How to Notarize a Document in Two Different States (Step‑By‑Step)

When people ask how to notarize a document in two different states, they are usually dealing with multi‑party agreements, property in one state and signers in another, or cross‑state business transactions. The good news is that you rarely need a single notarial act that literally spans two states; instead, each notarization is done locally under one state’s law, and together they complete the transaction.

Step 1: Clarify Who Signs Where

Start by identifying where each signer will be physically located when they sign. Each signer can typically appear before a notary commissioned in the state where that signer is located—so one signer in State A uses a State A notary, while another signer in State B uses a State B notary.

Each notary completes their own certificate indicating their state and county, even if everyone signs identical copies of the same document.

Step 2: Confirm State‑Specific Requirements

Some states have specific rules about certificate wording, oaths, or remote online notarization. Before anyone signs, check:

• Whether either state requires special notary wording (acknowledgment vs. jurat, statutory forms, etc.).
• Whether remote online notarization is allowed and acceptable for your document type.
• Whether the receiving institution (court, title company, lender) has its own preferred forms.

When requirements differ, best practice is to meet the stricter standard so the document is more likely to be accepted in both places.

Step 3: Arrange Local Notarizations for Each State

For each signer, arrange a notarization in their own state:

• Locate a properly commissioned notary (bank, mobile notary, law office, etc.).
• Schedule appointments so everyone signs within any required time windows.
• Ensure each notary sees their signer in person (or via an approved remote platform) and completes a compliant certificate.

In practice, this means you may end up with multiple notarized originals or counterparts, each valid under the law of the state where it was notarized.

Step 4: Use Dual‑Commissioned Notaries or RON When Helpful

In some cases, you can simplify logistics by using:

• Dual‑commissioned notaries who hold commissions in both states and can meet signers on either side of a border.
• Remote online notarization (RON) if permitted by both states and acceptable to the receiving parties, allowing signers in different places to appear before the same notary online.

These options do not change the underlying rule that each notarial act happens under one state’s law, but they can reduce travel and coordination headaches.

Step 5: Coordinate With Receiving Institutions

For real estate closings, loan documents, or court filings, always coordinate with the title company, lender, or clerk’s office before finalizing a multi‑state notarization plan.

They can confirm whether multiple separately notarized originals are acceptable, whether counterparts are permitted, and whether specific certificate forms must be used for each state.

A Worked Example: One Signer in Tennessee, One in Georgia

Say two siblings are selling a parent’s property. One lives in Hixson, Tennessee; the other lives in Atlanta. The title company sends one set of documents.

1. The Hixson sibling signs before a Tennessee notary, who completes a certificate naming Tennessee and the county of the signing.
2. The original package is shipped to Atlanta by tracked courier.
3. The Atlanta sibling signs before a Georgia notary, who completes a separate certificate for that signature, naming Georgia and that county.
4. The fully signed original goes back to the title company for review and recording.

Neither notary crosses the state line, and neither notarizes the other sibling’s signature. Because Chattanooga sits on the Georgia line, a Georgia signer who can easily drive over may also choose to sign in Tennessee before a Tennessee notary instead.

One Original or Counterparts?

Method	How it works	Watch out for
Sequential signing	One original travels from signer to signer; each signs before a local notary.	Shipping time, lost packages, deadlines.
Counterparts	Each signer signs an identical copy locally; copies are combined.	Only works if the document or receiving party allows it.
Remote online notarization	Signers appear before an online notary by video from different places.	Receiving party acceptance; not every document qualifies.

Mistakes That Derail Two-State Signings

• Signing ahead of the appointment when the document needs to be signed in front of the notary.
• A certificate pre-filled with the other signer’s state or county.
• One certificate trying to cover two signers who appeared before different notaries.
• Missing pages, because only the signature page was sent to one signer.

More examples are in seven notarization mistakes that get documents rejected. For real estate, see our deed notarization service and what happens at a loan signing. If remote signing is on the table, start with how online notarization works in Tennessee, and for the ground rules see whether the notary must be in the same state as the signer.

Frequently Asked Questions

Can one notary notarize signers who are in two different states?

In person, no; a notary can only notarize inside their own state. Online, a single remote online notary may be able to serve signers in different places if their state allows it and the receiving party accepts it.

Can both signers sign the same original document?

Often yes. One signer signs before a notary in their state, the original is shipped, and the second signer signs before a notary in theirs. Each notary completes a separate certificate for their own signer.

What if the receiving party wants counterparts instead?

Then each signer signs a separate copy before a local notary, and the signed counterparts are combined. Confirm first that the document or receiving party allows counterparts.

Do the two notary certificates have to match?

No. Each certificate follows the law of the state where that notary acted and names that state and county. Receiving states generally accept each as long as it complied with its own state’s law.

Karen can handle the Tennessee half of a two-state signing at your home, office or care facility. If you are in the Hixson or Chattanooga area and need a Tennessee notarization for a document headed to another state, call Karen at (423) 401-8316 or send a message through the contact page to talk through your document before the appointment.