If you need to use a U.S. document outside the country—or an out-of-state document in another jurisdiction—you’ll need more than a notary stamp. Each destination has its own rules for accepting foreign documents.
To ensure your paperwork is valid internationally, you may need an apostille or consular authentication in addition to notarization. Here’s what you need to know before you begin.
1. Notarization: The First Step
A notarization verifies the identity of the signer and confirms that the signature was made willingly and knowingly.
When dealing with out-of-state or international documents, notarization is often the first step toward making your document legally recognized elsewhere.
Examples include:
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Powers of attorney used abroad
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Birth or marriage certificate copies
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Educational transcripts
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Business or corporate documents
✅ Tip: Always check with the receiving agency or foreign authority about their notarization requirements.
2. Understanding Apostilles
If the country where your document is going is part of the Hague Apostille Convention, you’ll need an apostille after notarization.
An apostille is a certificate issued by a Secretary of State that verifies the notary’s commission and signature. It tells the foreign country, “Yes, this notary is legitimate.”
How to Get an Apostille
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Have your document notarized by a U.S. notary public.
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Submit the notarized document to your state’s Secretary of State office.
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Request an apostille certification (usually a stamped or attached certificate).
🕒 Processing time: Usually 3–10 business days, depending on the state.
Example:
If you’re sending a notarized power of attorney to Spain (a Hague country), you’ll need an apostille from your Secretary of State.
3. When You Need Consular Authentication Instead
If your document is destined for a non-Hague country (like China, the UAE, or Nigeria), you’ll need consular authentication instead of an apostille.
This process involves multiple steps:
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Notarization by a U.S. notary.
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Certification by your state’s Secretary of State.
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Authentication by the U.S. Department of State (in Washington, D.C.).
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Final authentication by the foreign country’s embassy or consulate.
Each embassy has specific requirements, fees, and timeframes—so always verify details before submitting.
4. Notarizing Out-of-State Documents
When handling documents from another U.S. state:
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A notary can notarize a document only while physically located in their commissioned state.
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However, the document itself can originate from anywhere in the U.S.
✅ Example:
If you’re in Florida with a California real estate form, a Florida notary can notarize it—as long as you sign it in Florida.
5. Tips for Smooth International or Interstate Notarization
✔ Ask where the document will be used.
Different destinations require different certifications.
✔ Don’t sign in advance.
The notary must witness your signature in person (or online, if RON is allowed).
✔ Bring valid ID.
Foreign or expired IDs might not be accepted—bring a U.S. government-issued or passport ID when possible.
✔ Use a professional notary service.
Experienced notaries can guide you through the apostille or consular authentication process, saving you time and errors.
6. Remote Online Notarization (RON) for International Needs
If you’re abroad but need a U.S. notarization, Remote Online Notarization (RON) may be available.
With RON, you can meet a commissioned U.S. notary via secure video platform, verify your ID digitally, and sign electronically.
⚠️ Note:
Some foreign countries may not yet accept electronically notarized documents, so confirm before proceeding.
Conclusion
Handling out-of-state or international documents can seem complex, but it becomes straightforward when you understand the process.
Start with notarization, then determine whether your document requires an apostille or consular authentication based on where it will be used.
At Looking Glass Runners Notary, we guide clients through every step—so your documents are recognized wherever they need to go.
