ONLINE NOTARIZATIONS ARE LEGAL AND ACCEPTED IN ALL 50 STATES

By appointment only. Login to schedule an appointment

Facebook Instagram X-twitter Linkedin Medium Tiktok
Log In
Notarize now
Log In
Notarize now

Online Notary Services You Can Trust Across America

Understand how remote online notarization works, where it is recognized in the U.S., what to expect in a compliant session, and practical tips to ensu

Online Notary Services You Can Trust Across America

Learn how remote online notarization works, where it is recognized, what to expect in a compliant session, and practical tips for using secure, legally valid online notary services across the United States.

What Is Remote Online Notarization (RON)?

Remote Online Notarization allows a commissioned notary public to notarize documents via a secure, real-time audio-video connection. In a compliant RON, the signer’s identity is verified (often using credential analysis and knowledge-based questions), the document is signed electronically, and the notary applies an electronic seal and digital certificate. A recording of the session and an electronic journal entry are created and retained as required by state law.

These core elements are reflected in widely referenced standards and state rules, including the NASS Remote Notarization Standards and administrative frameworks such as Texas’s online notary rules and state guidance in Florida and Virginia.

Is Online Notarization Legal Across the U.S.?

As of the last review, most U.S. states and D.C. authorize some form of RON, but the details and effective dates vary. For a current snapshot and state-specific requirements, consult the National Association of Secretaries of State (NASS) Remote Notarization Resources map. Some states impose additional conditions or have limited or evolving frameworks. Always verify the rules in the state whose law governs your transaction and the acceptance policies of the receiving party (for example, a recorder’s office, lender, or court).

Electronic signatures and records are generally enforceable under federal law (the E-SIGN Act), but notarial acts remain governed primarily by state law.

How a Compliant Online Notary Session Works

  • Identity proofing: Credential analysis and knowledge-based authentication (KBA) or comparable methods.
  • Secure audio-video connection: Real-time, two-way communication that is recorded.
  • Electronic document execution: The signer reviews and e-signs the document; the notary applies an electronic seal and digital certificate.
  • Tamper-evident technology: The final document is locked against alteration.
  • Recordkeeping: The platform/notary retains the audiovisual recording and electronic journal for the period required by the relevant state (examples: Texas; Florida).

Many states require the notary to be physically located within the commissioning state during the act, while permitting the signer to be elsewhere (including outside the U.S.) if the commissioning state’s law allows. Check your state’s specifics (see the NASS map).

Pro Tips to Avoid Delays

  • Run an ID pre-check on the platform if available to confirm your document name matches your ID.
  • Disable VPNs and close bandwidth-heavy apps to keep audio-video stable.
  • If witnesses are required, invite them in advance and confirm whether they must be physically present with you or may join remotely.
  • Ask the receiving party if they require specific notarial certificate language or formatting.

Quick Checklist Before You Book

  • My document is eligible for RON and the recipient accepts it.
  • I have a valid, unexpired government photo ID.
  • Camera, microphone, and internet are working.
  • My name on the document matches my ID.
  • Any required witnesses are arranged.
  • I know where the notary must be located during the session.
  • I will save the final tamper-evident PDF and confirmation.

Common Documents You Can Notarize Online

Common use cases include residential real estate documents, powers of attorney, affidavits, certain estate-planning forms, business agreements, and bank or financial forms. However, some categories, such as certain recordable real property instruments, court filings, and vital records, may have special prerequisites or be ineligible in particular jurisdictions. Always confirm acceptance with the receiving party before proceeding.

Interstate Recognition and Choice of Law

Recognition of notarial acts typically follows the law of the place where the notarization occurs. The Revised Uniform Law on Notarial Acts (2018) provides that a notarial act validly performed in another state is generally recognized, and many states have adopted similar provisions. That said, individual recorders, lenders, and other institutions may set additional criteria. Verify acceptance early, especially for recordings and lender-driven closings. See also NASS’s overview of RON adoption and recognition: NASS Remote Notarization Resources.

Security, Privacy, and Recordkeeping

Reputable RON platforms implement multi-factor identity verification, encryption for audio-video communications, tamper-evident document sealing, and controlled access to recordings and journals. State rules commonly require retaining the audiovisual recording and electronic journal for specified periods and producing copies to authorized parties upon request. See, for example, Texas administrative rules and Florida guidance, as well as the NASS RON Standards.

When to Seek Legal Advice

Because RON intersects with notarial law, e-signatures, recording statutes, and cross-border recognition, obtain counsel when transactions involve complex real estate, estate planning, international use (apostilles or consular legalization), or institutional lenders. For international use, see the U.S. Department of State’s apostille guidance.

Why Work With Our Firm

We help evaluate whether RON fits your transaction, coordinate with compliant platforms and commissioned notaries, confirm receiving-party acceptance, and address interstate recognition issues, streamlining execution while protecting enforceability and privacy. Contact us to discuss your needs.

FAQ

Do I need to be in the same state as the notary?

Usually the notary must be in the commissioning state during the act. Many states allow the signer to be in another state or country, subject to the commissioning state’s law.

Will my county recorder or lender accept a RON document?

Often yes, but policies vary. Confirm acceptance and any required certificate language with the recorder or lender before your session.

What kind of ID is required?

Typically a current government-issued photo ID that can pass automated credential analysis and knowledge-based checks.

How do I know the PDF was not altered?

Compliant platforms apply tamper-evident technology and a digital certificate. Opening the finalized file should show a valid signature panel status.

Can I get an apostille for a RON document?

Apostille availability depends on the state and the destination country’s acceptance. Verify requirements in advance.

Selected Authorities

U.S.-Specific Disclaimer

United States only. This blog is for general informational purposes and is not legal advice. RON requirements and acceptance vary by state and may change. Receiving parties (recorders, lenders, courts) can impose additional policies. Consult a licensed attorney in your state about your specific situation. If you intend to use documents abroad, additional authentication such as an apostille may be required and RON acceptance can vary by country.

Share:

More Posts