Is it okay to fax a notarized document?
Asked by: Ms. Delfina Turcotte | Last update: July 5, 2025Score: 4.8/5 (20 votes)
The general rule when it comes to faxed documents is that a photocopy or fax may be notarized, but only if the signature is original — in pen and ink. However, faxed or photocopied documents containing an original, notarized signature may be declined by public recorders, particularly in the case of a poor reproduction.
Can you fax a notarized document?
Yes, faxed documents, including notarized ones, are generally accepted, though it's best to confirm with the receiving party.
What makes a notarized document invalid?
Missing or Incorrect Notary Seal
States like California and Texas have specific requirements for the placement and design of the seal. Without a proper seal, legal and financial institutions may reject the document.
Can you send a notarized document via email?
Even though you are able to email a notarized document, this does not necessarily mean it is going to be accepted. If you plan on submitting a notarized document this way, you should reach out to the other person ahead of time to make sure they will accept it.
What is the most common mistake made by a notary?
One of the most common mistakes that notaries make is not printing or signing their name exactly as it appears on their notary commission.
Why Is Notary Signing Agent Faxing Still a Thing?
Does a notary have to read the document they are notarizing?
No, it is not illegal; however, the Notary should not read the documents they notarize because it is unnecessary and could possibly be a violation of the signer's privacy. You may scan over the document to obtain the information you need for your journal entry of the notarization. Confronted with a tricky notarization?
Which of the following offenses cancels a notary application?
The examples include but are not limited to: assault, arson, auto theft, burglary, possession or sale of illegal drugs, embezzlement, forgery, fraud, failure to pay child support or failure to comply with a court order.
Can you fax legal documents?
They may decide that a faxed copy of the document is as legal as the original and serve the same purpose. Faxed, scanned, and emailed documents (including PDF files) can generally be used in legal proceedings. Since they can be used to enforce contractual obligations, recipients can rely on them.
Can notarized documents be typed?
Yes, you may notarize a signature on a document that includes handwritten paragraphs. A document can be typed or handwritten. If the notarial certificate under the signature is not included, be sure to attach a loose certificate chosen by your customer.
How do I submit a notarized letter?
Check with local banks, law offices, or libraries, as they often provide notary services. Schedule an appointment if necessary and bring all required documents and a valid ID. The notary will verify identities, witness the signing, and stamp or seal the letter, making it legally valid.
How do I verify a notarized document?
You can trust the notary's identity because it's been verified by the certificate issuer and embedded within the certificate. To verify an online notarization, you need to check the validity of the notary's digital certificate. This usually involves using software like Adobe Reader to inspect the certificate details.
Is notarized legally binding?
The notary acts as an impartial witness, verifying the identity of those signing and ensuring they understand what they are signing. Notarization adds a layer of trust and credibility to the document but does not automatically make it legally binding.
What happens if you do a notary wrong?
What happens if a notary makes a mistake? The National Notary Association suggests that even the smallest mistake could have dire consequences. The notarized document could get rejected. A mistake that results in a rejection can result in late fees and penalties on the part of the client.
Can you submit a copy of a notarized document?
Is a copy of the notarized document acceptable? Copies of notarized documents can be accepted. However, if there is a hint that the copy of a notarized document is tempered with – it won't be accepted.
Can I upload a notarized document?
Please note that RON procedures may vary depending on state laws, and not all states permit Notaries to perform remote online notarizations. For example, California does not permit its Notaries to perform RONs, and South Carolina does not address RON in its Notary laws.
Can you fax a wet signature?
In addition, faxed documents presented for a traditional, “wet-ink” notarial act must bear the signer's original, “wet-ink” signature, as follows: Document was first faxed, then wet-ink signed by the signer—it bears the signer's original signature.
How to format a document to be notarized?
To make a notarized letter, begin with your contact details, create a clear message explaining the purpose of the letter. Include any legal language if necessary. Conclude with a formal closing and leave space for your signature. And that's how you write a statement that needs to be notarized.
How to notarize a document without the person present?
If this happens, some states permit the signer to sign the document in the presence of a witness. The witness — not the signer — then appears before the Notary. The Notary identifies and administers an oath to the witness. Then, the witness signs the document.
What is required by a notary of the person signing the notarized document?
Bring Acceptable Identification
The primary duty of a Notary Public is to verify your identity as the document signer. The most common way they determine that you are who you say you are, is by checking state-issued identification documents, like driver's licenses and passports.
What must never be sent by fax?
Sensitive or confidential information must only be sent by fax when absolutely necessary and no other secure methods of transfer are available. confidential/clinical information. The sender of confidential information has total responsibility for the process. arrangements, they MUST NOT fax the document.
Is it safe to send documents via fax?
Yes, faxes are considered to be secure. Fax machines communicate via phone lines, which are more difficult to compromise than public internet and Wi-Fi connections.
Is faxing a HIPAA violation?
HIPAA Guidelines and How to be HIPAA Compliant
Companies also had to allow patients to access reports covering who viewed their ePHI and under what circumstances. Per the Health and Human Services (HHS) Department, faxing is permissible between physicians' offices when transmitting patient medical information.
Why would a notary be denied?
These may include: The signer is not physically present (unless the Notary is performing a remote online notarization) The signer cannot be properly identified. The signer does not speak the same language as the Notary.
Which of the following are prohibited acts for a notary?
A notary cannot proceed if the required notarial act is not indicated by the document, the signer or someone connected to the document. Notaries cannot authenticate or validate objects. Notaries cannot give advice or opinions that should be given by an attorney—this is unlicensed practice of law.
When can a notary refuse?
The signer declines to provide a thumbprint for a transaction that requires it (applicable only in some states, including California). The signer can't or won't pay the notary's fee. The notary has reason to believe the signer is confused, disoriented, coerced, or lacking the mental capacity to sign the document.