Verify IDs Instantly: Remote Online Notary for Americans

What Is Remote Online Notarization (RON)?

RON is a process where a commissioned notary public performs a notarial act online using live audio-video communication, identity proofing, and electronic signatures and seals. Instead of meeting in person, signers connect through a secure platform, verify their identities, and complete notarization electronically.

How Instant ID Verification Works

Modern RON platforms layer multiple, real-time security checks to establish a signer’s identity:

• Credential analysis: Automated checks of a government-issued ID for authenticity.
• Knowledge-based authentication (KBA) or comparable multi-factor methods: Dynamic questions or other authentication factors to confirm the signer’s identity.
• Live audio-video session: The notary confirms identity, witnesses signatures, and completes the notarial act; the session is typically recorded and logged in an electronic journal as required by state law.

Many states expressly require credential analysis and KBA (or similar multi-factor identity proofing) for RON, and retention of the recording and electronic journal for a defined period. See, for example, Texas SOS guidance and Florida DOS guidance, and NASS’s overview of state standards here.

Where RON Is Available

The vast majority of U.S. states and D.C. authorize some form of RON, though requirements vary by jurisdiction (approved platforms, identity proofing standards, technology specifications, record retention, and acceptable document types). Check current law and guidance before proceeding. Helpful references include the NASS Remote Notarization resource and ALTA’s RON State Law Matrix.

Common Documents Suited for RON

Frequently notarized documents include real estate documents, powers of attorney, affidavits, business forms (e.g., corporate resolutions), financial documents, and certain healthcare directives. Some records—such as vital records requests, certain family-law filings, or documents requiring in-person witnesses—may be excluded or restricted depending on state law and the receiving institution’s policies. Always confirm acceptance with the intended recipient and consult resources like ALTA’s RON matrix.

Interstate Recognition and Choice of Law

In general, states recognize notarial acts performed in another U.S. state if they were lawfully performed under that other state’s law. This principle is reflected in many state statutes modeled on the Revised Uniform Law on Notarial Acts (2018). For RON, the notary must typically be physically located in the commissioning state during the online session, even if the signer is elsewhere (see Texas SOS and Florida DOS examples). Electronic signatures and records are generally valid under federal ESIGN and state UETA frameworks (15 U.S.C. § 7001), but acceptance still depends on the recipient (recorder, court, lender, title company). Check recipient requirements in advance; ALTA maintains acceptance-oriented guidance here.

Security, Privacy, and Recordkeeping

RON statutes and rules commonly require encryption, tamper-evident technology for electronic signatures and seals, and secure storage of electronic journals and recordings. Model law (RULONA 2018) contemplates tamper-evident technology, and many states mandate retention of audio-video recordings and electronic journals for specified periods (for example, Texas guidance references a five-year retention; Florida guidance references a ten-year retention). See RULONA, Texas SOS, and Florida DOS.

Practical Tips for Signers

• Confirm that RON is authorized for your document type and the destination (e.g., county recorder, lender, court).
• Have a valid, government-issued photo ID and a quiet, well-lit environment for the session.
• Test your camera, microphone, and internet connection.
• Ensure the name on your ID matches your document.
• Ask the notary or platform in advance about fees, scheduling, and what deliverables you will receive (e-signed PDF, digital certificate, tamper-evident seal, or paper copy).

Practical Tips for Notaries

• Complete all state-required registrations or endorsements for RON and use approved platforms.
• Follow your state’s identity-proofing, credential analysis, and audio-video recording requirements.
• Keep an accurate electronic journal and retain recordings as required by your state.
• Verify any special rules for real estate, powers of attorney, or estate documents before proceeding.
• Maintain cybersecurity best practices and safeguard your digital certificate and seal.

When In-Person or Hybrid May Be Better

If a signer lacks acceptable ID, has connectivity issues, or a recipient won’t accept remotely notarized documents, an in-person notarization—or a hybrid approach—may be necessary. Always confirm acceptance with the end recipient before scheduling.

FAQs

Is RON legal in every U.S. state?

Most states authorize some form of RON, but rules and acceptance vary. Verify both state requirements and the recipient’s policy.

Can I use RON if I am traveling abroad?

Often yes, provided the notary is physically in the commissioning U.S. state during the session and the receiving party accepts RON.

How long are recordings retained?

Retention periods vary by state (commonly several years). Check the notary’s state rules.

Will county recorders accept e-notarized deeds?

Many do, but policies vary by county and transaction type. Confirm acceptance before proceeding.

How Our Firm Can Help

We advise businesses, financial institutions, title companies, and individuals on RON requirements across jurisdictions, platform selection, and compliance programs. We can help you determine whether RON is appropriate for your transaction, review acceptance by intended recipients, and craft policies and training for your organization. Contact us to get started.

Sources

• NASS — Remote Notarization Resources and Map
• ALTA — Remote Online Notarization (RON) State Law Matrix
• Uniform Law Commission — Revised Uniform Law on Notarial Acts (2018)
• Texas Secretary of State — Online Notary Public
• Florida Department of State — Remote Online Notarization
• ESIGN Act — 15 U.S.C. § 7001 et seq.

Disclaimer

This post is for general informational purposes only about U.S. law and does not constitute legal advice. RON laws and requirements vary by state and change over time. Reading this post does not create an attorney–client relationship. You should consult a licensed attorney about your specific situation and applicable state law.