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What Is Remote Online Notarization (RON)?

Remote Online Notarization allows a commissioned notary to authenticate signatures using secure, real-time audio-video technology. Instead of meeting in person, you join a compliant platform, verify your identity, and electronically sign while the notary completes the notarial act and attaches an electronic seal and digital certificate. Many states authorize RON for one or more notarial acts, though specific requirements and accepted documents vary by state and by recipient (NASS overview).

Where Is Online Notarization Accepted?

RON is authorized in most U.S. states, but the scope, conditions, and accepted document types differ by jurisdiction. Some states permit their notaries to notarize for signers located anywhere, subject to platform and retention rules, while others impose additional requirements. Acceptance by the receiving party (for example, a county recorder, lender, or agency) can also vary. As one example of interstate recognition, California generally accepts acknowledgments taken in another state if performed in accordance with that state’s law (Cal. Civ. Code §1189). Always confirm with the requesting institution that a remotely notarized document is acceptable for your specific purpose.

How a Typical Online Notary Session Works

1) Schedule or on-demand: Choose a time or start an on-demand session on a compliant platform. 2) Identity verification: Complete multi-factor ID checks, which commonly include credential analysis of a government ID and dynamic knowledge-based authentication (KBA) or another method aligned with digital identity standards (NIST SP 800-63A; see also state examples like Fla. Stat. ch. 117 and Tex. Gov’t Code ch. 406). 3) Live audio-video: Meet the notary, confirm willingness and awareness, and review the document. 4) Electronic signing and notarization: You e-sign; the notary applies an e-seal and digital certificate. 5) Tamper-evident record: You receive a finalized PDF with a tamper-evident seal and audit trail; the platform and/or notary maintain an audio-video recording and electronic journal as required by applicable state law (NASS; Florida; Texas).

What You Need Before You Start

• A valid, unexpired government-issued photo ID.
• A computer or mobile device with a camera, microphone, and stable internet.
• A quiet, well-lit space for clear audio-video.
• Your document in PDF or another supported format. Do not sign until instructed by the notary.
• Any instructions from the receiving institution (format, signatures required, witnesses).

Documents Commonly Notarized Online

Affidavits, acknowledgments, certain powers of attorney, agreements, and business forms are frequently notarized online. Some document types, such as certain real estate recordings, estate planning instruments, or vital record applications, may have special rules or may not be eligible in some jurisdictions. Verify eligibility with the destination office or party in advance.

Interstate Recognition and Choice of Law

As a general rule, a notarization performed by a notary who is properly commissioned and acting in compliance with the law of the commissioning state is typically recognized by other states, an approach reflected in the Revised Uniform Law on Notarial Acts (RULONA) provisions on recognition of notarial acts performed in another state (ULC RULONA). However, receiving parties may impose their own acceptance standards, and federal or state program rules can differ. Confirm in advance with the recipient to avoid delays (see also NASS).

Security, Privacy, and Recordkeeping

Reputable RON platforms use encryption, tamper-evident digital seals, and multi-factor identity proofing. State rules commonly require retention of an audio-video recording and an electronic journal for a defined period, with safeguards for confidentiality (examples: Fla. Stat. ch. 117; Tex. Gov’t Code ch. 406). For industry security practices, see MISMO RON Standards. Ask your provider how your data is protected, how long records are kept, and how you can obtain copies if needed.

Costs and Timing

Pricing for online notarization varies by state and provider, and several states regulate maximum fees for notarial acts performed by their commissioned notaries. Availability can be on-demand or by appointment. If you have a deadline, plan ahead to allow for identity verification, potential KBA retries, and recipient review (NASS).

Tips to Ensure Acceptance

• Confirm acceptance: Ask the recipient whether a remote online notarization is acceptable for your document.
• Name and ID match: Ensure your ID details match the document and the platform profile.
• Witnesses: If witnesses are required, confirm whether they may appear remotely and how they must be identified.
• Document format: Use the exact form and acknowledgment required by the receiving state or office.
• Keep records: Save the final notarized PDF and any platform receipt or audit log.

When to Consider In-Person Notarization Instead

If your recipient requires wet ink signatures, if your jurisdiction restricts RON for your document type, or if identity proofing fails due to credit file limitations or other issues, an in-person notarization (mobile or at a local office) may be the fastest path to acceptance.

How Our Firm Can Help

We help clients assess whether RON is appropriate for their transaction, coordinate with compliant platforms and notaries, and review documents for state-specific acknowledgment language. For time-sensitive closings, business filings, or multi-state matters, we can confirm acceptance requirements with the receiving office and streamline execution. Contact us to discuss your needs.

FAQs

Is a remotely notarized document valid in every state?

Generally, if the notary followed the law of the commissioning state, other states recognize the act. Acceptance can still depend on the receiving party’s rules.

Can I be outside the United States during a RON session?

Some states allow signers to be outside the U.S., but platform capability and recipient acceptance vary. Confirm with the notary and recipient first.

What if my document requires witnesses?

Rules differ on remote witnesses. Verify whether witnesses may appear remotely and how they must be identified and recorded.

Will my session be recorded?

Most RON laws require an audio-video recording and an electronic journal to be retained for a specified period.

How fast can I complete an online notarization?

Many platforms offer on-demand availability. Timing depends on identity verification, document complexity, and recipient requirements.

What if the recipient demands wet ink?

Use in-person notarization if a wet ink original is required or if the office does not accept RON documents.

Do I need special software?

You typically use a web browser or mobile app provided by the RON platform. Ensure your device meets camera, mic, and connectivity requirements.

How much does RON cost?

Fees vary by state and provider. Some states cap notarial fees; platforms may add service charges.

Are international documents eligible?

Some foreign authorities may not accept RON. Check with the destination authority and consider apostille or consular requirements.

What identification is acceptable?

A valid, unexpired government-issued photo ID is standard. Additional checks like KBA may apply.

Sources

• National Association of Secretaries of State (NASS) – Remote Notarization Resource Center
• Uniform Law Commission – Revised Uniform Law on Notarial Acts (2018) (RULONA) and amendments
• Florida Statutes ch. 117 – Notaries Public (includes RON provisions)
• Texas Government Code ch. 406 – Notary Public (Subchapter C – Online Notary Public)
• California Civil Code §1189 – Acknowledgment; out-of-state recognition
• NIST SP 800-63A – Digital Identity Guidelines: Enrollment and Identity Proofing
• MISMO – Remote Online Notarization Standards

Last reviewed: August 19, 2025.

Disclaimer (U.S.): This blog post is for general informational purposes only and is not legal advice. Laws and acceptance standards for online notarization vary by state and by recipient agency or institution. Reading this post does not create an attorney-client relationship. If you need advice about your specific situation, consult a lawyer licensed in your jurisdiction. Attorney advertising; prior results do not guarantee a similar outcome.