Can I email a document after online notarization?
Often, yes. Many online notarized documents are delivered as PDFs and may be emailed, but the recipient must accept that format.
Document Guides
Can I Email an Online Notarized Document?
Online notarized documents are often delivered electronically, but acceptance depends on the recipient, document type, file format, and submission rules.
iRemoteNotary Editorial Team
Quick Answer
Can I email an online notarized document?
Often, yes. Many online notarized documents are delivered as electronic files and may be emailed to the recipient. However, acceptance depends on the recipient’s rules, document type, file format, electronic seal requirements, recording requirements, court or agency instructions, and whether wet ink or original paper is required.
Why online notarized documents are often emailed
Remote online notarization usually produces an electronic notarized document. After the session, the signer may receive a completed digital file that includes the signer’s electronic signature, notarial certificate, electronic seal, and other platform-supported security features.
Because the completed document is digital, many signers email it to a title company, bank, employer, school, agency, attorney, customer, family member, or business contact.
Emailing the document can be convenient, but it does not guarantee acceptance. The receiving party decides whether the emailed version is acceptable.
When emailing the document may be acceptable
Emailing an online notarized document may be acceptable when:
• The receiving party accepts electronic documents
• The document does not require wet ink
• The recipient accepts remote online notarization
• The file format is acceptable
• The document does not need original paper delivery
• The document does not need special recording submission
• The notarial certificate and seal are visible and intact
• The recipient can open and verify the file
Before emailing, ask the recipient whether they accept the electronic notarized file as delivered.
When emailing may not be enough
Emailing may not be enough when the recipient requires:
• Wet-ink signatures
• Original paper documents
• Certified copies
• Direct platform delivery
• E-recording submission
• A specific secure portal upload
• Apostille or authentication
• Embassy or consulate notarization
• A document mailed by the signer or notary
• A document with a particular certificate format
Some courts, government agencies, foreign authorities, recording offices, banks, lenders, or title companies may have specific submission rules.
What file format should the document be in?
Most online notarized documents are delivered as PDF files. The PDF may include electronic signatures, a notarial certificate, an electronic notary seal, and platform-supported tamper-evident features.
Do not alter the completed PDF after notarization unless the recipient gives instructions. Editing, flattening, printing and scanning, or changing the file may affect the document’s security features or acceptance.
If the recipient has a portal, ask whether to upload the original downloaded PDF instead of emailing a scanned copy.
Can I print an online notarized document?
You may be able to print a copy for personal records, but printing an electronically notarized document can change how the recipient evaluates it.
Some recipients want the original electronic PDF, not a printed copy. Others may accept a printed copy. Some may require wet ink from the beginning.
Ask the recipient whether they want:
• Original electronic PDF
• Emailed PDF
• Portal upload
• Printed copy
• Mailed paper copy
• Wet-ink notarized original
What if the recipient says the document is invalid?
A recipient may reject an online notarized document for reasons unrelated to whether the notarization was properly completed.
Common rejection reasons include:
• Recipient does not accept remote online notarization
• Document required wet ink
• Notarial certificate wording did not match recipient instructions
• Required witnesses were missing
• File was altered after notarization
• Recipient wanted a portal upload instead of email
• Document needed apostille or authentication
• The signer used the wrong form
• The receiving party has an internal policy against electronic notarization
If a recipient rejects the document, ask for the exact reason in writing before scheduling another notarization.
What should I send with the email?
When emailing the document, include a short message explaining what is attached.
Example:
“Please see the attached online notarized PDF. Please let me know if your office requires a different submission format, wet ink, portal upload, or additional authentication.”
Do not include sensitive information in the email unless necessary and secure. If the document includes private personal information, ask the recipient whether they prefer a secure upload portal.
How to avoid recipient rejection
Before the session, ask:
“Will you accept this document if it is notarized through remote online notarization and emailed as a PDF?”
Also ask:
• Do you require wet ink?
• Do you require witnesses?
• Do you require original paper?
• Do you require a secure portal upload?
• Do you require apostille or authentication?
• Do you require a specific notarial certificate?
• Do you accept electronically signed and electronically notarized documents?
What the notary can and cannot do
A notary can complete the notarial act for an eligible document when the signer and document meet the requirements.
A notary cannot force a recipient to accept an emailed document, change recipient policies, guarantee recording acceptance, provide legal advice, or decide whether the document is legally sufficient.
Frequently asked questions
Is an emailed online notarized document legally accepted everywhere?
No. Acceptance depends on the recipient, document type, state rules, agency instructions, court requirements, recording office, lender, title company, or foreign authority.
Should I send the original PDF or a scanned copy?
Usually, the original downloaded PDF is better than a printed-and-scanned copy because it may preserve electronic security features.
Can I print an online notarized document?
You may print it for records, but some recipients require the original electronic PDF or another submission method.
What if the recipient rejects the emailed document?
Ask the recipient for the exact reason in writing. The issue may involve wet ink, recipient policy, certificate wording, witnesses, file format, or authentication requirements.
Can the notary email the document directly to the recipient?
Sometimes, depending on the platform, privacy considerations, and signer instructions. Confirm before the session if direct delivery is needed.
Ready to Notarize Your Document?
Submit your request online, upload your unsigned document, verify your identity, and meet a commissioned notary by secure video session — available nationwide for eligible documents.