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Hotline Tip: How Do I Notarize A Document Signed By Two People In Different Locations?

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I have a document needing notarized signatures from two people in different locations. Do both signers have to meet and sign the document at the same time and place, or can their signatures be notarized separately? - A.T., Sioux Falls, South Dakota

You may notarize the signature of one person appearing before you and then the second person can appear before a Notary in their city/state and have their signature notarized.

Each Notary will complete notarial wording for the person appearing before them. The notarial wording should include:

  • The location where the notarization was performed (State of......, County of.....);
  • The act that was performed (acknowledgment, jurat, etc);
  • The date of the notarization; and
  • The name of the person whose signature was notarized (".....before me, personally appeared John Doe.....")

This will clearly show that both parties had their signatures notarized — they just appeared at different times/locations before different Notaries.

Confronted with a tricky notarization? Unsure how to proceed? NNA members have unlimited access to our expertly trained NNA Hotline counselors to help you with all of your notarial questions. Call (888) 876-0827Monday through Friday, 5 a.m. to 7 p.m. PST; Saturday, 5 a.m. to 5 p.m. PST

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102 Comments

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Michael Au Yeung

10 Sep 2015

I live in Santa Ana, California, and my wife live in Seattle, Washington, We separated more than a year, how to separate the two places to do divorce notary.

National Notary Association

10 Sep 2015

Hello. We're sorry but we cannot provide legal advice regarding divorce matters. You would need to contact a divorce attorney for legal instructions regarding divorce proceedings.

Sarah

21 Oct 2015

My brother had a document notarized about my deceased fathers house. He did it in front of a notary person but I didn't when I signed and didn't even know that it was the paper. Was this iegal for him to do that being I was suppose to be present and what can I do? As for reporting him

National Notary Association

22 Oct 2015

Hello Cindy. Any questions regarding a problem legal document would have to be answered by a qualified attorney. If you suspect document fraud involving a Notary, you can contact your state Attorney General's office or local law enforcement to report it.

MsIngrid22

18 Nov 2016

I'm a notary public at work. This tip answered my question perfectly. Thank you!

DN

21 May 2017

Hi I need something notarized by me and my husband but husband works overses. Can he sign and I just get it notarized.

National Notary Association

22 May 2017

Hello. No, a Notary may not notarize a signature for an absent signer. You cannot serve as a subscribing witness to vouch for your husband's signature in his absence because you have not witnessed him signing the document. However, it would be possible for your husband to sign the document in the presence of a Notary from the country he is located in and have that Notary notarize his signature.

Brittany Wigton

12 Jun 2017

We are selling a motorcycle and the buyer lives 2 hours away and paying 2 separate payments and we are writing an agreement. Can we both sign both copies and have it separately notarized?

National Notary Association

13 Jun 2017

Hello. There is nothing preventing you from having any document notarized provided the notarization is permitted in your state and meets the requirements of state law. However, we cannot answer any questions regarding if the documents are legally binding--any such questions would have to be answered by a qualified attorney.

Lee

15 Jul 2017

We are trying to buy property what do you need do we need to sign have our signatures notarized on the contract and mail to the owner of the property to have his signature notarized on that original contract

National Notary Association

18 Jul 2017

Hello. We're sorry, but you would need to speak with a qualified attorney or real estate professional for help with these questions.

Yaqin

10 Aug 2017

Hello my mother has to sign a grand mothers Poa document and she's pregnant in newyork and my grandmother is in Ohio can my mother sign at a notary in newyork and my grandmother sign the same document in Ohio?

National Notary Association

11 Aug 2017

Hello. We're sorry, but any questions about preparing a power of attorney are legal questions that would need to be answered by a qualified attorney.

Monica

01 Sep 2017

We have one document being signed by two people in two locations. There is only one spot for a notary. Can I copy the notary's verbiage to the end of the document and move the other signature line of the Grantee or Grantor to that area? I just don't know if legally it matters what the signature part looks like or if it is only important that the info area remains unchanged.

