Avoid Delays: Remote Online Notary for United States Clients

What Is Remote Online Notarization (RON)?

Remote Online Notarization is a process where a commissioned notary uses secure audio-video communication, identity proofing, and electronic signatures and seals to notarize documents without the signer being physically present. The notary and signer meet in a live session, the notary verifies identity using approved methods, and the notarized document is issued electronically with a tamper-evident notarial certificate and seal. Many RON frameworks are based on model provisions in the Revised Uniform Law on Notarial Acts (RULONA) and state statutes that authorize audio-video notarization and identity proofing requirements (ULC RULONA).

Where Is RON Allowed?

As of our last review, most U.S. states and the District of Columbia authorize some form of RON, though the details differ by jurisdiction, including platform standards, identity proofing, retention periods, and whether a notary may serve signers located in another state or outside the United States. For current state status and statutory links, consult the National Association of Secretaries of State and the American Land Title Association resources (NASS; ALTA). Always confirm that both the governing law for your document and the notary’s commissioning state permit RON for your use case.

Which Documents Can Be Notarized Online?

Common candidates include affidavits, acknowledgments, jurats, powers of attorney, corporate resolutions, and certain real estate documents. Some items, such as particular wills, codicils, healthcare directives, or documents that a state requires to be signed in person, may have special rules or may not be eligible for RON. For real estate, lenders, title insurers, and recording offices may impose additional requirements. Check acceptance with the receiving party before your session.

How RON Works: Step by Step

• Engagement and platform: You or your attorney schedules a RON session with a commissioned notary using an approved platform that supports audio-video communication, identity proofing, electronic signatures, and electronic notary seals.
• Identity verification: Platforms typically use credential analysis (e.g., scanning a government ID) plus knowledge-based authentication or biometric methods, as permitted by state rules. Many frameworks reference digital identity standards such as NIST SP 800-63 (NIST).
• Live session: You join a real-time audio-video session; the notary confirms identity, willingness, and awareness, and ensures the document is complete.
• E-signing and e-seal: You sign electronically. The notary applies an electronic seal and issues a tamper-evident notarial certificate in accordance with state law.
• Electronic journal and recording: The notary keeps an electronic journal entry and retains a recording of the session for the period required by their state.
• Delivery: You receive a tamper-evident electronic copy and, if needed, instructions for recording or submitting the notarized document.

Interstate Recognition

Many states recognize notarial acts performed under the law of another state, including electronic and remote acts, if the act complied with the commissioning state’s law. This principle is reflected in RULONA and adopted in numerous jurisdictions (ULC RULONA). For RON, verify that the destination jurisdiction and any receiving institution (court, recorder, lender) accept an out-of-state remote notarization before you proceed.

Security and Privacy Considerations

RON platforms typically use encryption, multifactor identity proofing, and tamper-evident technology. Notaries must maintain secure electronic journals and session recordings under their state’s retention rules. Ask about data storage locations, retention periods, access controls, and how personally identifiable information on government IDs is handled. If your document contains sensitive health, financial, or trade information, consider additional safeguards with your notary and counsel.

Practical Tips to Avoid Delays

• Confirm eligibility: Ensure your document type is eligible for RON in the relevant states and accepted by the receiving party.
• Prepare IDs: Have current, government-issued photo identification ready, matching the document name.
• Technology check: Use a stable internet connection, a device with a camera and microphone, and a quiet, well-lit space.
• Document readiness: Upload the final version; avoid edits during the session unless instructed.
• Witnesses: If witnesses are required, confirm whether remote witnessing is allowed and how they will join.
• Location rules: Some states allow signers to be outside the state or the U.S.; others restrict location. Verify your notary’s state rules ahead of time (NASS).
• Recording and retention: Ask how long the session recording will be retained and how to request copies if needed.

Pre-Session Checklist

Costs and Timing

Fees vary by state and provider, and additional charges may apply for multiple signers, documents, after-hours sessions, or expedited service. RON scheduling is often faster than coordinating in-person notarizations, but availability and any pre-session identity checks can affect timing. Build in time for institutional reviews when documents will be recorded or submitted to third parties.

Working With Our Firm

We coordinate with compliant RON platforms and commissioned notaries to streamline your transaction. We review document eligibility, confirm acceptance with counterparties or recording offices, schedule your session, and guide your technical setup. For multi-state matters, we assess recognition rules and any additional steps required to support acceptance. Ready to begin? Contact our team.

When In-Person Notarization May Be Preferable

If your state limits RON for certain document types, requires original ink signatures, or a receiving institution will not accept electronic notarization, traditional in-person notarization may be the better path. For complex signings with multiple witnesses, voluminous exhibits, or specialized certifications, we will help you choose the most reliable method.

FAQ

Is RON valid if I am traveling outside the United States?

Often yes, if the notary is located in and acting under the laws of their commissioning U.S. state that authorizes RON and the receiving party accepts it. Always confirm acceptance in advance.

Will county recorders accept electronically notarized real estate documents?

Many do, but acceptance varies by county and by document. Check with the recorder and your title company before scheduling.

Can I use any video platform for RON?

No. Most states require an approved platform with identity proofing, recording, electronic journal features, and tamper-evident technology.

What if my ID address does not match the document?

Name matching is key; address mismatches are often acceptable. Ask your notary what is required for your transaction.

How long is the session recording kept?

Retention periods vary by state, commonly several years. Ask your notary for the specific timeframe and retrieval process.

Next Steps

Have a document to notarize? We can evaluate whether RON is appropriate, confirm cross-state acceptance, and schedule a compliant session. We also provide checklists, test runs for first-time users, and coordination with counterparties to minimize delays. Get in touch.

References

• National Association of Secretaries of State (NASS) — Remote Notarization Resources
• Uniform Law Commission — Revised Uniform Law on Notarial Acts (RULONA)
• NIST SP 800-63-3 — Digital Identity Guidelines
• American Land Title Association — RON State Adoption and Resources

Disclaimer

U.S. jurisdiction only. This post provides general information about Remote Online Notarization and is not legal advice. Laws change and vary by state and document type, and institutional acceptance may differ. Reading this post does not create an attorney-client relationship. Consult a qualified attorney licensed in your state about your specific situation.