Online notarization by document
Business and corporate documents: officers signing from wherever they are
When a company document needs a notarized signature and the officer, member or partner is travelling or in another state, the signing can happen on video. The notary identifies the person; the company's paperwork shows their authority.
Starting at $40 per session, online, no travel · quote confirmed before you book · fees
Matthew Coleman, NJ Notary Public and NNA Certified Loan Signing Agent. Cranford, NJ. Fee confirmed before your session. Card charged only after it is complete. We aim to confirm within 15 minutes, 7am to 9pm.
What this document is
Business documents that come with a notary block include corporate and LLC resolutions, secretary's and incumbency certificates, operating agreement amendments, bank account resolutions, vendor and licensing applications, commercial lease documents and affidavits for contracts or insurance. Often the person signs on behalf of the company, not personally.
Whether a document should be signed by the company, by an officer or by the owners personally, and what it commits the company to, are questions for the company's attorney.
Does online notarization usually work for it?
Business documents usually suit an online session: the signers are often in different places, and many counterparties work from PDFs. When someone signs for a company, New Jersey's short-form certificate says they acknowledged the record "as (type of authority, such as officer or trustee) of (name of party on behalf of whom record was executed)." Ask the receiving party:
- Do you accept an electronically notarized document, or do you need a paper original?
- Do you need proof that the signer has authority, such as a resolution or incumbency certificate?
- Should the certificate show the signer's title and the company's exact legal name?
- If the document is going abroad, will it need an apostille?
Pitfalls to avoid
The notary doesn't verify authority. The notary identifies the individual. Whether that person may bind the company is shown by the company's own records, which the receiving party may ask for.
Exact names and titles. Use the company's full legal name and the signer's actual title, and check that the signature block matches both before the session.
Electronic signature platforms. A document signed through an e-signature service is not notarized. Upload the unsigned PDF for the session instead of a completed e-signature envelope.
Corporate seals. A corporate seal is the company's, not the notary's. If a counterparty wants one embossed, ask whether an electronic document will do.
Several officers. Each signer needs an ID check. They can join one session from different locations, which is often faster than collecting signatures in sequence.
Readiness checklist
- A valid, unexpired government-issued photo ID for each signer. We ask for a current ID for online sessions; if yours has expired, call the desk before you book.
- A computer, tablet or phone with a working camera and microphone.
- A stable internet connection, somewhere quiet enough to hear and be heard.
- The complete document as a PDF, with every page and no blanks, not yet signed.
- A yes from the receiving party that it accepts an electronic notarization.
- Your location: anywhere in the United States is fine. Outside the U.S., the document has to meet New Jersey's conditions (see below).
- The company's exact legal name and each signer's title.
- Any resolution or incumbency certificate the receiving party asked for.
Signing from outside the U.S.? New Jersey requires that the record be filed with or relate to a matter before a public official, court, governmental entity or other entity subject to U.S. jurisdiction, or involve property in the U.S. or a transaction substantially connected with the U.S.; and that signing it is not prohibited by the country you are in. See signing from outside the U.S.
How the session works
- Book with the details. Tell the desk how many signers there are and whether they sign for a company.
- Upload. Upload the final, unsigned document, plus any attachments.
- Identity steps. Each signer completes the ID check before joining.
- Sign in capacity. Each signer signs on screen. The notary completes the certificate, in representative capacity where it applies, and notes communication technology.
- Distribute. Download the notarized PDF and send it to the bank, agency or counterparty.
Your notary is a commissioned New Jersey notary working from New Jersey. The video session is recorded and the recording is kept for at least 10 years, as New Jersey requires.
What it costs
Remote online notarization starts at $40 per session, online, no travel. Your price depends on the number of signers and documents, and the desk confirms it before anything is booked. State notarial fees are listed on the fees page.
Related pages
- Business notary accounts
- Business notary retainer
- Corporate resolution and secretary's certificate
- U.S. business documents from abroad
- Apostille after an online notarization
- Remote online notarization
More online notarization by document and signer
- Power of attorney
- Affidavits and sworn statements
- Real estate documents
- Vehicle title and DMV forms
- Medical and school consent forms
- Seniors and their families
Official sources
- N.J.S.A. 52:7-10.1 and 52:7-10.12 (representative capacity and short-form certificate), P.L.2021, c.179, sections 2 and 21. New Jersey Legislature (checked November 6, 2026)
- N.J.S.A. 52:7-10.10 (remote notarial acts), enacted by P.L.2021, c.179, section 19. New Jersey Legislature (checked November 6, 2026)
- N.J.A.C. 17:50-1.13 and 17:50-1.14 (identity documents, remote notarial acts), as published on nj.gov (PRN 2021-103, 53 N.J.R. 1809(a)). NJ Department of the Treasury (checked November 6, 2026)
General information, not legal advice. We notarize; we don't draft or explain documents. Questions about what a document says or which one you need are for your attorney. The office that receives the document decides what it accepts. Updated November 6, 2026.
FAQ
Business and corporate documents: common questions
Can officers in different states sign in one session?
Yes. Each signer joins from their own device and completes an ID check. The notary is in New Jersey.
Does the notary confirm I am authorized to sign for the company?
No. The notary identifies you. Your authority comes from the company's records, which the receiving party may ask to see.
Do you prepare corporate resolutions?
No. We notarize; we don't draft or explain documents. The company's attorney prepares them.
Our company needs notarizations every month. Is there an account?
Yes. See the business notary and retainer pages for standing arrangements.
Can a business document be apostilled after an online notarization?
It depends on the document and destination. Read the apostille page before you choose the type of notarization.