n<li>unable to communicate due to <strong>foreign language<\/strong> barrier<\/li>\n<li>unable to communicate due to <strong>impairment<\/strong><\/li>\n<li>unable or unwilling to pay <strong>notary fee<\/strong>, travel fee or other posted fee<\/li>\n<\/ol>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Other_Information\"><\/span>Other Information<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Other information to include in the notary journal notes:<\/p>\n<ol style=\"text-align: justify;\">\n<li>Any <strong>unusual circumstances, events<\/strong> or <strong>observations<\/strong><\/li>\n<li>Signer <strong>changed mind<\/strong>, decided not to sign or notarize document<\/li>\n<li>Signer discovered <strong>errors<\/strong>, <strong>problems<\/strong>, <strong>questions<\/strong> with document, <strong>cancel<\/strong> signing<\/li>\n<li><strong>Corrections<\/strong> made to notarial certificate<\/li>\n<li><strong>Adding<\/strong> or <strong>attaching<\/strong> a <strong>notarial certificate<\/strong><\/li>\n<li>Signing as <strong>agent<\/strong> under <strong>power of attorney<\/strong><\/li>\n<li>Signing as <strong>trustee<\/strong> for a trust<\/li>\n<li>Signing as <strong>personal representative<\/strong> or <strong>administrator<\/strong> for an estate<\/li>\n<li>Signing as an <strong>authorized officer<\/strong> of a business or organization<\/li>\n<li>Signature by <strong>proxy<\/strong><\/li>\n<li>Signature by <strong>mark<\/strong> or <strong>X<\/strong><\/li>\n<li>Names of <strong>signing witnesses<\/strong> and <strong>non-signing witnesses<\/strong> present<\/li>\n<li><strong>Professional opinions<\/strong> on <strong>awareness<\/strong> given by medical professional or attorney<\/li>\n<li><strong>Affidavits<\/strong> with <strong>acknowledgment<\/strong> certificate, rather than <strong>jurat<\/strong><\/li>\n<li><strong>Location of property<\/strong> (state, county) for real estate transactions<\/li>\n<li>Year, make, model for <strong>motor vehicle<\/strong> transactions<\/li>\n<li><strong>Name of agent<\/strong> for power of attorney<\/li>\n<li><strong>Case number<\/strong> for court cases<\/li>\n<li><strong>Form number<\/strong> for legal forms, government forms<\/li>\n<li>Documents in <strong>foreign language<\/strong><\/li>\n<li>Documents to\/from <strong>foreign country<\/strong><\/li>\n<li><strong>Number of signatures<\/strong> for election <strong>petitions<\/strong><\/li>\n<li><strong>Loose notarial certificate<\/strong> attached to document<\/li>\n<li><strong>Age<\/strong> of a minor<\/li>\n<\/ol>\n<p style=\"text-align: justify;\">Note: Due to <strong>HIPAA<\/strong> privacy rules for <strong>medical records<\/strong>, do not record medical information in notary journal notes.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Business_Records_Rules_of_Evidence\"><\/span>Business Records, Rules of Evidence<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Records kept in the <strong>normal course of business<\/strong>, including <strong>notary journal notes<\/strong>, may serve as valuable <strong>evidence<\/strong> in the future.\u00a0 The notary journal notes may serve as evidence of <strong>what did occur<\/strong>, and also <strong>what did not occur<\/strong>.\u00a0 By making notary journal notes in the normal course of notary transactions, the <strong>absence of a note<\/strong> indicates that no unusual events or observations were detected by the notary, and the transaction was a normal, <strong>routine transaction<\/strong>.<\/p>\n<p style=\"text-align: justify;\">Under the Colorado and Federal <strong>Rules of Evidence<\/strong>, the <strong>absence of a note<\/strong> in a record book is useful to prove that an <strong>event did not occur<\/strong>, or that <strong>unusual conditions did not exist<\/strong> at the time of the notarized transaction.<\/p>\n<h2 style=\"padding-left: 30px; text-align: justify;\"><span class=\"ez-toc-section\" id=\"Chapter_33_Colorado_Rules_of_Evidence_CRE_Article_VIII_Hearsay\"><\/span><strong>Chapter 33, Colorado Rules of Evidence (CRE), Article VIII Hearsay <\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h2 style=\"padding-left: 30px; text-align: justify;\"><span class=\"ez-toc-section\" id=\"CRE_803_Rule_803_Hearsay_Exceptions_Availability_of_Declarant_Immaterial\"><\/span><strong>CRE 803, Rule 803. Hearsay Exceptions: Availability of Declarant Immaterial.