How to Fax Notarized Documents — Easy Step-by-Step Guide
A notarized document carries the notary's signature, seal, and commission expiration date, and the receiving office expects all three to be readable on the copy that arrives. County recorders, title companies, and out-of-state probate clerks still take notarized affidavits and acknowledgments by fax, and they want the submission logged. Send FAX Mail lets you send a notarized signature page from your phone or laptop and keeps a timestamped confirmation you can attach to your file, so if the clerk asks when you sent it, you have an answer.
How to Fax a Notarized Documents
- 1Gather all required documents and complete all forms fully — incomplete submissions are commonly rejected
- 2Scan or photograph the completed documents as a clear, legible PDF
- 3Find the recipient's official fax number from their website or by calling to confirm
- 4Log in to Send FAX Mail at sendfaxmail.com or use the mobile app
- 5Upload your document, enter the fax number, and include a brief cover note
- 6Send and save the delivery confirmation email as proof of submission
Document Format
Ensure all text is legible in black and white — fax transmits in grayscale. Signatures must be clearly visible. Include your name and contact information on the cover sheet. For multi-page documents, number each page and include identifying information in the header.
Legal Considerations
Many personal documents contain sensitive personally identifiable information including dates of birth, Social Security numbers, and addresses. Verify the recipient's fax number carefully before transmitting to prevent misdirected PHI or PII. Some official documents may require original signatures or certified copies — faxed copies may not be accepted in all circumstances.
Industries That Fax This Document
Faxing a Notarized Documents — FAQ
They can, but raised embossed seals often disappear in grayscale because they have no ink. Scan the page at high contrast and check that the notary's printed stamp, commission number, and expiration date are all legible before you send. If your notary used an embossed seal alone, ask the receiving office whether they accept the faxed copy or need the original by mail.
That depends on the receiving party and the type of document. Some offices accept a faxed notarized copy for processing, while county recorders and many courts still require the wet-ink original for the permanent record. Confirm the requirement before you rely on the fax as your only submission.
Send FAX Mail emails you a delivery confirmation with the exact time the recipient's line accepted the document. Save that confirmation alongside your copy of the affidavit. It shows the submission moment if anyone later questions whether you met the cutoff.
Yes. Photograph or upload the signed and stamped page in the iOS or Android app, enter the recipient's fax number, and send. The confirmation lands in your inbox right after the transmission completes.
A one-off notarized submission is small enough to send on the 7-day free trial before paying anything — no card needed to start. If you regularly send affidavits or acknowledgments, the Starter plan is $12.99/month for 600 pages, and a heavy month means moving up to a larger plan rather than per-page charges.
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