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Documents for Notarization - Faxed Documents
Faxed Documents Presented for NotarizationUpdated May 14, 2026
The trusty fax machine… give it kudos for hanging in there and still being a staple in many offices.
Most people would be surprised to know how long ago the earliest facsimile technology was patented—it was (way) back in 1843…!
Now, 183 years later, fax machines are vastly modernized but still common in offices of every imaginable type, as well as in retail and service provider settings, medical facilities, government agencies… you name it. If it’s a place where information is exchanged, received, kept, created, or provided, there’s likely a fax machine in use.
It’s no wonder, then, that notaries asked to perform a notarial act are occasionally presented with documents that were received and printed out via a fax machine. Many of them ask this very common question: “Can I notarize a signature on a faxed document?”
The answer depends on when and how the signature was affixed to the faxed document.
First, remember this bedrock notarial principle: notaries notarize original signatures on documents. The document presented could be paper. any other tangible medium (even if created and signed on a piece of cardboard, the result is still a signed instrument), or electronic.
An “original signature” means that the principal affixed their signature directly to the document in a way that aligned with the document’s medium… for example, they signed:
- using a tangible writing instrument (or any other tool or item that will make a tangible mark) on a paper document; or
- using a keyboard (traditional or onscreen), a stylus or other similar tool to type or inscribe their electronic signature on an electronic document.
- If the signature notarial act is an acknowledgment, the principal’s signature may be affixed to the document at some time before notarization or during notarization. For either circumstance, the notary assures themselves that the signature is “original.”
- If the signature notarial act is an oath or affirmation, the principal’s signature must be affixed to the document ONLY when the principal is personally present before the notary... no exceptions.
| Faxed Document Format | Oath/Affirmation Notarial Act | Acknowledgment Notarial Act |
| Paper | Must be signed in the notary’s presence. Signer and notary use traditional handwriting tools. | May be signed sometime before notarization, or in the notary ‘s presence. (If before notarization, notary must believe the signature is “original.”) Signer and notary use traditional handwriting tools. |
| Electronic | Must be electronically signed in the notary’s presence. Signer uses any electronic signing tool they choose. Notary must follow any state laws and administrative rules that apply to notarizing electronically, including notary’s method of signing. | May be electronically signed sometime before notarization, or in the notary’s presence. (If before notarization, notary must believe the signature is “original.”) Signer uses any electronic signing tool they choose. Notary must follow any state laws and administrative rules that apply to notarizing electronically, including notary’s method of signing. |
Questions, comments? Contact kathleen@asnnotary.org.
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