<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"padding-left: 30px; text-align: justify;\">The following are not excluded by the hearsay rule, even though the declarant is available as a witness:<br \/>\n<em>(6) <b>Records of regularly conducted activity. <\/b> A memorandum, report, record, or data compilation, in any form, of acts, events, conditions, opinions, or diagnosis, made at or near the time by, or from information transmitted by, a person with knowledge, if kept in the course of a regularly conducted business activity, and if it was the regular practice of that business activity to make the memorandum, report, record, or data compilation, all as shown by the testimony of the custodian or other qualified witness, or by certification that complies with Rule 902(11), Rule 902(12), or a statute permitting certification, unless the source of information or the method or circumstances of preparation indicate lack of trustworthiness. The term &#8220;business&#8221; as used in this paragraph includes business, institution, association, profession, occupation, and calling of every kind, whether or not conducted for profit. (Federal Rule Identical.)<\/em><\/p>\n<\/div>\n<div style=\"text-align: justify; padding-left: 30px;\">\n<p style=\"text-align: justify;\"><em>(7) <b>Absence of entry in records kept in accordance with the provisions of paragraph (6). <\/b> Evidence that a matter is not included in the memoranda reports, records, or data compilations in any form, kept in accordance with the provisions of paragraph (6), to prove the nonoccurrence or nonexistence of the matter, if the matter was of a kind of which a memorandum, report, record, or data compilation was regularly made and preserved, unless the sources of information or other circumstances indicate lack of trustworthiness.\u00a0 (Federal Rule Identical.)<\/em><\/p>\n<p style=\"text-align: justify;\">Maintain a well-kept <strong>notary journal<\/strong> and always <strong>make notary journal notes<\/strong> of any refusals to notarize, unusual events or observations, or other information you consider appropriate that concerns the notarial act.\u00a0 Keep the notary journal secure.<\/p>\n<p style=\"text-align: justify;\">Contact us for <strong><a href=\"https:\/\/abclegaldocs.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Colorado Springs mobile\u00a0notary<\/a><\/strong> service or <a href=\"https:\/\/abclegaldocs.com\/Colorado_Notary_Training.htm\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Colorado Notary Training<\/strong><\/a>.<\/p>\n<p style=\"text-align: justify;\">\u00a9 Copyright 2014 ABC Legal Docs, LLC All rights reserved. Do not copy. Citations welcome. Terms of Use apply.<\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Notary Journal Notes Colorado notaries are required to keep a record that should include notary journal notes.\u00a0 The specific\u00a0requirements are listed in CRS 12-55-111.\u00a0 The notary must record in the journal, at the time of notarization: 1. Date of notarial act 2. Type of notarial act (oath, affirmation, acknowledgment, certified copy) 3. Document date, if different from date of notarization 4. Name and address of signer and any witnesses 5. Signature of signer\u00a0and any witnesses 6. Any other information the Notary considers appropriate to record<\/p>\n","protected":false},"author":1,"featured_media":2520,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[12],"tags":[87,217,34,17,249,352,50,61,395,587,5,149,553,202,85,552,394,554],"class_list":["post-357","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-notary-law","tag-agent","tag-awareness","tag-business-records","tag-colorado","tag-correction","tag-court","tag-evidence","tag-foreign-language","tag-hearsay","tag-hipaa","tag-notary","tag-notary-journal","tag-notes","tag-petition","tag-poa","tag-refusal","tag-rule-803","tag-rules-of-evidence","has_thumb"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - 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