Will My Document Be Accepted?

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

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.

• 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 that authenticates the document for international use. Most U.S. states cannot yet issue apostilles for electronically notarized documents. See the apostille section below for more detail.

What Is an Apostille — and Why Can't Proof Provide One?

An apostille is a government-issued certification that makes a notarized document legally recognized in countries that participate in the Hague Apostille Convention. It's separate from notarization: a government authority (usually the Secretary of State's office) issues the apostille after notarization — not the notary or the notarization platform.

Proof handles notarization only. We can't issue, request, or attach an apostille to your document. Once notarized, you'll need to get an apostille from the appropriate government authority separately — and here's the catch: most U.S. states haven't yet authorized apostilles for electronically notarized documents. That means the notarized document you receive from Proof may not be eligible for an apostille in your state, even though the notarization itself is valid.

If Your Document Needs an Apostille

If an apostille is required, here's what to do:

1. Check with the receiving organization or embassy to confirm exactly what they require. Some accept a traditionally notarized document without an apostille, or offer alternative acceptance paths.
2. Contact your state's Secretary of State office to ask whether they issue apostilles for electronically notarized documents. Rules vary by state and are evolving.
3. If your state doesn't support apostilles for electronic notarizations, you may need a traditional (in-person, ink-and-paper) notarization before obtaining the apostille.
4. Consult an attorney if you're unsure which path applies to your document or destination country.

Countries that participate in the Hague Apostille Convention accept apostilles as sufficient authentication — no further embassy legalization is required. For countries that don't participate, a different process called legalization (or consular legalization) may apply. An attorney or the relevant embassy can advise on the correct process for your destination.

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 our Verification Portal.
• Audit Trail: Every transaction includes a comprehensive audit trail, providing greater security than a traditional paper-and-ink stamp. Learn more about Audit Trails.