Notary stamps and journals
This domain tests the physical and electronic tools of the office: the notary stamp and the journal. Exam questions ask what must appear on the stamp, when the stamp may be used, what goes in the journal, and how long records must be kept.
The stamp
A Colorado notary stamp or seal must include the notary's name as commissioned, the words Notary Public, State of Colorado, and the commission expiration date. The impression must be legible. The notary applies the stamp only when performing a notarial act, not as a general signature stamp. After renewal, the expiration date changes, so the notary must obtain a new stamp; using the old stamp after renewal produces a certificate with a false expiration date.
The journal
Colorado requires a journal of notarial acts. For each act, record the date and time, type of act, document title or description, principal's name and address, signature of the principal, method of identity verification, fee charged, and any interpreter or witness. The journal is not a public record; release it only to the Secretary of State, law enforcement, or as required by court order. Retain the journal for 10 years after the last entry. Remote notaries must also retain the audio-video recording for 10 years.
Worked example
A notary renews a commission effective July 1 but keeps using the old stamp because the new one has not arrived. On July 5 the notary notarizes a lien release with the old stamp. The certificate now shows the prior expiration date, which is false for an act performed after renewal. The correct practice is to stop notarizing until the new stamp arrives or use an electronic seal that reflects the current commission.
Traps that cost marks
- Stamping Colorado instead of State of Colorado.
- Omitting the expiration date or using an illegible stamp.
- Making journal entries days later from memory.
- Failing to record the ID method or interpreter.
- Discarding the journal when the commission ends.