Journal Loss or Theft — Mandatory SOS Notification

Government Code §8209 requires a notary to promptly notify the Secretary of State in writing if their sequential journal is lost, misplaced, destroyed, or stolen. The notification should be made as soon as the notary becomes aware of the loss — the statute does not set a specific number of days, but unreasonable delay is itself a violation of the duty to act promptly.

Upon receiving the notification, the Secretary of State may issue a Certificate of Authorization allowing the notary to purchase a replacement journal and continue performing acts under the existing commission. If the loss was due to theft, the notary should also consider filing a police report.

Willfully failing to report a journal loss is independently listed as a ground for commission suspension or revocation under Government Code §8214.1. Notaries who attempt to minimize or conceal a loss face far greater professional risk than those who report immediately.

Exam Tip: Both the journal (§8209) and the official seal (§8207) require SOS notification when lost or stolen. Both notifications trigger the ability to obtain replacements. The exam sometimes tests whether notification is required for both — yes, for both, with willful non-notification of either being potential grounds for revocation.