Why Thumbprints Matter in Notary Public Services – Even When They're Not Required

A thumbprint helps protect the signer and the notary against fraud.

In the world of notary public services, the word “verification” is everything. We verify identities, signatures, and the authenticity of documents. One often overlooked, yet incredibly powerful, tool in this process is the humble thumbprint. While not always legally required, taking a thumbprint during a notarization can provide a vital layer of protection for everyone involved.

When Are Thumbprints Required?

In California and some other states, notaries are legally required to obtain a thumbprint in their journal for specific transactions, such as:

• Deeds (grant, quitclaim, and trust deeds)

• Powers of attorney

• Any document affecting real property

But what about situations where the law doesn’t mandate it?

The Case for Thumbprints—Even When They're Optional

Even when not required, collecting a thumbprint can be a smart and responsible step for both the notary and the signer. Here’s why:

1. Fraud Prevention

A thumbprint is a biometric identifier that cannot be easily faked. In the event of a dispute or forgery claim, a thumbprint can serve as undeniable evidence that the individual was physically present and willingly signed the document.

2. Legal Protection

As a notary, your journal entries are your best defense if your actions are ever called into question. Including a thumbprint—even when not required—can strengthen your documentation and offer added legal protection.

3. Deterrence

People with dishonest intentions are far less likely to proceed with fraud when they know their biometric data will be recorded. Just the presence of a thumbprint pad can act as a deterrent.

4. Trust and Transparency

When clients see you going the extra mile for security—even beyond legal requirements—it builds confidence. You demonstrate professionalism, attention to detail, and genuine concern for safeguarding their documents.

When Should You Consider Taking a Thumbprint?

Here are a few examples of optional situations where thumbprints can be beneficial:

• Wills and trusts

• Business contracts involving large sums of money

• Loan agreements

• High-risk or high-profile clients

• Any time you feel uncertain about the identity of the signer

Best Practices for Thumbprint Collection

If you choose to collect thumbprints even when not required:

• Always explain the purpose clearly to the signer.

• Use a high-quality thumbprint pad and ensure it’s stored securely.

• Record it in your notary journal alongside the transaction details.

• Respect the signer’s privacy and adhere to data protection laws.

Final Thoughts

Taking thumbprints isn’t just about checking a box—it’s about creating a secure, trustworthy notarization process. Even when it’s not a legal requirement, it’s a best practice that can safeguard your reputation, protect your clients, and provide an additional layer of integrity to the services you provide.

In notary work, caution is not paranoia—it’s professionalism. At Paladin Notary LLC, we collect thumbprints for all notarizations.