Journal Requirements in Maryland
Maryland does not require a notary journal for traditional in-person paper notarizations. Maryland Code, State Government Article §18-101 et seq. governs notaries in Maryland. Maryland authorized remote online notarization under HB 254, effective October 1, 2020. For RON, Maryland requires an electronic journal and audio-visual recording with a 5-year minimum retention period. Maryland notaries performing RON must use a Secretary of State-approved platform and must receive separate electronic notarization authorization before performing any remote session. Maryland's real estate market — heavily influenced by the D.C. metro corridor — generates significant loan signing volume, particularly for purchase transactions and government-backed loans (FHA, VA) common among federal employees and military personnel stationed in the region.
Maryland Notary Commission Quick Facts
| Element | Maryland Requirement |
|---|---|
| Governing authority | sos.maryland.gov |
| Commission term | 4 years |
| Bond required | No bond required |
| Exam/training | No exam required |
| Journal (paper notarizations) | Not required — recommended |
| Journal (electronic/RON) | Required — 5 years |
Professional Journal Standards That Exceed State Requirements
Regardless of whether your state legally requires a notary journal, maintaining a comprehensive bound journal is the single most protective professional practice available to a signing agent. The standard adopted by experienced professionals is consistent: complete entries for every notarial act, every appointment, recorded at the time the act is performed — not reconstructed afterward.
The format matters as much as the content. A bound journal — not spiral-bound, not loose-leaf, not a digital notes file — is the only format where pages cannot be removed or added without visible evidence of tampering. This tamper-evidence is legally significant in any dispute where the authenticity of journal records is questioned. NNA purpose-built notary journals provide the correct bound format with pre-printed column headers covering all fields required by the most demanding state (California), which means they meet requirements in every other state as well.
Each entry should include: date and time of the notarial act, type of act (acknowledgment or jurat — never just "notarization"), description of the document (specific — "Deed of Trust dated [date]," not "mortgage docs"), full name and address of the signer, type and full number of ID presented, ID expiration date, fee charged, and the signer's signature in the journal. This level of detail takes approximately 90 seconds per entry. In a five-act refinance appointment, that is 7–8 minutes of journal work that provides professional protection worth exponentially more than the time invested.
Acceptable Identification — National Standard
Most states that have adopted RULONA or similar frameworks accept the following forms of identification for notarizations: any U.S. state driver's license or state ID card (current, not expired), U.S. passport or passport card, military ID issued by the Department of Defense, permanent resident card (USCIS Form I-551), Employment Authorization Document (USCIS), and in some states, tribal identification cards from federally recognized tribes and foreign passports with current U.S. entry documentation.
The most common ID issue at signing appointments is an expired driver's license. An expired license is not acceptable in any state regardless of how recently it expired. Always verify the expiration date at the start of every appointment before the signing begins. If a signer has no acceptable current ID, stop, ask if they have any other government-issued photo ID, and call the title company before proceeding. See our complete guide on handling signers without valid ID.
Related Resources
- Notary journal best practices — complete professional guide
- Free printable journal entry template — all required fields
- What to do when a signer lacks valid ID
- Notarial certificate wording by state
- All state notary guides
Frequently Asked Questions
Maryland notaries who wish to perform electronic or remote online notarizations must apply separately to the Maryland Secretary of State for electronic notarization authorization. The application requires designation of the technology platform the notary will use. Standard notary commission alone does not authorize electronic notarization in Maryland.
Montgomery County, Prince George's County, Anne Arundel County, and Baltimore County generate the highest loan signing volume in Maryland, driven by the high real estate transaction density in the Washington D.C. and Baltimore metro areas. Signing agents in these markets can often build direct title company relationships more quickly than in rural Maryland counties.
Yes. A journal provides contemporaneous documentation of every notarial act. In the event of a fraud allegation, a dispute about whether a document was signed, or a complaint to the Secretary of State, your journal is your primary defense. Professional signing agents in Maryland maintain journals as standard practice regardless of the legal mandate.
Standard government-issued photo identification is accepted: state driver’s license or ID card, U.S. passport or passport card, military ID, and permanent resident card. Always verify current Maryland statutes for any state-specific variations. When in doubt, require documentary ID rather than relying on personal knowledge of the signer.
Maryland does not have a separate state-issued notary signing agent certification. The notary commission is the legal credential. Most signing services and title companies operating in Maryland require NNA certification, a current background check, and E&O insurance at $100,000 or more as vendor requirements.