Washington's Notarization Rule Change Takes Effect January 1, 2027: What Seattle Homeowners Should Know

Washington House Bill 2158 takes effect on January 1, 2027. The law creates a process for a qualified Washington remote notary to notarize certain paper documents when the signer and notary are in different locations.

The process is sometimes called remote ink notarization.

The signer still signs the paper document with ink. The signer also signs a required declaration on camera, mails the original documents to the notary within three days, and the notary completes the notarial certificate using the date of the recorded signing.

This change may affect Seattle and Eastside homeowners handling:

• Deeds

• Refinance documents

• Powers of attorney

• Trust documents

• Healthcare documents

• Estate documents

• Other records requiring notarization

The new process does not automatically apply to every document. Title companies, lenders, escrow companies, attorneys, and government offices may impose additional requirements.

For the official bill history and effective date, see the Washington Legislature’s HB 2158 bill summary.

What changes on January 1, 2027

Before HB 2158 takes effect, Washington’s remote notarization rules generally focus on electronic records. HB 2158 adds a process for certain tangible records, meaning physical paper documents.

Starting January 1, 2027, a qualified remote notary may be able to:

• Meet with the signer through real-time audio and video technology.

• Watch the signer sign a paper document.

• Watch the signer sign the required declaration.

• Create and retain an audiovisual recording of the signing.

• Receive the signed paper document and declaration by mail or delivery.

• Complete the notarial certificate after receiving the original documents.

• Use the date of the recorded signing as the date of the notarial act.

The paper document does not have to be physically with the notary during the video session for this process. The signer holds and signs the original paper document at the signer’s location.

The signer must then send the signed document and declaration to the notary within the required period.

What does not change

HB 2158 does not make every real estate or estate document eligible for remote paper notarization.

Many documents will still be signed in person with wet ink. This commonly includes:

• Deeds

• Deeds of trust

• Purchase closing packages

• Refinance packages

• Documents that must be recorded

• Loan documents subject to lender instructions

• Documents requiring review by a title or escrow company

• Documents where an attorney requires an in-person signing

A lender, title company, escrow company, or attorney may reject a remote paper notarization even if the process is legally available.

Before scheduling a remote session, confirm the requirements with the party receiving the document. A Washington notary can perform the notarial act but cannot change the requirements of a lender, title company, recorder, court, or attorney.

For real estate transactions, confirm the process with the title or escrow company before signing anything.

How the new remote-paper process works

The process has several required steps.

1. Confirm that the document is eligible

Ask the receiving party whether remote paper notarization is accepted.

Confirm:

• The document may be signed through a remote session.

• The receiving party accepts a certificate completed after the original document is mailed.

• The receiving party accepts the statutory declaration.

• The original document must be received by a specific closing or filing deadline.

• Any lender or title company instructions allow this method.

Do not assume that a document is eligible based only on the fact that it requires a notary.

2. Use a properly authorized remote notary

The notary must be authorized to perform the applicable remote and electronic notarial acts under Washington law.

Ask the notary whether the service includes the required remote process for tangible paper records. A standard in-person notary appointment and a remote paper notarization are not the same service.

3. Prepare the paper document

The signer must have the correct original document available before the video session.

Do not sign the document before the appointment unless the notary or receiving party specifically instructs you to do so.

Have the following available:

• The complete paper document

• The required declaration

• Current identification

• A pen

• A reliable internet connection

• A camera that allows the notary to see the signer and the signing activity

The document must be identified during the audiovisual session.

4. Sign the paper document on camera

During the recorded session, the signer appears before the notary through communication technology.

The signer:

• Confirms identity

• Confirms the document being signed

• Signs the paper document with ink

• Follows the notary’s instructions

• Signs the required declaration

The declaration confirms, under penalty of perjury, that the paper document sent to the notary is the same document signed during the recorded session.

5. Send the originals within three days

The signer must send the following to the notary:

• The signed tangible record

• The signed declaration

The documents must be sent no later than three days after the notarial act is performed.

