Signing documents electronically has become normal for contracts, consent forms, business agreements, and many other transactions. But when a document also requires notarization, the process can become less obvious. So, can I notarize an electronic signature?
In many situations, yes. An electronically signed document can potentially be electronically notarized, and in jurisdictions that permit remote online notarization, the signer and notary may even be in different locations. However, you generally cannot assume that simply adding an electronic signature to a PDF automatically makes it eligible for notarization.
The notarial act still has to comply with the applicable law. That can include identity verification, personal appearance requirements, an appropriate notarial certificate, and use of approved electronic or remote-notarization procedures. Current U.S. rules vary by state, although the National Association of Secretaries of State reports that 47 states and the District of Columbia now have laws allowing remote e-notarization.
The easiest way to understand the process is to separate electronic signing from electronic notarization.
What Is an Electronic Signature?
An electronic signature is an electronic method a person uses to show their intent to sign or approve a record.
It may appear in several forms depending on the signing platform and document.
Common Types of Electronic Signatures
An electronic signature might be:
- A typed name
- A drawn signature
- An uploaded signature image
- A click-to-sign action
- A signature created through an eSignature platform
- A certificate-based digital signature
The important point is that the signature is applied electronically instead of being handwritten with ink on a paper document.
Notarization, however, performs a different function.
What Does a Notary Actually Do?
A notary does not simply place a stamp beside someone’s signature.
The notarial act generally involves confirming required facts surrounding the signing or acknowledgment, such as the identity and appearance of the signer. Exact duties depend on the type of notarization and applicable state law.
The Notarial Certificate Matters
Common notarial acts include acknowledgments and jurats.
The certificate attached to the document records what notarial act was performed.
For example, Texas guidance explains that acknowledgments and jurats are types of notarial certificates and that a notary cannot simply add a seal to a document without the appropriate notarial certificate.
This is why notarization is different from merely adding a signature graphic.
Can an Electronically Signed Document Be Notarized?
Potentially, yes.
Electronic notarization allows the underlying document, signature, notarial certificate, notary signature, and notary seal to exist electronically.
NASS explains that electronic notarization laws began developing as electronic transactions became more common, with standards designed so a notary’s electronic signature and seal can be associated with the electronic notarial certificate in a tamper-evident manner.
However, you must still follow the rules that apply where the notarization is performed.
Electronic Does Not Mean “No Notary Meeting”
One of the most common misconceptions is that electronic notarization means you can sign a PDF and email it to a notary later.
That is not necessarily valid.
For example, Texas distinguishes between electronic notarization and remote online notarization. In an electronic notarization, the document and signatures can be electronic, but the signer and traditional notary still must be physically present together.
Remote online notarization is different.
What Is Remote Online Notarization?
Remote online notarization, commonly called RON, allows the notarial interaction to happen through approved communication technology instead of requiring the signer and notary to sit in the same room.
This can make electronically signed documents much easier to notarize remotely.
How Remote Notarization Works
Requirements vary, but the process may include:
- Uploading or presenting the electronic document.
- Connecting with the notary through live audio-video communication.
- Verifying the signer’s identity.
- Completing the required signing or acknowledgment.
- Applying the notary’s electronic signature and seal.
- Creating or retaining required records of the transaction.
NASS notes that remote-notarization standards can involve audiovisual communication, identity verification, credential analysis, and security measures.
New York, for example, permits registered electronic notaries to perform remote electronic notarizations using compliant software and real-time audiovisual communication. Its rules also require identification procedures and retention of the electronic notarization record.
Electronic Notarization vs. Remote Online Notarization
These terms are frequently confused.
Both can involve electronic documents, but the location of the participants may be different.
Electronic Notarization
With an electronic notarization:
- The document may be electronic.
- The signer may use an electronic signature.
- The notary may use an electronic signature and seal.
- Physical presence may still be required, depending on state law.
Texas provides a clear example: it allows electronic notarization while requiring the signer and traditional notary to be physically present together for that form of notarization.
Remote Online Notarization
With RON:
- The document is commonly electronic.
- Signatures can be electronic.
- The signer and notary can be geographically separated.
- Live audio-video communication is used.
- Additional identity-verification procedures may apply.
Whether RON is available and exactly how it must be performed depends on the jurisdiction.
Can I Sign the Document Before Meeting the Notary?
Sometimes, but you should not assume that you can.
The correct approach depends heavily on the type of notarial act being requested.
Acknowledgment and Jurat Are Different
An acknowledgment generally focuses on the signer appearing and acknowledging their execution of the document.
A jurat typically involves an oath or affirmation and may carry different signing requirements.
Because state-specific procedures matter, it is safest to ask the notary before signing when you know notarization is required.
Do not electronically sign first and assume the notary can simply add a stamp afterward.
How to Get an Electronic Signature Notarized
If you have an electronic document that requires notarization, prepare the process before completing the final signature.
A straightforward workflow can prevent having to create and sign the document again.
Step 1: Confirm the Document Can Be Electronically Notarized
Start with the organization that will receive the document.