National Notary Association

06 Sep 2017

Monica, to help us answer your question can you tell us what state you are commissioned in, please?

Katie

06 Oct 2017

After a paper is notarized. Do both parties have to be there to turn it in?

National Notary Association

06 Oct 2017

Hello. That depends on the requirements of the agency receiving the document.

Ari

08 Nov 2017

I have a coworker who needs a document notatized in Ca. Doc needs to be signed by her and her spouse. Can i notarize if the spouse isn't present if i get written and verbal verification that, that is the spouses signature?

National Notary Association

09 Nov 2017

Hello. No, that is not permitted in California.

Liz

06 Dec 2017

I need to get my ex-husband to sign/notarize a quickclaim deed to remove his name from the house deed in Texas. He does not leave in Texas and there is no way we can see a notary together to make this happen. Can I add a second notary spot at the bottom and specify which notary is affirming which signature was witnessed and be good with both signatures above the notaries? Or do I need to break it up to have my signature and my notary, then my ex-husbands signature and his notary?

National Notary Association

08 Dec 2017

Hello. We recommend you speak to one of our Hotline counselors about this situation. You can reach them by phone at 1-888-876-0827.

David Merfert

14 Jan 2018

In Ohio do both parties have to be present for a title signing or can we sign separate with our own notary

National Notary Association

16 Jan 2018

Hello. You would need to contact the title company for instructions.

Jasmine Croom

28 Feb 2018

Hey I'm renting a room in San Fransico and my husband is in the military and need my lease notarized, but the guy I am renting from is out of the country, how do I go about getting this notarized this accurate

National Notary Association

05 Mar 2018

Hello. Any person who needs their signature notarized must appear physically in person before the Notary. California law prohibits using alternative methods of notarization such as a proof of execution by a subscribing witness for any document affecting real property.

VIcky

14 Mar 2018

can the same notary notarize two different signatures on the same document?

National Notary Association

14 Mar 2018

Yes, but each signer would need to appear before the Notary and present appropriate proof of identity.

Ambrea

28 Mar 2018

If a contract requires notarized signatures by two parties who are in different locations does the document have to be the original for both signatures? For example, if I sign and get the contract notarized do I then have to mail the original copy to the other party for their notarized signature, or can I send a copy of the document with my notarized signature?

National Notary Association

28 Mar 2018

Hello. We're sorry, but any questions regarding whether a transaction requires copies or originals of a document to be sent to a party are legal questions that would need to be answered by a qualified attorney.

Kimberly Kaser

23 Apr 2018

Hello! I need my college transcripts, background check, and medical papers notarized by my country and by the Chinese embassy or someone representing China. How do I go about doing this? I went to my bank and they didn't know because they didn't need my signature? Any guidance would be greatly appreciated.

National Notary Association

23 Apr 2018

Hello Cindy. Consular and embassy officials are usually authorized to notarize documents related to their home nation. You may wish to contact a Chinese consulate or embassy close to your location to ask if they can notarize your documents.

Sarah

14 Aug 2018

I think it will be easy if you need a signature between 2 people with different locations using a digital sign. So there is no need to meet at certain locations just for signatures. Because it will be ineffective from time and other problems. stiply.nl

Belinda

12 Sep 2018

I sent a document to my father who lives in another city than I. He signed the document in front a notary and then sent it back to me via email. I have printed it out and now I must take to a notary so that I can my signature notarized on that same document. Is this OK to do or must it be the original document that I sent.

National Notary Association

12 Sep 2018

Hello. You would need to contact the agency you are submitting the document to in order to ask if they will accept the procedure you are describing, or if they require the original document.

Gretchen Evans

28 Sep 2018

Can a notary sign and stamp verifying someone's signature on a separate page from said signatures? We have been accused of signing a document saying we agreed to terms of a contract but it appears our signatures are copied from the true document and pasted on false document. The notary on this disputed document is on a page separate from our supposed signatures.

