The end of the year isn’t just about wrapping gifts—it’s about wrapping up your business.

Before you step into January, you need clarity, compliance, and clean records.

As notaries, the way we close out the year determines how confidently we walk into the next one.
If you want to avoid last-minute chaos, protect your commission, and set yourself up for a stronger, more profitable year ahead, this checklist is your roadmap.

Here’s what every notary should do before the year ends — and why it matters.

1. Review Your Notary Journal for Accuracy and Completeness
Your notary journal is more than just paperwork—it’s your legal lifeline. Take time to review every entry to make sure nothing is missing or incomplete.

Check signatures, dates, and thumbprints (if required by your state). Make sure you’ve recorded every notarial act properly — even those “quick favors.”

File or scan older journals if you’re starting a new one for the year ahead. An accurate journal doesn’t just keep you compliant, it also protects you in the event of a complaint, audit, or lawsuit. Treat it like the professional record it is.

2. Reconcile Payments, Outstanding Invoices, and Mileage Logs
Loose ends in your finances can trip you up at tax time. Before the year closes:
Confirm all payments have been received.
Send reminders for any unpaid invoices.
Update your mileage log! Every mile adds up for tax deductions.

If you’re using tools like Notary Gadget, NotaryAssist or QuickBooks, run a profit and loss report now for review. This not only gives you an accurate snapshot of your business health but helps you plan your goals for next year based on data — not guesswork.

3. Check Your Commission Expiration Date & Order Supplies for next year.
Nothing derails business like an expired commission. Look at your commission certificate. When is it due for renewal?

If it’s coming up, get your paperwork started now. While you’re at it, restock your essentials:

• Ink for your notary seal

• Acknowledgment & jurat pads

• Toner, paper, pens and folders

• Business cards or leave-behinds

Preparation is peace of mind, and future-you will thank you.

4. Reflect on Your Top 3 Wins in the year!

Celebrate your progress. Whether you:

• Landed a new escrow account

• Expanded your services into apostilles or RON

• Hit your highest income month yet

Write it down. Reflection isn’t just “feel good” work.  It’s strategic insight. It helps you see where your effort paid off, where your systems worked, and where small tweaks can create even bigger wins next year.

5. Set Targets for Your Next Season

Now that you’ve reflected, it’s time to project.
Set clear, measurable goals for the coming year — and assign deadlines to them.

Maybe you want to:

• Hit 10 consistent signings per week

• Finally launch your website

• Raise your general notary rates

• Add a second printer or start marketing to escrow offices

Write them out. Schedule the actions. Then track your progress quarterly.
The difference between a dream and a plan is a deadline.

6. Declutter and Digitize

End-of-year cleanup isn’t just for your house! It is for your hard drives and email inbox too.

• Back up important files to the cloud.

• Delete duplicates and outdated client folders.

• Clear your email inbox (or archive by month).

• Digitize receipts, forms, and reference materials.

A clean digital workspace means faster, stress-free operations when business picks up again in January.

The Takeaway

By following this year-end checklist, you’ll close your books with clarity, compliance, and confidence. The notaries who take time to organize now are the ones who hit the ground running in January — while everyone else is still trying to find their journal.

Your mission: review, reconcile, restock, reflect, reset, and relaunch. Step into a new year with confidence—your business (and your clients) will thank you. 

At Notary Academy, We Help You Step Into the New Year Like a Pro

We don’t just teach notary laws, we help you run your business like a business.
From foundational knowledge, and system-building to visibility strategies, our training and community give you the tools to grow with confidence and structure without the stress.

Because success as a notary isn’t luck - it’s systems, strategy, and support.
Start the new year with a plan, a community, and a clear path forward.