What to do with your journal, seal, and records when you stop notarizing — retirement, resignation, or death — and where the rules come from.
Stopping notarial work isn't just closing a drawer. Your journal, your seal, and your commission all have an ending procedure, and most states set specific rules for it — whether you're retiring, resigning early, letting a commission lapse, or handling the affairs of a notary who has died. The rules vary by state, so this page is the pattern; the specifics come from your commissioning authority.
A notary's records and seal don't stop being sensitive the moment the commission ends.
Your journal is an official record of the acts you performed, and it usually can't simply be thrown away. States differ on what happens to it: some require you to deliver it to a county clerk or the Secretary of State, some require you to keep it for a set number of years, and some specify both, depending on the situation. Because the requirement is state-specific, confirm exactly what yours says before you do anything with the journal.
Most states require that your official seal or stamp be destroyed or surrendered when your commission ends — precisely so it can't be misused once you're no longer authorized. The point isn't tidiness: an active-looking seal in the wrong hands is a fraud risk. Don't just drop it in a drawer or the trash — follow your state's rule for destroying it or handing it in.
There's a difference between formally resigning a commission and simply letting it expire, and it matters. A formal resignation is an affirmative step — you notify the commissioning authority, and the closing obligations (journal, seal) are triggered on a known date. Letting a commission lapse quietly still ends your authority, but it can leave the disposition steps unaddressed and, in some states, complicate a future reappointment. If you're stopping deliberately, find out whether your state expects a formal resignation.
If you notarize as part of a job, tell your employer before you stop — some commissions are held on an employer's behalf, and the seal and journal handling may involve them. If you have work in motion — a signing scheduled, a package expected — don't leave it hanging: complete it or hand it off cleanly. Winding down professionally protects the people relying on you, and your own record.
If you're settling the affairs of someone who was a notary, their notarial materials need handling, not discarding. Look for three things: the journal (the record of acts), the seal or stamp, and any surety bond paperwork. The seal should be destroyed or surrendered per the state's rule so it can't be misused; the journal may need to be delivered to a county or state office, or retained for a period — again, state-specific. The state's commissioning authority can tell an executor exactly what's required.
Every requirement above is set by your state, and there's one reliable place to get it right: your state's commissioning authority — usually the Secretary of State's notary division. Search for your state's notary office, look for its rules on resignation, expiration, and records, and follow those. When in doubt, call them — they answer this question regularly.
General information, not legal advice. Closing requirements — journal disposition, seal destruction, resignation, and records retention — vary by state and are set by your commissioning authority. Always confirm the current rule with your state's notary office before acting.
Related: how to market a notary business · what RON actually pays
If you're stepping back rather than stopping, our resources cover the marketing you own and how notary pay actually works. And if you're still commissioned and want more work, joining Smoothquill is free: we verify your commission and route signer requests near you.