Published by JJLBS Remote Closing Services

One of the most common questions we receive from clients across the country is:

“I live in another state. Shouldn’t I use my state’s notarial certificate?”

The answer is generally no.

If your notarization is being performed by a Virginia Remote Online Notary, the notarial certificate should ordinarily comply with Virginia law, because the notarial act is legally performed under the authority of the Commonwealth of Virginia—not the state where you are physically located.

Understanding why can help prevent rejected documents and unnecessary delays.

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Where Does a Remote Online Notarization Legally Take Place?

Remote Online Notarization (RON) allows a signer and a notary to be in different physical locations while meeting through secure audio-video technology.

Although you may be sitting in:

• California
• Texas
• Florida
• New York
• Alaska
• or another country (if otherwise permitted),

the Notary Public remains physically located in Virginia.

Because the Virginia notary is exercising authority granted by the Commonwealth of Virginia, the notarial act is performed under Virginia law.

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The Notarial Certificate Reflects the Notary’s Authority

A notarial certificate is more than a signature block.

It is the official record stating:

• who appeared before the notary;
• what type of notarial act was performed;
• when it occurred;
• where the notarial act took place; and
• that the act was completed by a duly commissioned notary acting under the authority of the commissioning state.

A Virginia Notary Public cannot certify that a notarization was performed under another state’s authority because the notary is not commissioned by that state.

For that reason, a Virginia notary generally uses a certificate that complies with Virginia law.

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Why Your Home State’s Certificate May Not Be Appropriate

Many documents downloaded from the internet include preprinted certificates referencing another state.

For example, a certificate might begin:

“State of Texas”

or

“State of Florida”

If a Virginia Remote Online Notary is performing the notarization, that wording may not accurately reflect the jurisdiction under which the notarial act was performed.

The certificate should accurately identify the jurisdiction of the notarial act and comply with the legal requirements applicable to the Virginia notary.

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Does That Mean Every Out-of-State Certificate Must Be Replaced?

Not necessarily.

Some certificates are drafted in a way that satisfies multiple jurisdictions or can be completed correctly by a Virginia notary.

In other situations, the document may contain certificate language that does not meet Virginia’s requirements or does not accurately describe the notarial act being performed.

Whether an existing certificate can be used depends on the document and the applicable legal requirements.

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The Receiving Organization May Have Requirements

Some federal agencies, lenders, title companies, courts, and other organizations prescribe the certificate language they require.

If an organization requires a particular certificate, it is important to discuss that requirement before the notarization.

If the certificate is acceptable under Virginia law, the Virginia notary may be able to complete it. If it is not, the document preparer or requesting organization should provide acceptable instructions or revised certificate language.

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The Notary Cannot Choose the Certificate for You

Clients often ask:

“Which certificate should I use instead?”

A Virginia Notary Public must remain impartial and cannot select the appropriate certificate on behalf of the signer if doing so would require a legal determination.

The notary can:

• provide commonly used Virginia notarial certificates;
• explain the general purpose of different notarial acts;
• perform the notarial act identified by the signer or by the document preparer or requesting organization; and
• complete the certificate accurately once the appropriate notarial act has been identified.

The notary cannot decide which certificate is legally appropriate for your document.

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If You’re Unsure, Ask the Source of the Document

Before your appointment, contact:

• the attorney who prepared the document;
• the title company;
• your lender;
• the government agency requesting the document;
• the court;
• the organization receiving the document; or
• the document preparer.

These parties are generally in the best position to identify the required notarial act.

If they cannot determine which certificate should be used, you should seek competent legal advice before proceeding.

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Our Goal Is to Help You Prepare

At JJLBS Remote Closing Services, we provide downloadable Virginia notarial certificates in both Word and PDF formats to make the notarization process easier for our clients.

These resources are intended to give you access to commonly used certificate forms—not to replace legal advice or determine which certificate is appropriate for your specific document.

By understanding that a Virginia Remote Online Notary performs notarial acts under Virginia law, you can better prepare your documents, avoid delays, and help ensure your notarization is completed correctly the first time.

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Schedule Your Remote Online Notarization Today

Whether you’re located across town or across the country, JJLBS Remote Closing Services is ready to assist with your Remote Online Notarization needs.

Lawanda Boddie-Slack
JJLBS Remote Closing Services
Virginia Traditional & Electronic Notary Public
Certified Remote Online Notary

📞 Phone: (252) 679-9394
💬 Direct Text: (252) 801-3290
📧 Email: owner@jjlbsllc.blog
🌐 Website: www.jjlbsremoteclosingservices.com

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Serving All 50 States Remotely (where permitted by law)

Disclaimer: This article is provided for general educational purposes only and is not legal advice. Requirements for notarial certificates may vary depending on the document, the receiving organization, and applicable law. If you are uncertain which notarial certificate is required, consult the document preparer, requesting organization, or a qualified attorney before your notarization appointment.