Remote Notarisation vs Electronic Notarisation: What's the Difference?
- S Najam
- 5 days ago
- 4 min read
Updated for 2026
The terms remote notarisation and electronic notarisation are often used interchangeably. Although they are closely related, they do not mean the same thing.
Understanding the difference is important if you are preparing documents for use overseas. Some countries accept electronically notarised documents, whilst others continue to require traditional paper documents bearing an original notarial seal. Likewise, some documents may be suitable for remote notarisation, whereas others may require a face-to-face appointment.
At Staple Inn Notaries, we regularly advise private individuals, businesses and international organisations on the most appropriate method of notarisation for their documents. This guide explains the difference between remote notarisation and electronic notarisation, how each process works, and when they may be appropriate.
What Is Remote Notarisation?
Remote notarisation refers to the way the appointment takes place.
Instead of attending the notary's office in person, the client appears before the notary using a secure video conferencing platform.
During the appointment, the notary carries out the same professional checks that would ordinarily take place during a face-to-face meeting. These include verifying the client's identity, confirming their understanding of the document, assessing their willingness to sign, and ensuring that all professional requirements are satisfied.
In other words, remote notarisation describes how the client appears before the notary, not the format of the final document.
What Is Electronic Notarisation?
Electronic notarisation refers to the form of the notarised document itself.
Instead of producing a traditional paper document bearing a handwritten signature and embossed notarial seal, the notary prepares an electronic notarial certificate using approved digital technology.
Depending on the circumstances, this may include:
an electronically signed document;
an electronic notarial certificate;
a secure digital seal;
digital authentication technology; and
where appropriate, an electronic Apostille.
The final product is an electronic document designed for digital transmission and international use where accepted by the receiving authority.
They Are Related—But They Are Not the Same
One of the most common misunderstandings is assuming that remote notarisation and electronic notarisation always occur together.
They often do—but not always.
For example:
A client may attend an appointment remotely and receive an electronically notarised document.
A client may attend the notary's office in person and still receive an electronically notarised document where appropriate.
In some cases, a client may attend remotely, but the receiving authority may require a traditional paper notarised document instead.
The appropriate approach depends upon the document, the receiving jurisdiction and the applicable legal requirements.
Why Does the Difference Matter?
The distinction matters because the authority receiving your document ultimately determines what it will accept.
Some countries have fully embraced electronic notarisation and electronic Apostilles.
Others continue to insist upon:
original paper documents;
handwritten signatures;
traditional notarial seals; and
paper Apostilles.
Proceeding with the wrong format may result in delays, additional expense or rejection of the document.
For this reason, it is important to establish the receiving authority's requirements before your document is notarised.
Which Documents May Be Suitable?
Subject to individual assessment, documents that may be suitable for remote and/or electronic notarisation include:
Powers of Attorney;
company documents;
Certificates of Incorporation;
Certificates of Good Standing;
commercial agreements;
certified copies of passports;
certified copies of academic certificates;
identity documents;
overseas property documentation;
business resolutions; and
various electronic documents intended for international use.
Every matter is reviewed individually before confirming whether remote or electronic notarisation is appropriate.
Are There Documents That Still Require a Personal Appointment?
Yes.
Certain documents continue to require personal attendance because of legal or regulatory requirements.
Examples may include:
affidavits;
statutory declarations;
oaths; and
documents where personal appearance before the notary is legally required.
If your document falls into this category, we will explain the reasons and arrange a convenient face-to-face appointment.
Is Electronic Notarisation Accepted Everywhere?
No.
Acceptance varies considerably between jurisdictions.
Some overseas authorities readily accept electronically notarised documents and electronic Apostilles.
Others continue to require traditional paper documents bearing an original notarial seal.
Because international practice continues to evolve, each matter should be considered individually before proceeding.
How We Can Help
At Staple Inn Notaries, we advise clients on:
whether their document is suitable for remote notarisation;
whether electronic notarisation is appropriate;
whether a paper document is required instead;
Apostille requirements;
embassy legalisation; and
the most efficient way of preparing documents for international use.
Our objective is to ensure that your documents comply with both the professional requirements applicable in England and Wales and the requirements of the country in which they will be used.
Book an Online Notary Appointment
If you believe your document may be suitable for remote notarisation, you can book an online consultation using our secure appointment calendar.
Before your appointment, we will review your documents and confirm whether remote notarisation is appropriate for your particular circumstances.
Book your appointment here:
If a face-to-face appointment is required, we will advise you before the appointment takes place.
Frequently Asked Questions
Is remote notarisation the same as electronic notarisation?
No. Remote notarisation describes how the appointment takes place, while electronic notarisation describes the format of the notarised document.
Can I receive an electronic notarised document after attending in person?
Yes. Depending on the document and the receiving authority's requirements, electronic notarisation may still be appropriate following a face-to-face appointment.
Will every country accept electronic notarisation?
No. Acceptance varies between jurisdictions. It is important to confirm the receiving authority's requirements before your document is prepared.
Can every document be notarised remotely?
No. Suitability depends on the nature of the document, the applicable professional requirements and the country in which it will be used.
Do electronically notarised documents require an Apostille?
Many documents intended for international use also require an Apostille. Whether a paper or electronic Apostille is appropriate depends on the requirements of the receiving jurisdiction.
About Staple Inn Notaries
Staple Inn Notaries is a Central London notarial practice providing professional notarial services to individuals, businesses and international organisations. We advise on notarisation, electronic notarisation, remote notarisation, Apostilles, embassy legalisation and cross-border legal documentation. Our practice combines traditional notarial standards with modern technology to provide efficient, secure and professional services to clients throughout England and Wales and internationally.
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