Notary vs Electronic Signature — What's the Difference?

“Do I need a notary for this?” It's one of the most common questions people ask when signing important documents. The short answer: probably not. Most documents only need a signature — not notarisation. Here's how to tell the difference.

What Does a Notary Do?

A notary public is a state-appointed official who serves as an impartial witness to the signing of a document. Their job is to:

• Verify identity— The notary checks your government-issued ID to confirm you are who you say you are.
• Confirm willingness— They ensure you're signing voluntarily and understand what you're signing.
• Witness the signature— They watch you sign in person and then add their own seal and signature.
• Deter fraud— The notary's seal adds a layer of authentication that courts recognise.

Notarisation does notvalidate the contents of a document. The notary isn't a lawyer — they're confirming identity and willingness, not reviewing the legal terms.

What Does an Electronic Signature Do?

An electronic signature (e-signature) is any electronic indication of intent to agree to a document. Under the ESIGN Act and UETA, e-signatures have the same legal validity as handwritten signatures for most documents.

An e-signature confirms that someone agreed to the terms of a document. It doesn't involve a third-party witness or identity verification beyond what the signing platform provides (timestamps, IP logs, audit trails).

When You NEED a Notary

Some documents are required by state law to be notarised. If you skip the notary on these, the document may not be legally valid:

• Real estate deeds— Property transfers almost always require notarisation.
• Powers of attorney— Granting someone legal authority to act on your behalf typically requires a notary.
• Sworn statements and affidavits— These are statements made under oath, which requires a notary to administer.
• Wills (in some states)— While not all states require notarisation, many require witnesses or notarised self-proving affidavits.
• Court filings— Some legal filings require notarised signatures.
• Certain vehicle title transfers— Depends on your state.

When an E-Signature Is Sufficient

The vast majority of everyday documents do not need a notary. An e-signature is legally sufficient for:

• Business contracts— Service agreements, vendor contracts, consulting agreements.
• Employment documents— Offer letters, employment contracts, NDAs, handbook acknowledgments.
• Lease agreements— Residential and commercial leases (in all 50 states for standard terms).
• Freelance contracts— Scope of work, independent contractor agreements, invoices.
• Sales agreements— Purchase orders, sales contracts, quotes.
• Tax forms— W-4s, Form 8879 (IRS e-file authorisation), and most state tax forms.
• Insurance documents— Applications, claims, policy acknowledgments.

For more detail, see our guide on whether electronic signatures are legally binding.

Cost Comparison

The price difference is significant, especially if you sign documents frequently:

For someone signing 10 contracts a month, that's the difference between $100–$250 in notary fees versus $0–$8/month for an e-signature tool like SignBolt.

Remote Online Notarisation (RON): The Middle Ground

Since 2020, most US states now allow Remote Online Notarisation (RON)— where you connect with a notary via video call instead of meeting in person. This is useful when you genuinely need notarisation but can't visit a notary office.

RON typically costs $25–$50 per session and takes 15–30 minutes. It's a good option for deeds, powers of attorney, and other documents that legally require notarisation. But for everyday contracts and agreements, it's overkill — a standard e-signature is faster, cheaper, and equally valid.

How to Decide: Notary or E-Signature?

Ask yourself two questions:

1. Does my state law require notarisation for this document type? If yes, get a notary (in-person or RON). If no, proceed to question 2.
2. Does the other party require notarisation? Some organisations or government agencies have their own requirements. Check before signing. If neither applies, an e-signature is sufficient.

When in doubt, consult a legal professional. But for the vast majority of business documents, employment agreements, leases, and contracts, an e-signature is all you need.

Sign Documents Online — No Notary Required

If your document doesn't require notarisation, you can sign it in under 60 seconds with SignBolt. Upload your PDF, add your signature, and download the signed document. It's free for up to 3 documents per month.

For more on e-signature law, visit our ESIGN Act explainer.