e-Notarization (Electronic Notarization)

What is e-Notarization?

e-Notarization, or Electronic Notarization, is a process by which a notary provides an electronic acknowledgement for an electronic document (Microsoft Word, PDF, etc.). The effect is the same as a notary signing a hard copy of a paper document, but it allows for easier transmittal of the document by email or other electronic source and enables electronic filing.

How to Electronically Notarize Documents

You must be a commissioned Notary Public in order to electronically notarize documents. If you are not already a commissioned Notary Public, download and complete the Application for Appointment as a Notary Public (Form N-1) and send it to the Secretary of State’s Office with the required filing fee. You may include with your initial notary application the application for e-Notarization Authorization (Form N-2, see below).

Follow these steps to become an e-Notary:

  1. Select a valid technology to electronically notarize documents. The technology you choose must meet the requirements set forth in West Virginia 153 CSR 45. There are several vendors that provide this technology. The following is a list of Secretary of State approved vendors:

  2. Once you have selected a technology, fill out an e-Notarization Authorization application (Form N-2) and submit it to the Secretary of State’s Office. There is no fee to register as an e-Notary. However, you must be a commissioned Notary Public in order to be an e-Notary.

After you receive confirmation of your e-Notary status by Secretary of State, you may begin to notarize documents electronically using the technology you’ve selected.

Important Things to Remember

  • Even for e-Notarization, the person whose signature you are verifying must physically be in your presence. Phone calls, webcams, Skype, FaceTime, or other electronic methods of communication are not acceptable.

  • If you change the technology you use for e-Notarization, you must notify the Secretary of State’s Office.

  • If you violate any of the laws or rules of e-Notarization, your e-Notary registration may be conditioned, suspended, or revoked. A violation could, but does not necessarily, result in the conditioning, suspension, or revocation of your commission as a notary public.

Contact the Notary Division for further assistance regarding Notary Public commission.

If we may be of any further assistance, please don't hesitate to contact us:  304.558.8000   toll free 866.767.8683  email:   Notary@wvsos.gov