Can a Notary Notarize Out-of-State Documents?

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Yes. A notary can notarize a document that originated in, or will be recorded in, another state. What matters is where the notarization takes place, not where the document came from or where it is going.

This comes up constantly in real estate. A borrower in Arizona refinancing a property in Florida needs the documents notarized. An Arizona notary can handle that signing because the notarization happens in Arizona. The property location is irrelevant.

The Rule: Jurisdiction Is About Location, Not Documents

Your notary commission authorizes you to perform notarial acts within your state’s borders (or county, in a few states). It does not restrict which documents you can notarize based on their origin or destination.

When you notarize an out-of-state document, you follow your own state’s notary laws. The notary laws of the state where the document will be recorded do not apply to you. Your commission, your rules.

Fix the Venue on the Certificate

Out-of-state documents often come with pre-printed notarial certificates that show the wrong venue. The venue is the “State of ___, County of ___” line at the top of the certificate. If it says “State of Texas, County of Harris” but you are notarizing in Ohio, you need to correct it.

Cross through the incorrect venue information and write in the state and county where the notarization actually takes place. Some notaries prefer to attach a separate loose certificate with the correct venue rather than modifying the pre-printed one. Either approach works as long as the venue is accurate.

Certificate Wording Complications

The notarial certificate on an out-of-state document may use wording that does not match your state’s requirements. How you handle this depends on where you are commissioned.

In most states, the certificate needs to “substantially comply” with your state’s requirements. If an out-of-state acknowledgment certificate contains wording equivalent to your state’s (such as “acknowledged before me”), you can usually complete it as-is.

Some states are stricter:

• California. Notaries cannot complete out-of-state jurat or proof of execution certificates. You must attach a California-compliant certificate instead. Out-of-state acknowledgment certificates can be completed only if the document will be filed outside California and the wording does not require you to certify representative capacity.
• Florida. Every acknowledgment and jurat must contain 9 specific statutory elements, regardless of where the document originated. If the out-of-state certificate is missing any of those elements, you must use a Florida-compliant certificate.

Can You Physically Cross State Lines to Notarize?

No. You cannot travel to another state and perform notarizations there using your home state commission. If you are a Texas notary, you cannot drive to Oklahoma and notarize a document, even if the signer and document are both in Oklahoma.

A few states have limited reciprocity for bordering states:

• Montana notaries may notarize in North Dakota or Wyoming, and vice versa, if the other state recognizes their authority.
• Virginia notaries may notarize inside or outside the state if the document will be used in Virginia or by the U.S. government (COV 47.1-13).
• Kentucky offers a Special Commission that authorizes notarizations inside or outside the state for documents that will be recorded in Kentucky (KRS 423.110).

These are narrow exceptions. For the vast majority of notaries, your commission stops at the state line.

What About Notarizing Documents From Other Countries?

You can notarize a foreign document in your state using the same rules that apply to out-of-state documents. If someone brings you a document from Mexico, Germany, or Japan and needs it notarized, you can do it as long as you are in your state, the signer appears before you, and you follow your state’s procedures.

You cannot travel to a foreign country and notarize there. For documents that must be notarized abroad, the signer should visit a U.S. embassy or consulate, where a consular officer can perform the notarization.

State-Specific Rules to Know

When notarizing out-of-state documents, some state-specific requirements still apply regardless of where the document originated:

• California. If the document affects real property (even property in another state), you must obtain the signer’s thumbprint in your journal.
• Record-keeping. Your state’s journal requirements apply to every notarization you perform, regardless of the document’s origin.
• ID requirements. You verify identity according to your state’s rules, not the rules of the state where the document will be filed.

Frequently Asked Questions

Can I notarize a document for a property in another state?

Yes. If the signer appears before you in your state, you can notarize documents related to property in any state. Signing agents do this routinely for out-of-state real estate closings.

Do I follow my state’s laws or the other state’s laws?

Your state’s laws. When you perform a notarization, you are operating under the authority of your commissioning state. The receiving state’s notary requirements do not apply to you. However, the receiving state may have requirements for the document itself that the signer or lender needs to address separately.

What if the certificate wording is from another state?

In most states, the wording needs to substantially comply with your state’s requirements. If it does not, attach a loose certificate with your state’s compliant wording. California and Florida have stricter rules (see above). When in doubt, use a loose certificate from your own state.

Can I hold notary commissions in multiple states?

Yes, if both states allow it. Some states permit non-residents to apply for a commission. For example, New York allows out-of-state residents to become New York notaries if they have an office or place of business in the state. Check with each state’s notary regulating authority for specific requirements.

Can a notary notarize in a foreign country?

Generally no. Your commission does not extend beyond U.S. borders (with rare exceptions like Virginia’s provision for documents used by the U.S. government). For documents notarized abroad, signers should visit a U.S. embassy or consulate where a consular officer can perform the notarization under federal authority.

NotaryTrainingSchool.com covers out-of-state document handling and jurisdiction rules in its notary training courses.