Notarization vs Apostille vs Medallion Signature - What's the Difference?

If you’ve ever had to sign important documents for legal, financial, or international matters, you may have come across terms like notarization, apostille, or medallion signatures. They sound official—and they are—but what exactly do they mean? How do you know which one you need?

At Blue Ink Notary, we help people across Reading, Pennsylvania and Berks County navigate these services every day. In this guide, we’ll break down the key differences between notarizations, apostilles, and medallion signatures in plain English. You’ll walk away understanding:

• What each of these terms means

• Why they matter

• When you might need one

• How to get the service you need—quickly and correctly

  
  

Let’s take a closer look.

What Is a Notarization?

Notarization is the process of having a notary public verify your identity and witness your signature on a document. It’s a safeguard to prevent fraud and ensure that all parties involved are signing willingly and knowingly.

The Purpose of a Notarization

Notarization adds a layer of trust and legal weight to a document. They are required in a wide range of situations, from real estate closings and estate planning documents to powers of attorney and business contracts.

What a Notary Public Does

• Verifies your identity (usually with a valid government-issued ID)

• Ensures you’re signing the document voluntarily and taking an oath, if required

• Witnesses your signature

• Applies their notary stamp and signs the document

  
  

Common Types of Documents That Require Notarization

• Wills and living trusts

• Real estate deeds

• Loan documents

• I-9 employment verification forms

• Affidavits

• Medical authorization forms

Example: 

You're selling a car and need to transfer the title to the new owner. In Pennsylvania, the title transfer requires notarization to validate the transaction.

At Blue Ink Notary, we offer mobile notary services throughout Reading and Berks County, meaning we come to you—your home, office, or even a local coffee shop—to get your documents signed and notarized conveniently. We also offer online notary services worldwide via our secure platform.

What Is an Apostille?

An apostille is a form of international certification that validates the authenticity of a notarized or other vital document so it can be recognized in another country. It’s used when documents need to cross borders and be accepted by foreign governments, companies, entities or courts.

The Purpose of an Apostille

An apostille proves to international recipients that the document it is attached to is legitimate and was issued by a recognized public authority in the United States. It’s often required for:

• International adoptions

• Dual citizenship applications

• Foreign business transactions

• Marriage abroad

• Educational records sent overseas

  
  

How It Works

1. A notary first notarizes your document or a copy of a vital or federal record is requested by you from the issuing authority.

2. The document is submitted to the Pennsylvania Department of State (or appropriate Secretary of State if issued elsewhere) for the apostille certification.

3. The apostille is attached, making the document legally acceptable in any of the 100+ countries that are members of the Hague Apostille Convention (extra steps are required if the destination country is a non-Hague country).

Example:

You’re moving to Spain and need to register your marriage certificate and college diploma with the Spanish government. Each of these documents needs an apostille to be accepted by Spanish authorities.

At Blue Ink Notary, we handle the entire apostille process for clients across Pennsylvania and nationwide. We ensure your documents are properly notarized, submitted to the correct state or federal agency with the correct paperwork, fees are paid and returned to you in a timely fashion.

What Is a Medallion Signature Guarantee?

Unlike a notarization or an apostille, a medallion signature guarantee is used in the financial industry to authorize the transfer of securities like stocks and bonds.

The Purpose of a Medallion Signature Guarantee

This special certification protects against fraud in the transfer of high-value financial assets. It confirms that the person signing is authorized to transfer ownership and that the financial institution guarantees the authenticity of the signature.

Only certain financial institutions—such as banks, credit unions, and brokerage firms—can issue medallion guarantees. A notary public cannot provide this service.

Common Scenarios for Medallion Signature Guarantees

• Transferring stock or bond ownership

• Changing names on investment accounts after a marriage or death

• Gifting securities to family members

• Rolling over retirement accounts

Example:

After the death of a loved one, you are named the beneficiary of their stock portfolio. To transfer the assets to your name, the brokerage firm requires a medallion signature guarantee to process the request securely.

Although Blue Ink Notary doesn’t provide medallion signature guarantees, we can help guide clients through the process and help them identify where to obtain one locally—especially in Berks County where not every bank offers this service.

Key Differences: At a Glance

Service	Purpose	Where It’s Used	Who Provides It
Notarization	Confirms identity and voluntary signature	Real estate, legal documents, personal forms	Notary Public (like Blue Ink Notary)
Apostille	Certifies a notarized document for use in another country	International legal, business, or personal use	Secretary of State (via notary first)
Medallion Signature	Verifies identity for transfer of financial securities	Financial institutions, stock transfers	Bank or financial institution only

Which One Do You Need?

Here’s a quick guide to help you figure it out:

• If you’re signing a will, power of attorney, or loan paperwork: You'll need a notarization.

• If you’re sending documents overseas for a visa, adoption, or dual citizenship: You likely need an apostille.

• If you’re transferring stocks, bonds, or investment accounts: You could need a medallion signature guarantee.

  
  

Still unsure? Give us a call at Blue Ink Notary—we’ll point you in the right direction.

Why It Matters to Get It Right

These certifications aren’t just red tape—they serve real purposes:

• Preventing fraud

• Ensuring compliance with laws (domestic and international)

• Protecting your identity and financial security

• Giving your documents the legal recognition they need

  
  

Making the wrong move—like mailing an international document without an apostille, or showing up to a stock transfer appointment with only a notarization—can cause frustrating delays and rejections.

That’s why working with an experienced service like Blue Ink Notary can save you time, money, and headaches.

Your Local Partner in Notary & Apostille Services – Blue Ink Notary

Based right here in Reading, Pennsylvania, we proudly serve residents and businesses throughout Berks County and the surrounding areas with:

✅ Mobile Notary Services – We come to your home, office, hospital, or favorite coffee shop

✅ Online Notary Services – For fast and secure notarization from anywhere

✅ Apostille Services in Pennsylvania and Nationwide – End-to-end processing

We understand the paperwork. We speak the language. And we help you get it done quickly, correctly, and with peace of mind.

Wrapping It All Up

Knowing the difference between notarizations, apostilles, and medallion signatures helps you avoid costly delays and ensures your important documents are accepted—whether across town or across the globe.

Need help figuring out what service you need? Blue Ink Notary is here to help. We’ve guided countless clients in Reading and Berks County through the notary and apostille process, and we’re just a phone call away.

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Blue Ink Notary, based in Greater Reading and serving Berks County as well as Lancaster, Montgomery, Chester, Lehigh, Schuylkill and Lebanon counties, has assisted numerous Pennsylvania residents and businesses with their document needs since 2019. I am generally available Monday through Friday from 9am to 5pm but am also available for emergency, early morning, evening & weekend appointments to help you with your documents, so contact me any time with questions. 

To discuss your notary needs:

📲 Call or text 484-509-1405 

📩 Email brian@blueinknotarypa.com

🖥️ Visit online at blueinknotarypa.com and message us in our chat box in the lower right corner of your screen or visit the Contact Us page

🗓️ Book you appointment online Here