Proof

Will My Document Be Accepted? – Proof Help Center

Proof provides legally valid, high-security digital notarizations primarily for U.S. documents, but acceptance depends on the recipient organization's policies, so users should confirm acceptance beforehand, understand geographic limitations (especially for foreign use requiring apostilles), and be prepared to explain the security and verification features of Proof's electronic notarization to recipients.

⚠️ The short answer: It depends on the organization receiving it. While Proof provides a legally valid, high-security digital notarization, the "Receiving Party" (the bank, court, or agency you're sending it to) always has the final say in whether they accept electronic signatures.

Three Steps to Get Your Document Accepted

1. Check Before You Sign

Before you even start your meeting on Proof, ask the intended recipient this specific question:

"Will you accept a document that has been electronically signed and notarized online?"

Because every organization has its own internal compliance rules, they have the discretion to accept or reject documents based on their own policies, even if online notarization is legal in their state.

2. Know the Geography

  • Inside the U.S.: Proof is built to notarize documents for use within the United States. Almost all states have laws in place to recognize out-of-state electronic notarizations.
  • Outside the U.S.: If your document is intended for use in another country or a foreign embassy (even one located in the U.S.), Proof is generally not the right tool. These documents usually require an apostille (a physical government certification), which most states cannot yet issue for electronic documents.

Pro tip: If your document needs an apostille or is going to a foreign embassy, consult an attorney before proceeding.

3. Help the Recipient Understand

Sometimes, a recipient might reject a document simply because they haven't seen an electronic seal before. If they have questions, you can share these "Proof" points with them:

  • Security: Every document includes a tamper-evident digital seal.
  • Validation: Anyone can verify the authenticity of a Proof notarization through the Verification Portal.
  • Audit Trail: Every transaction includes a comprehensive audit trail, providing greater security than a traditional paper-and-ink stamp.

Summary Checklist

  • Ask the recipient if they accept "Remote Online Notarization" (RON).
  • Make sure you have an acceptable form of ID.
  • Confirm the destination is for use within the U.S. (not an embassy or foreign country).

Still unsure? We recommend checking with your attorney or legal advisor before proceeding. Notaries also have the final discretion to decline a notarization if they believe it does not meet legal requirements.

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