National Notary Association

28 Sep 2018

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Gretchen Evans

30 Sep 2018

Can a notary sign and stamp verifying someone's signature on a separate page from said signatures? We have been accused of signing a document saying we agreed to terms of a contract but it appears our signatures are copied from the true document and pasted on false document. The notary on this disputed document is on a page separate from our supposed signatures.

National Notary Association

01 Oct 2018

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Sherry Cardwell

05 Oct 2018

My son and I are both listed on a car title in the state of PA. He has moved to NY and need to have the car registered in NY. I am still in PA but what to get my name off the title. Can I have the title notarized in PA and mail it to him or does he also have to have his signature notarized in PA?

National Notary Association

08 Oct 2018

Hello. You would need to contact the motor vehicle department in New York for instructions.

Carolyn S Nelson

04 Nov 2018

I have some estate documents that notarized signatures of my two children. My daughter lives in Maryland while my son and l live in NJ. Can we get document notarized here and she get her's notarized in Maryland?

National Notary Association

07 Nov 2018

Hello. We would recommend that you contact a qualified attorney to ask if an out-of-state notarization is acceptable for the documents.

Kendra Carter

12 Feb 2019

Hello. My sister and I are buying a piece of land. She lives in another state. I mailed the documents for her to sign first. But there is only room for one notary. Does the notary just attach the notary wording? Or how does that work?

National Notary Association

12 Feb 2019

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Mark

18 Mar 2019

Here in New Mexico we have 5 different people needing notarized signatures on a transfer of partnership share. Two of the people will not be present at time when the others are able to sign. May those two sign with a different notary, on a different day, and deliver it to the others for signature with a second notary?

National Notary Association

20 Mar 2019

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Nicole

03 Sep 2019

Hi there, my son is entering a dirt bike race and they are asking a signed and notarized release by both parents. His father lives in Michigan. Is it legal to have 2 separate release signed one by myself and notarized where I live and then one signed and notarized where his father lives

National Notary Association

03 Sep 2019

Hello. You would need to contact the race organizers to ask if this option is acceptable to them.

Kathleen

10 Oct 2019

Hello, I would like to sell my car which I signed for with my dad some years ago. He signed the back of the title, but it needs to be notarized in Pennsylvania. Can I have the notary witness only my signature for this to be valid? My dad lives 7 hours away and we are not on speaking terms.

National Notary Association

14 Oct 2019

Hello. We are sorry, but you would need to contact the appropriate state motor vehicle department to request instructions regarding this situation.

Hiroko Massarelli

21 Mar 2020

I have been asked to notarize a document with two signers. Because of COVID19, they refuse to be in the office simultaneously, but both are happy to sign separately in front of me. My questions are 1) can I notarize the paper in this circumstance? 2) if so, what is the process? Can I eye witness one signing first, and eye witness the other signing, and notarize both? Any guidance would be greatly appreciated.

National Notary Association

23 Mar 2020

Hello. In this situation, each person appearing at different times before you would be treated as a separate notarization. You would need to fully complete a notarization for each signer at the time they are present. If the document includes pre-printed certificate wording that includes both signers' names and you use that wording for one of your notarizations, you would need to cross out the name of the absent signer, initial and date the correction, and would need to complete and attach a second set of notarial certificate wording for the second signer if not provided.

John Andere

16 Apr 2020

I have four signers to a quitclaim deed, two grantors, two grantees, some of whom will be signing together. Does the notary language need to be repeated for each signer, or can the names just be listed in one notary statement?

National Notary Association

17 Apr 2020

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Steve

05 Jul 2020

Hello! I have a will that is supposedly my Mother's. The will was stamped by a Notary. However, the Notary failed to record it in a journal as is required here in Pennsylvania. Is that document still considered a legal document?

National Notary Association

06 Jul 2020

Hello. We're sorry, but that's a legal question that would need to be answered by a qualified attorney.

Satish Bhoi

09 Jul 2020

I am in homeowner in Atlanta , Ga, and my wife is in India. The title of the home has both names and we are planning to sell our home. So we need to make a quit claim deed for her , so that i can sell the home here in Atlanta, with both our agreement. Is it possible to notarize the quit claim deed in this case and how ?