Plan the mailing before the video appointment. Use a delivery method that provides tracking when the document is connected to a closing, recording, or filing deadline.

The three-day rule concerns sending the documents. The receiving party may require that the notary actually receive the original documents sooner.

6. The notary completes the certificate

The notary completes the notarial certificate after receiving the signed paper document and declaration.

The certificate states, in substance, that the notary witnessed the signer sign the tangible record and declaration through communication technology on a specified date.

The certificate date is tied to the date of the recorded signing. It is not simply dated on the day the paper document arrives at the notary.

7. The notary retains the recording

The notary must create and retain an audiovisual recording of the remote notarial act.

Washington’s remote-notarial rules require the recording to be secured against unauthorized access and retained for at least 10 years.

The recording is part of the notary’s compliance records. It is not a replacement for the signed original paper document.

What this means for a Seattle closing timeline

Remote paper notarization may change the location of the signing, but it does not remove the document-delivery step.

A basic timeline may look like this:

• Day 0: Signer and notary complete the recorded video session.

• Day 0: Signer signs the paper document and required declaration.

• By Day 3: Signer sends the originals to the notary.

• After receipt: Notary completes the certificate using the Day 0 signing date.

• After completion: Original notarized documents are delivered to the title company, escrow company, attorney, lender, or other receiving party.

This can add mailing time to a transaction. It may not be suitable for a closing scheduled immediately after the signing session.

Before selecting this method, ask:

• When must the title or escrow company receive the completed original?

• Does the lender allow remote paper notarization?

• Does the county recorder accept the resulting document?

• Is the document required to be notarized before funding?

• Who is responsible for mailing the original?

• What happens if the document arrives after the deadline?

• Does the notary need to send the completed document to another office?

For a Seattle or Eastside closing, contact the title company or attorney before booking the appointment. Document-specific instructions control.

Fees and travel charges

Washington law sets maximum fees for notarial acts. Under WAC 308-30-220:

• The maximum fee for an in-person notarial act is $15 per act.

• The maximum fee for a remote notarial act is $25.

• A notary may charge a separate travel fee if the fee is agreed upon before travel.

• The travel fee must be explained as separate from the statutory notarial fee and not required by law.

The $15 limit applies to the notarial act. It does not automatically represent the total cost of a mobile appointment.

Rain City Notary’s general mobile notary service is listed as:

• $100 flat fee

• Up to four stamps

• Up to two signers at the same location

• Travel, printing, and convenience included

See the mobile notary service page for current appointment details.

Real estate purchase, sale, and refinance signings may have separate package pricing and document requirements. Rain City Notary lists real estate services through its purchase or sale page and refinance page.

For any mobile appointment, confirm the total fee and travel terms before the notary travels.

When to use an in-person notary instead

An in-person appointment may be the correct choice when:

• The title company requires wet-ink signing in front of the notary.

• The lender does not approve remote paper notarization.

• The document must be delivered immediately.

• The document must be recorded shortly after signing.

• Several people must sign at different locations.

• The signer does not have reliable video or internet access.

• The receiving party has not confirmed acceptance of the remote process.

Rain City Notary provides mobile notary service throughout the Seattle Metro area and Eastside. You can review available services or book an appointment.

Key points for Seattle homeowners

• HB 2158 takes effect January 1, 2027.

• The law creates a remote process for certain paper documents.

• The signer signs the paper document and required declaration on camera.

• The notary creates and retains an audiovisual recording.

• The signer must send the signed originals to the notary within three days.

• The notary completes the certificate after receiving the originals.

• The certificate uses the date of the recorded signing.

• Deeds and many loan packages may still require in-person wet-ink signing.

• Title companies, lenders, escrow companies, and attorneys determine whether the process is acceptable for a specific transaction.

• Washington’s maximum in-person notarial fee is $15 per act.

• Travel fees must be agreed upon before travel.

• Rain City Notary lists a $100 flat mobile fee for up to four stamps at one location, with travel included.

If you have a document and are not sure whether the new process applies, send us the basic details and we can discuss the logistics. For document-specific legal or closing requirements, check with your title company or attorney first.