Washington requires a journal for every notarial act. One tangible journal at a time, locked and secured under the notary’s exclusive control, with signer signatures collected for in-person acts. Electronic journals permitted concurrently. 10-year retention from last entry. NotaryAct is state-configured for Washington — all required fields on, compliance built in.
| ⚖️ Washington Notary Journal Law — Quick Reference | |
|---|---|
| Governing Law | RCW 42.45.180 · WAC 308-30 · RULONA (RCW Chapter 42.45) |
| Journal Required? | Yes — every notarial act ✓ |
| Primary Format Required | One tangible (physical) journal at a time — permanent, bound, numbered pages ✓ |
| Electronic Journal | Permitted concurrently — must be in addition to tangible journal · Tamper-evident required |
| Journal Security | Must be kept in locked, secured area under direct and exclusive notary control ✓ |
| Signer Signature Required | Yes — for in-person acts · Waived for remote (RON) notarizations ✓ |
| Thumbprint / Fingerprint | Not required · Not prohibited · Optional in NotaryAct WA configuration |
| Retention Period | 10 years after last notarial act in journal · Journal destroyed after 10-year period per DOL rule |
| Lost / Stolen Journal | Promptly notify Washington DOL upon discovering loss ✓ |
| On Commission End | Retain journal per 10-year rule · Inform DOL where journal is located · Provide electronic access instructions |
| Journal Ownership | Exclusive property of notary — cannot surrender to employer ✓ |
| Attorney Exception | Attorneys licensed in WA may use professional practice records in lieu of journal |
| RON Authorized Since | Requires electronic records endorsement + remote notarial acts endorsement from DOL |
| RON Recording Retention | At least 10 years |
| Commission Term | 4 years |
| Surety Bond | $10,000 |
Under RCW 42.45.180, every Washington notary must maintain a journal in which they chronicle all notarial acts they perform. The statute is clear and comprehensive — it requires a specific physical format, security obligations, a 10-year retention period, and notification duties when a journal is lost or when a commission ends.
Washington is one of the states that requires both a physical journal and permits a concurrent electronic journal — similar to Alaska. The primary physical journal must be a permanent, bound register with numbered pages. An electronic records notary may also maintain an electronic format journal at the same time, but the electronic journal must be maintained in addition to the tangible journal, not as a substitute for it.
Washington requires notaries to maintain only one tangible journal at a time for all notarial acts — whether those acts are performed on tangible or electronic records. An electronic records notary may maintain an electronic journal concurrently, but it is supplemental to the required physical journal.
✔ How NotaryAct satisfies Washington’s tangible journal requirement: NotaryAct’s built-in print function lets you print any or all journal entries at any time. Printed NotaryAct entries constitute a tangible medium and can serve as your required physical journal record. NotaryAct also functions as your concurrent tamper-evident electronic journal. Both requirements are satisfied through one system — you don’t need to maintain a separate handwritten book alongside your digital records.
RCW 42.45.180(5) is unusually specific about journal security. The journal must be kept in a locked and secured area, under the direct and exclusive control of the notary. Failure to secure the journal is not just a best-practice violation — it is explicitly listed as grounds for administrative action against the notary’s commission by the Washington Department of Licensing (DOL).
The employer exception does not apply here. Even if an employer provides storage space or a filing area for the notary’s work, the journal must remain under the notary’s direct and exclusive control. An employer-controlled cabinet that the notary accesses as an employee does not satisfy this requirement.
RCW 42.45.180(4) and WAC 308-30 specify exactly what each journal entry must contain. Entries must be made contemporaneously with the notarial act.
| 1 | Date and Time of the Notarial Act Auto-timestamped by NotaryAct at submission — locked and permanent. |
| 2 | Type of Notarial Act Acknowledgment, oath, affirmation, verification, witnessing or attesting a signature, certified copy, or noting a protest. NotaryAct provides a dropdown for all WA-authorized act types. |
| 3 | Title, Description, or Type of Record The document being notarized. For remote notarizations, the number of documents must also be noted. NotaryAct includes a document description field. |
| 4 | Name and Address of Each Principal Full name and current address. NotaryAct’s barcode scanner auto-fills from any Washington driver’s license. |
| 5 | Identity Verification Method and Credential Details Personal knowledge (with statement to that effect) or satisfactory evidence — the type of ID, credential details, including expiration. For credible witnesses, their name and credential details. NotaryAct supports all three scenarios. |
| 6 | Signer’s Signature (In-Person Acts) The signature of each principal — required for in-person notarizations. For remote (RON) notarizations, the signer signature requirement is waived. NotaryAct captures electronic signatures for in-person entries. |
| 7 | Fee Charged The fee charged for the notarial act. Washington’s Department of Licensing periodically updates maximum fees via WAC amendment. NotaryAct includes a required fee field in every entry. |
Washington has a two-step endorsement process for notaries who want to perform remote notarizations. First, a notary must obtain an Electronic Records Notary Public endorsement ($15 fee), which authorizes performing notarial acts on electronic records in person. Then, they may add a Remote Notarial Acts endorsement (no additional fee) to perform RON.
RON in Washington requires real-time audio-video communication using an approved platform, multi-factor identity verification (credential analysis and KBA), and an audio-video recording retained for at least 10 years. The tangible journal requirement continues to apply to RON notaries — and per WAC 308-30-190, notaries performing remote notarization must maintain a tangible journal as required.
| Washington Requirement (RCW 42.45.180) | How NotaryAct Covers It | Met? |
|---|---|---|
| Journal of every notarial act | All act types covered; entries made contemporaneously and locked at submission | ✔ |
| One tangible journal at a time | NotaryAct’s print function produces tangible paper record; can be printed on demand | ✔ |
| Concurrent electronic journal (tamper-evident) | Entries locked at submission; encrypted cloud; audit trail — satisfies concurrent electronic journal | ✔ |
| All required entry fields including signer signature | All 7 required fields; electronic signature capture for in-person acts; signature waived for RON | ✔ |
| Locked and secured area, direct and exclusive control | Password/biometric access; notary-only login; encrypted cloud storage | ✔ |
| 10-year retention from last entry | Cloud storage retains records for full 10-year period; accessible from any device | ✔ |
| Journal is notary’s exclusive property | Cannot be surrendered to employer; notary-only authentication | ✔ |
| Fingerprint — optional, not required or prohibited | Available as optional field via camera photo or Bluetooth scanner; not presented as required | ✔ |
Other state guides: California · Oregon · Colorado · Alaska · All 50 States →
NotaryAct is state-configured for Washington — all 7 required fields enabled, signer signature capture for in-person acts, encrypted cloud storage satisfying the security requirement, and the print function satisfying the tangible journal requirement. One system covers everything.
This page is for informational purposes only and does not constitute legal advice. Information reflects RCW Chapter 42.45 and WAC Chapter 308-30 as in effect June 2026. Consult the Washington Department of Licensing Notaries Public division at dol.wa.gov or qualified legal counsel for guidance specific to your situation.
