Close Deals Faster with Online Notary in the United States
Remote online notarization (RON) can streamline closings, reduce scheduling delays, and support secure, compliant execution of documents across many U.S. jurisdictions. Below, we explain how RON works, where it’s accepted, key risks, and practical steps to add RON to your closing playbook.
What Is Remote Online Notarization (RON)?
Remote online notarization allows a commissioned notary to notarize documents for a signer using real-time audio-video communication, identity proofing, and electronic signatures and seals without the signer and notary being in the same physical location. Most U.S. states now authorize RON by statute, and many jurisdictions recognize out-of-state online notarizations that comply with the commissioning state’s law (see NASS; see also model materials from the Uniform Law Commission).
Why RON Helps You Close Faster
- Eliminates travel and scheduling bottlenecks by enabling signings after hours or across time zones.
- Reduces mailing and courier delays by executing and returning signed, notarized documents electronically.
- Simplifies multi-party closings by coordinating a single online session or staggered sessions.
- Can create a tamper-evident electronic record with a recorded session and digital certificate, streamlining post-closing reviews where permitted.
- Supports distributed deal teams and clients, including some cross-border signers where allowed by applicable law.
Where RON Is Permitted or Recognized
Authorization for RON is widespread in the United States, but acceptance varies by state, document type, and receiving office. Many states will also accept a notarization performed online by an out-of-state notary if the act complied with the commissioning state’s law and the notary was physically in that state at the time (confirm with the receiving jurisdiction). For recording of real estate documents, county acceptance of electronically notarized instruments can differ, even within the same state (see PRIA e-Recording resources; see also NASS).
Before scheduling RON, confirm all three:
- The notary’s commissioning state permits RON and any required technology standards are met (see ULC RON materials).
- The receiving state or counterparty will accept a RON notarization for your document type.
- Any county recorder or agency involved accepts electronically notarized and, if applicable, electronically recorded documents (see PRIA).
Common Use Cases
- Real estate: Acknowledgments for deeds, mortgages, security instruments, and closing affidavits (subject to county recording acceptance and lender/title insurer requirements).
- Commercial transactions: Officers’ certificates, consents, UCC-related affidavits, and other notarized instruments.
- Estate planning and personal documents: Certain affidavits, powers of attorney, and trust certifications where permitted.
- Financial services: Compliance affidavits and customer identity attestations.
Note: Some document types (for example, codicils, testamentary instruments, or documents requiring in-person witnesses) may be excluded or subject to special rules in certain states. Always verify governing law and acceptance in advance (see NASS).
How RON Works in Practice
- Platform selection: Choose a state-approved RON platform that provides credential analysis, knowledge-based authentication (KBA) or equivalent identity proofing, secure storage of the audiovisual recording, and digital certificates for the notary seal and signature (see ULC RON materials).
- Pre-clearance: Confirm acceptance with counterparties, lenders, title insurers, and any recording office, and obtain any required pre-authorization or templates.
- Identity proofing: The signer completes credential analysis and identity checks as required by the commissioning state’s law (see NASS).
- Live session: The notary and signer connect via real-time audio-video; the notary confirms identity, location representations, and voluntariness; documents are signed electronically.
- Notarial act and sealing: The notary applies an electronic signature and seal; the platform generates the electronic journal entry and retains the recording for the required period.
- Delivery and recording: The executed document is delivered electronically to the deal team and, if applicable, submitted for e-recording (see PRIA).
Key Legal Considerations
- Governing law: The notary’s commissioning state rules control the notary’s authority, technology standards, certificate wording, and recordkeeping (see ULC RON materials).
- Certificate language: Some states require specific online acknowledgment or jurat language; use state-compliant certificates.
- Cross-border signers: Several states permit a U.S. notary to perform RON when the signer is outside the United States, provided the notary is physically in the commissioning state and statutory conditions are met. Verify any additional disclosures, venue language, and data-transfer considerations (see ULC; see NASS).
- Recording and title: County acceptance of electronically notarized real estate documents varies; align with title underwriting and recorder specifications (see PRIA).
- Data retention: RON platforms typically must retain audiovisual recordings and electronic journals for a statutory period; confirm access rights and export options for compliance (see NASS and ULC).
Practical Tips to Accelerate Closings
- Start clearance early with counterparties and recorders; circulate a sample RON certificate for pre-approval.
- Standardize on a single, approved platform across your portfolio to streamline procedures and training.
- Verify signer tech readiness (device, camera, government ID) and run a test session for high-value closings.
- Prepare fallbacks (hybrid closing, in-person electronic notarization, or traditional notarization) if a participant cannot pass identity proofing.
- Maintain a playbook with state-specific certificate forms, venue language, and acceptance notes for your common jurisdictions.
Checklist for a RON-Ready Closing
- Confirm commissioning state’s RON authorization and platform requirements.
- Obtain acceptance from counterparties, lender, title, and any recorder.
- Prepare state-compliant certificate language and venue.
- Verify signer identity-proofing readiness (ID, KBA data, stable internet).
- Schedule a test call and designate a backup notarization method.
- Confirm data retention, access, and export of recordings and journals.
Compliance and Risk Management
- Track state statutes, administrative rules, and commissioning requirements affecting RON (see NASS and ULC).
- Conduct platform security reviews, including encryption, audit logs, and independent certifications.
- Obtain consent for recording and address storage locations and cross-border data transfers in your policies.
- Align with lender, title insurer, and investor conditions that may impose additional requirements on RON closings.
FAQ
Are online notarizations valid across all U.S. states?
Most states authorize RON, and many recognize compliant out-of-state online notarizations, but acceptance can vary by document type and receiving office. Always confirm before proceeding.
Can a signer be outside the United States?
Several states allow a commissioned notary to perform RON while the signer is abroad if statutory conditions are met and the notary is in the commissioning state. Verify any special venue or disclosure requirements.
Will county recorders accept e-notarized real estate documents?
Recorder acceptance varies by county. Coordinate with your title company and the recorder to confirm e-recording eligibility in advance.
What identity checks are used?
Common methods include credential analysis and knowledge-based authentication, plus retention of the audiovisual session recording as required by law.
Getting Started
We help businesses evaluate whether remote online notarization will be accepted for their transaction, select compliant platforms, prepare state-specific notarial certificates, and coordinate with counterparties and recording offices. If your deal is time-sensitive or involves distributed signers, our team can design a closing workflow that leverages RON while satisfying applicable legal and recording requirements.
Schedule a consultation to discuss a RON-enabled closing strategy for your next transaction.
References
- National Association of Secretaries of State (NASS) – Remote Notarization Resources: https://www.nass.org/resources/remote-notarization
- Property Records Industry Association (PRIA) – E-Recording Resource Center: https://www.pria.us/resource-center/e-recording/
- Uniform Law Commission – Revised Uniform Law on Notarial Acts (RULONA) and RON materials: https://uniformlaws.org/projects/ron
U.S.-Specific Disclaimer
This blog is for general informational purposes only and does not constitute legal advice. Remote online notarization laws and acceptance vary by U.S. state, document type, agency, and recording office. Do not rely on this post as a substitute for advice about your specific matter; consult qualified counsel licensed in the relevant jurisdiction.