National Notary Association

14 Jul 2020

Hello. We're sorry, but you would need to speak to a real estate attorney or real estate professional who is qualified and authorized to answer questions and provide assistance with this matter.

Dorie

17 Sep 2020

My mom passed away in 2018, and she didn’t have a will. My step father lost the title to her car but now wants me to have the car. We were told that my brother, my step father and I need to sign an affidavit of death and notarize it. We live in three different states. Do we each sign and notarize a separate document or should we sign the same document and have it notarized 3 times?

National Notary Association

17 Sep 2020

Hello. We're sorry, but that's a legal question that would need to be answered by an attorney.

Josephine

22 Sep 2020

The document I need notarized requires my signature as well as my two siblings signature but we all live in different states. How should this be done?

National Notary Association

22 Sep 2020

Please see the answer to the Hotline Tip above for one possible solution.

Gary

27 Jan 2021

I and 3 other family members need to have notarized signatures on a document. Do we have to pass the document around by mail, or can each of us sign it in front of our own notary and combine the documents as if they are one?

National Notary Association

29 Jan 2021

Hello. You would need to contact the agency that issued the document or an attorney to ask if there are any special instructions or restrictions regarding notarizations for the document.

Edward

25 Feb 2021

Is it legal for a notary public to be both witness number 1 and witness number 2 on a will? I'm the executor for an estate in NC where this has happened and the court is challenging the will because of this.

National Notary Association

25 Feb 2021

Hello. We're sorry, but that is a legal question that would need to be answered by a qualified attorney.

Monina

31 Mar 2021

Hello. I have a quitclaim. The grantor is in CA and the grantee is in NV. The documents has to be signed by both 2 people and 2 witnesses. Is it alright for 1 grantor and 1 witness to notarize the document in CA and the others in NV. Since the names of the grantor and grantee are on the same document that has to be notarized, do I cross out the grantee and initial the change. Then provide another of the same document and repeat the process then mail it to the grantee so she can sign, the witness and notary.

National Notary Association

01 Apr 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Kay Wood

22 Apr 2021

One Deed with one notarization certificate with both names (says appeared before me on 4/23 in AZ). Believe it should be two separate certificates or sections. Please advise.

National Notary Association

26 Apr 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Barry

04 Jun 2021

I have a quite deed that needs to be notarized in Washington State. The wife is present, but the husband isn't. Can I notarize the documents?

National Notary Association

07 Jun 2021

Hello. You would be able to notarize the signature of a person who appeared in person before you, but would not be able to notarize for a signer who could not appear in person before you.

Charisse

17 Jun 2021

This answers the question whether or not you can, but now you execute the process. Do they need to sign it in then send it to the other party? Can it be done via DocuSign? Like, how is it done!?

National Notary Association

17 Jun 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Candice

04 Aug 2021

Hello, I am a notary in CA, I have been asked to complete divorce papers for a couple. Both names are on the acknowledgment but they do not want to sign together. Do I collect one signature and then go to the next person and do the notarization after? Or notarize each on the same form and then sign, date and add time on each signature and stamp? I believe they are in 2 separate counties also.

National Notary Association

05 Aug 2021

Hello. If the two signers are not present at the same time, you would need to complete two separate notarizations, with a separate notarial act and certificate wording for each signer. Only the name of the signer who is physically present before you can be written into the certificate wording. You may only notarize for a signer when that signer is physically in your presence.

dw

30 Nov 2021

What do I do to the blank space(spouse not present) if I am just notarizing the person present signature? Has a space for both...

National Notary Association

06 Dec 2021

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Al W.

16 Dec 2021

I have a letter with mine and my mother signatures, but mother lives any another state, the notary person would not do it, is there another way

National Notary Association

17 Dec 2021

Hello. One option would be to send the document to your mother and request a Notary in her state to meet with her to notarize her signature on the document.

Frederick pugh

09 Jan 2022

Can a single notary notarize the same document on the same day ,using two different venues for two different signers?

