Can I Notarize Out-of-State Documents in California? Yes! Here's What You Need to Know
One of the most common questions we receive from clients is whether a California notary public can notarize documents that will ultimately be sent to another state. Perhaps you're selling property in Texas, handling an estate in New York, completing a power of attorney for a family member in Florida, or signing an affidavit for a court proceeding in another state.
Whatever the situation, the answer is the same: Yes, a California notary can notarize documents intended for use in another state.
At The Bay Area Notary, we regularly assist clients throughout the East Bay Area and Silicon Valley who need documents notarized before sending them to recipients, businesses, attorneys, government agencies, and other parties outside California.
Let's walk through how it works, what you need to know, and how you can schedule an appointment.
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Can a California Notary Notarize Documents From Another State?
Yes! A document does not have to originate in California for a California notary public to notarize it.
California notaries are authorized to perform notarial acts within California, and the document's state of origin does not prevent the notarization from taking place here.
For example, imagine you're a California resident who needs to sign a document prepared by an attorney in Florida. The attorney asks you to have your signature notarized before returning the paperwork.
You do not necessarily need to travel to Florida or locate a Florida-commissioned notary. In most cases, you can have the document notarized by a California notary right here in the Bay Area.
The same general principle applies to documents prepared in all 50 states across the U.S..
The key distinction is that the document's destination does not determine where the notarization must take place.
All that matters is where the signer is located. As long as the signer is able to appear in person to sign, we can notarize the document(s) so that you may return them (the document(s)) to whatever state they’re headed to.
What Types of Out-of-State Documents Can Be Notarized?
Clients contact us with a wide variety of documents that need to be notarized in California and then returned to another state.
Here are some common examples.
1. Real Estate Documents
Real estate transactions frequently involve documents that must be signed and notarized by someone who lives in a different state from the property.
For example, you might own an investment property in Missouri but live here in the Bay Area. If you need to sign a deed, property transfer document, or other transaction-related paperwork, you’re able to complete the notarization locally rather than traveling to the property's state.
The same situation can arise when purchasing property, refinancing a mortgage, transferring ownership, or signing documents related to an estate.
2. Power of Attorney Documents
A power of attorney allows one person to authorize another person to act on their behalf in certain matters.
Perhaps a family member in another state has prepared a power of attorney and needs your signature notarized before the document can be used. Or maybe an attorney handling your affairs in another state has sent you paperwork that requires notarization.
In many cases, a California notary can perform the required notarization without the document needing to be rewritten as a California form.
3. Affidavits and Sworn Statements
An affidavit is a written statement that a person swears or affirms is true. These documents are commonly used in legal proceedings, administrative matters, and other situations where a sworn statement is required.
If an attorney, court, or other recipient in another state asks you to sign an affidavit before a notary, you can generally have the required notarization performed here in California, provided the requested act is permitted under California law.
Depending on the document, you may need a jurat, which involves taking an oath or affirmation and signing the document in the notary's presence.
4. Estate Planning and Inheritance Documents
Estate planning often involves family members, attorneys, and assets spread across multiple states.
You might be handling an inheritance, participating in an estate settlement, or signing documents prepared by an attorney who practices outside California.
If those documents require notarization, you can often complete the process locally with a California notary.
5. Business, Financial, and Legal Documents
Out-of-state notarization requests also arise in everyday business and personal matters.
Examples include:
Business agreements and authorizations
Loan and financial documents
Statements required by attorneys
Court-related affidavits
Consent forms and declarations
Documents required by banks, institutions, or government agencies
If you're unsure whether your particular document can be notarized here in California, contact us. We can discuss the document and help clarify what is needed to proceed.
Does the Document Need to Be Rewritten for California?
No!
A document prepared in another state does not need to be rewritten simply because you're having it notarized in California.
For example, if an attorney in New York prepares a document and sends it to you in California for signing, you can generally use the original document provided by the attorney.
However, there is an important distinction between the document itself and the notarial certificate attached to it.
California notaries must follow California law when performing notarizations. This means the notarial certificate and the procedure used must comply with applicable California requirements.
Sometimes, an out-of-state document includes a notarial certificate that differs from the wording or format California requires. In such instances, a seperate California certificate may need to be completed and attached to the out-of-state document.
Will the Other State Accept a California Notarization?
Yes!
A properly completed California notarial certificate can be used with documents intended for other U.S. states, and also internationally.
However, it’s always good practice to verify your signing instructions prior to your appointment.
For example, a bank may have specific signing instructions. A title company may require particular notarial wording. An attorney or government agency may also have requirements that differ from those of another organization.
Before your appointment, we recommend checking the document's instructions or contacting the recipient if you're unsure what they require.
You should confirm:
Whether the document must be notarized.
Whether an acknowledgment, jurat, or another permitted notarial act is required.
Whether additional steps, such as an apostille, are necessary.
An apostille is a separate authentication process generally used for documents intended for use in another country. A document being sent to another U.S. state ordinarily does not require an apostille solely because it crosses state lines.
(If your documents do require an International Apostille, please click here to schedule an appointment.)
How to Schedule an Appointment With The Bay Area Notary
If you have an out-of-state document that needs to be notarized, there's no need to assume you must find a notary in the state where the document originated.
The Bay Area Notary provides mobile notary services throughout the San Francisco Bay Area, East Bay, and Silicon Valley.
Here's the next steps you should take:
Step 1: Gather your documents. Have the paperwork ready and review any instructions provided by the attorney, business, or agency receiving it.
Step 2: Contact us. Call or email our team and let us know that you need to notarize a document prepared for use in another state. If possible, tell us which state the document is intended for and what type of document you have.
Step 3: Arrange your appointment. We'll discuss your request, help clarify the requirements, and coordinate an appointment.
Step 4: Bring your identification and documents. At the time of your appointment, we will complete the appropriate notarization for the state that the documents will be sent to.
You can find our contact information on our Contact page and they’ve also been listed below:
Phone: (209) 534-0100
Email: Contact@TheBayAreaNotary.com
Service Area: East Bay, San Francisco Bay Area and Silicon Valley
Availability: By Appointment, with service available 7 days a week
For assistance with any other notary needs, feel free to contact us by clicking the link below.