Can a notary in one state notarize documents for a signer in another? Thanks to Remote Online Notarization (RON), the answer is yes if the right conditions are met.
Cross-state notarization is now common; it is changing how law firms, real estate professionals, and clients handle document signing in our remote-first world.
What Is Cross-State Notarization?
Cross-state notarization happens when a notary, who is physically in their commissioned state, notarizes documents for a signer in a different state using an approved RON platform like BlueNotary.
With traditional in-person notarization, both the notary and signer usually need to be in the same place. RON changes this by allowing the signer and notary to be in different states or even countries while still completing a valid notarization.
Key Requirements for Cross-State Notarization
✅ Notary Location: The notary must be physically present in the state where they are commissioned during the notarization session.
✅ State Law Compliance: The notarization must follow the laws of the notary’s commissioned state, including identity verification and electronic journaling requirements.
✅ Signer Location Flexibility: In most RON-enabled states, signers can be located in any U.S. state or abroad, as long as the notary follows state guidelines.
✅ Check with the Receiving County: Always confirm with the receiving county recorder, title office, or court clerk beforehand, especially for real estate and court documents, as local offices may have their own rules about accepting out-of-state electronic notarizations.
Why Cross-State Notarization Matters
For law firms and businesses, cross-state notarization removes geographic barriers and allows documents to be signed quickly and efficiently, no matter where the signer is.
Benefits include:
✅ Faster Turnaround: Execute affidavits, POAs, and estate documents for clients in other states without waiting for mail or travel coordination.
✅ Better Client Experience: Clients can complete notarizations from home, even during emergencies or after business hours.
✅ Reduced Overhead: Law firms save on courier and travel costs while keeping workflows fully remote.
✅ Competitive Advantage: Offering seamless cross-state notarization can set your firm or notary business apart in a crowded market.
Common Use Cases
✅ Law Firms: Executing affidavits and declarations for litigation clients out of state.
✅ Real Estate Transactions: Closing documents for buyers or sellers in different states.
✅ Estate Planning: Wills and trusts for clients moving between states or living abroad.
✅ Remote Employees: HR and compliance documents for distributed workforces.
Is Cross-State Notarization Legal?
In most states with RON laws, yes. However, always verify:
• Your state’s RON statutes to ensure compliance when notarizing for out-of-state signers.
• The document type, since some filings (like property deeds) may need extra steps specific to the county.
Example: A Texas notary can notarize a POA for a signer in Florida if the notary stays in Texas, uses a RON platform, and follows Texas RON laws. However, if the document is for recording in a Florida county, check with the county clerk to ensure they accept RON notarizations from out-of-state notaries.
Are Cross-State Notarizations Recognized Nationwide?
Generally, if a notarization is valid where performed, it is recognized in all states under the Full Faith and Credit Clause of the U.S. Constitution.
However, real estate and court filings can have exceptions, requiring confirmation with the county recorder or court to avoid document rejection. Some counties may have extra formatting or acknowledgment language requirements for e-recording.
How to Start Doing Cross-State Notarizations
✅ Use a Compliant Platform: Platforms like BlueNotary manage the secure audio-video recording, KBA, credential analysis, and electronic journaling needed for legal RON compliance.
✅ Check with Counties in Advance: For real estate or court documents, contact the receiving county to ensure they accept out-of-state RON notarizations.
Risks to Be Aware Of
⚠️ County Rejection: Even if a notarization is valid, some counties may not accept it for recording due to local policies.
⚠️ Document Type Restrictions: Some states do not allow RON for certain documents like wills, codicils, or testamentary trusts.
⚠️ Signer’s Jurisdiction Issues: Some international signers may face restrictions due to foreign laws or identity verification challenges.
Final Thoughts
Cross-state notarization is more than just a convenience; it is becoming the new standard for legal, real estate, and business documentation. By using RON, notaries can grow their practice, and law firms can offer smooth, nationwide service to clients without the delays of traditional notarization.
If you want to expand your reach, improve your client experience, and stay ahead in the remote-first era, consider integrating cross-state notarization into your workflow.
Book a call for a demo with BlueNotary today.
