Paper Remote Online Notarization Is Coming to Washington: 5 Things You Should Know Before January 1, 2027
What changes on January 1, 2027?
Washington’s paper remote online notarization law takes effect on January 1, 2027.
The change expands Washington’s existing remote notarization rules. It will allow an appropriately endorsed Washington notary to notarize certain paper documents through an audio-video session.
This means you may be able to meet with a remote online notary in Washington while you are in another location, sign a paper document during the session, and send the signed document to the notary afterward.
The change is based on Substitute House Bill 2158. It does not replace current electronic notarization or in-person notarization. It adds another option.
Here are five things you should know before the new rules take effect.
1. What does the new law allow?
Washington already permits remote online notarization for electronic records. The January 1, 2027 change expands that process to include tangible records, such as paper documents.
The law allows remote notarization of a paper record in two main situations:
- The paper record is physically with the notary. The signer views and identifies the record through the video session.
- The paper record is with the signer. The signer signs the paper during the recorded remote session and then sends it to the notary.
The law also authorizes remote oaths and affirmations in certain circumstances.
The notary must follow Washington requirements for identity verification, communication technology, certificates, journals, and recordings. The notary must also be physically located in Washington while performing the notarial act.
The notary must hold both:
- An electronic records notary public endorsement
- A remote notarial acts endorsement
You can review current Washington notary requirements through the Washington Department of Licensing laws and rules page and Chapter 308-30 WAC.
2. How does paper remote notarization work?
The process is different from a standard electronic notarization.
If the paper document is not physically with the notary, you must complete the required steps during the remote session.
During the session
You will:
- Connect with the notary through approved audio-video technology.
- Complete the identity verification process.
- Show and discuss the paper document as directed by the notary.
- Sign the paper document during the recorded session.
- Sign a declaration confirming that the paper record you send is the same record signed during the session.
The notary must record you signing the document and the declaration.
After the session
You must send the signed paper document and declaration to the notary within three days after the remote notarial act.
After receiving the documents, the notary confirms the record and completes the paper notarial certificate. The certificate must state that the notary witnessed you sign the paper record and declaration through communication technology.
The notarial act is effective on the date you signed the declaration, as long as the required process is completed.
Do not sign the document before the session unless the notary gives you different instructions for your specific document. The timing and order of the signatures matter.
For a practical overview of this process, read our guide on how to notarize paper documents remotely and mail them back.
3. Who benefits from paper remote online notarization?
Paper remote online notarization can help people who need a physical document but cannot easily meet a notary in person.
It may be useful for:
- People who live far from a notary
- Washington residents who are traveling or temporarily away from home
- People with mobility or transportation limitations
- Real estate clients handling time-sensitive paperwork
- Small business owners signing company documents
- Attorneys and clients working in different locations
- Families managing estate or personal documents
- Rural communities with fewer local notary options
- Businesses coordinating signatures across multiple locations
The new process can reduce travel and scheduling problems. You still need access to the required technology, a valid form of identification, and a way to send the original paper document to the notary.
Paper remote notarization may not be the right choice for every document. A receiving organization, court, lender, title company, government office, or other third party may have its own requirements. Confirm that the recipient will accept a document completed through paper remote notarization.
You may also choose another notarization method:
- Electronic notarization for documents that can remain digital
- In-person notarization at an agreed location
- Mobile notary service when you need a notary to travel to you
- Remote online notarization when the document and receiving party meet the applicable requirements
Sign Direct Notary provides remote online, electronic, and in-person mobile notary services throughout Washington State.
4. How should you prepare?
Preparing your document and technology in advance can help avoid delays.
Prepare your identification
Have an acceptable government-issued identification document available. The remote notary will explain the identity verification requirements before or during the session.
The remote process may include credential analysis and knowledge-based authentication if the notary does not personally know you and no qualifying credible witness is used.
Prepare your document
Review the document before your appointment. Confirm:
- The document is complete
- Required names are spelled correctly
- The notarial certificate is included or can be added
- You know where to sign
- You have not signed in the wrong place
- The recipient accepts paper remote notarization
Do not ask the notary to explain the legal meaning of the document or choose the right form for you. A notary can perform the notarial act but generally cannot provide legal advice or prepare a legal document.
Prepare your equipment
Use a device with:
- A working camera
- A working microphone
- Reliable internet access
- A private location
- Enough lighting to show your face and document clearly
Keep a pen, the paper document, and any required declaration nearby.
Plan for delivery
You must send the signed paper document and declaration to the notary within the required three-day period. Plan for mailing or delivery before your session.
Remote notarization also involves required audio-video recording retention. Washington rules require these recordings to be retained for at least ten years. Read our explanation of Washington’s 10-year video storage rule.
5. How do you book a remote online notary in Washington?
Start by identifying the type of document you need notarized and the method accepted by the receiving party.
Then provide the notary with basic information about:
- The document type
- The number of signers
- The number of signatures or notarizations
- Your location
- Whether you need a paper or electronic notarization
- Any deadline for completing and returning the document
The notary can then help confirm whether remote online notarization, paper remote notarization, electronic notarization, or mobile service is the best fit.
Before January 1, 2027, ask whether your paper document can be handled under an existing notarization method. The new paper remote process becomes available when the law takes effect and when the notary has the required endorsements and procedures in place.
Sign Direct Notary serves clients throughout Washington State. We offer:
- Remote online notary services
- Electronic notary services
- In-person mobile notary services
- Loan signing services
Book your Washington notary session
January 1, 2027 is the key date for paper remote online notarization in Washington.
If you need a document notarized, do not wait until the last step to confirm the correct method. Check the recipient’s requirements and contact a qualified notary with your document details.
Send Sign Direct Notary a message to discuss your remote online, electronic, or in-person notary needs.
You can also email hello@signdirectnotary.com.