National Notary Association

13 Jan 2022

Yes, however, two separate Notarial certificates will have to be used since they are signing at different times in different locations.

Ella J. Harden

25 Jan 2022

A mother had a POA notarized and signed by 2 witness and sent it to her son back in 2000, he just put it in safety deposit box, now he need to handle business for her can he just have his signature notarized and use it.

National Notary Association

25 Jan 2022

Hello. We're sorry, but any legal questions about the validity of a power of attorney document would need to be answered by a qualified attorney.

KIKI

12 Mar 2022

I need something notarized but the other party is states away. Can they have an exact copy notarized and and mail to me and I have a separate notary notarized my signature?

National Notary Association

22 Mar 2022

Hello. You would need to contact the agency the document is being sent to in order to ask if they would accept this procedure or not.

MD Sohail

13 Apr 2022

Notarise the signature of one person appearing before you and then the second person can appear before a Notary in their city/state and have their signature notarised. In Which Provision as per Indian Notary Public Act or rules?

National Notary Association

18 Apr 2022

Hello. We're sorry, but we can only answer questions about United States notarial rules and procedures. We cannot answer questions about notarial procedures in India.

Michael Dollins

15 Apr 2022

When having a document notarized do both party need to be present?? In the state of Georgia

National Notary Association

19 Apr 2022

Hello. Any person whose signature is notarized must personally appear before the Notary at the time of notarization.

Christine Shento

09 Sep 2022

If there is only one notary line on the paper but there are 2 grantors in 2 different locations that can't meet, Do you have to do a separate paper or just have room for second notary on the first ?

National Notary Association

12 Sep 2022

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Maxx

04 Oct 2022

My landlord served us with a notarized paper with his signature and a witnesses signature but they didn’t sign it in front of a notary they signed it out in front of the house before serving them to us is that legal? I have a video of them outside signing it together as they went thru the papers.

National Notary Association

06 Oct 2022

Hello. We are sorry, but this is a legal question you would need to speak to a qualified attorney about.

Sarah Oakley

06 Jan 2023

What if there is a Separation Agreement, with a BLANK spot on the first page for the date, but the two parties refuse to sign together. The Agreement has a spot for two separate notaries to execute the document and notarize, BUT, the first person signed on one date, but LEFT the Agreement date BLANK. Then the second party signed with another notary on a different day. Can the second notary point out to the party that the first page is blank, thus hopefully he would date it for the later date? And then he would sign and get it notarized for that later date, since the agreement is only valid when both parties sign, so the date that the agreement starts is not postdating the document at that point. OR, does the second signer need to date it for the first date?

National Notary Association

10 Jan 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with more information about the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

twill4506@gmail.com

15 Jan 2023

I have a client that would like to change her poa. Her husband is in a home and has dementia. He shows as her poa. She would like to have her daughter as her poa but my client lives in SC and her daughter lives in Florida. By making a new poa does the existing one become void? How do I have the document notarized when they are in two different states. SC does not allow electronic signing. Ty.

National Notary Association

17 Jan 2023

Hello. We're sorry, but these are legal questions that would need to be answered by a qualified attorney.

JRW

21 Feb 2023

Hi There; If a prenup were signed in one State by the bride and another State, later on by the Groom, would that be okay? (separate places same doc.)

National Notary Association

27 Feb 2023

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

Darlene autry

12 Mar 2024

My husband and I have to have documents signed by both us by a Notary Public. It’s a timely matter and my husband travels for a living. Can I sign and have it notarized and send him documents and have him sign in a different state? How many witness to sign the papers? Is it just me and the Notary? Then my husband and the Notary?

National Notary Association

12 Mar 2024

Hello. If you and your husband are located in different stats, you can have your signature notarized and then send the document to your husband in a different state. He would then need to appear in person before a Notary in that state to have his signature notarized separately. You may not have your husband's signature notarized if he cannot personally appear before the Notary. . We cannot advise you on witness requirements for the document. For that information, you would need to consult with an attorney or contact the agency that will receive the document fo instructions.

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