Ask whether it accepts:
- Electronic signatures
- Electronic notarizations
- Remote online notarizations
- Electronic PDF documents
This is especially important for documents that must later be filed or recorded with a court, government office, lender, or other institution.
Step 2: Check Your Jurisdiction
Notary authority comes primarily from applicable state law in the United States, so requirements are not identical everywhere.
Determine:
- Where the notary must be located
- Whether RON is permitted
- Whether the notary requires additional authorization
- What identification is needed
- Whether your document type is eligible
NASS emphasizes that specific remote-notarization procedures vary among states.
Step 3: Do Not Sign Too Early
Unless you know the particular notarial act permits a previously executed signature, leave the document unsigned until you receive instructions.
The notary may need to witness the electronic signing or obtain an acknowledgment during the notarial session.
Step 4: Complete Identity Verification
Be prepared to prove your identity.
Depending on the process, this may involve:
- Government-issued identification
- Credential analysis
- Identity-proofing questions
- Personal knowledge by the notary
- An approved witness
For example, New York’s remote electronic-notarization procedures provide several permitted identity-verification methods and require real-time interaction with the remote signer.
Step 5: Complete the Notarial Session
During the session, follow the notary’s instructions.
You may need to:
- Sign electronically
- Confirm that an existing signature is yours
- Take an oath or affirmation
- Acknowledge that you signed voluntarily
- Present identification on camera
The notary then completes the appropriate notarial certificate according to applicable requirements.
What Documents Can Be Electronically Notarized?
Many ordinary business and personal documents may potentially be handled electronically, but eligibility is not universal.
Document type and jurisdiction both matter.
Examples May Include
Depending on local law and recipient requirements, electronic notarization may be used for documents such as:
- Business agreements
- Affidavits
- Authorization forms
- Certain real estate documents
- Corporate documents
- Powers of attorney
- Financial documents
- Consent forms
- Vendor agreements
However, certain documents can have special execution, witnessing, recording, or notarization requirements.
Always verify before relying on an electronic process.
What Could Prevent Electronic Notarization?
An electronic signature alone does not guarantee that notarization will be accepted.
Several issues can stop or complicate the process.
Common Problems Include
You may encounter problems when:
- State law restricts the notarial method.
- The document requires a different signing procedure.
- The notary is not authorized for electronic or remote notarization.
- Identity verification fails.
- The document lacks the required notarial certificate.
- The receiving organization requires a different format.
- The record must be filed with an office that has specific submission rules.
- The document was signed incorrectly before the notarial session.
New York provides a useful example of why recipient requirements matter: electronically notarized records can sometimes require a specific certification process before a tangible copy is submitted for recording.
Is an Electronic Notarization Legally Valid?
Electronic notarization can be legally recognized when it satisfies the governing requirements.
But validity is not based only on the fact that electronic technology was used.
Compliance Is What Matters
A proper electronic notarization may need:
- An authorized notary
- Required personal appearance
- Identity verification
- Correct notarial wording
- The notary’s electronic signature
- An electronic seal
- Tamper-evident technology
- Required journal records
- Audio-video recording for certain remote transactions
The exact combination depends on jurisdiction.
That is why using a recognized process matters more than simply putting electronic signatures and a digital image of a notary stamp onto a PDF.
Frequently Asked Questions
Because electronic signatures and online notarization overlap, a few questions come up repeatedly.
Can a Notary Notarize a DocuSign or Other E-Signed Document?
Potentially, yes, if the signing and notarization process satisfies applicable law and the document is eligible.
The notary may require you to complete or acknowledge the signature through a particular procedure.
Can I Email a Signed PDF to a Notary?
Sending the PDF itself does not automatically create a valid notarization.
The signer still needs to satisfy the applicable appearance, identification, and notarial-act requirements.
Can a Notary Watch Me Sign Over Zoom?
Do not assume an ordinary video call is sufficient.
Remote online notarization generally must follow the technology, identity-verification, recordkeeping, and authorization requirements of the relevant jurisdiction. Texas, for example, defines online notarization around compliant two-way audiovisual technology plus identity-proofing requirements.
Is a Digital Signature Required?
Not always.
Electronic-signature and electronic-notarization technologies vary. What matters is whether the method satisfies the law and the receiving party’s requirements.
Are Remote Online Notaries Available Everywhere?
RON is widely authorized in the United States, but rules are not uniform. NASS currently reports laws permitting remote e-notarization in 47 states and the District of Columbia, with requirements differing among jurisdictions.
Final Thoughts
So, can I notarize an electronic signature?
In many cases, yes—but the correct process is more than signing a PDF and asking someone to add a digital notary stamp.
Electronic signing and notarization are separate steps. A valid process may require the signer to appear before an authorized notary either physically or through legally compliant remote technology, prove their identity, complete the appropriate notarial act, and use an electronic document system that satisfies applicable requirements.
A practical sequence is:
Check document requirements → confirm jurisdiction → choose electronic or remote notarization → verify identity → sign or acknowledge as instructed → notary completes certificate → save the notarized record
If the document is especially important—such as a real-estate instrument, power of attorney, court filing, estate-planning document, or transaction involving another jurisdiction