Beat Notary Scheduling: How Remote Online Notarization Works in the U.S.

What Is Remote Online Notarization?

Remote Online Notarization (RON) is a process where a commissioned notary and a signer use real-time audio-video communication to complete a notarization. Typically, the notary verifies identity using approved methods (such as knowledge-based authentication and credential analysis of government-issued ID), witnesses electronic signatures, completes an electronic notarial certificate, and applies an electronic seal. The session is recorded and an electronic journal entry is created, as required by applicable state law. In most frameworks, the notarization is performed under the law of the notary’s commissioning state, even if the signer is in another state or country (see the Uniform Law Commission’s RULONA remote notarization amendments).

Sources: Uniform Law Commission — RULONA remote notarization amendments.

Why RON Helps You Beat Scheduling Hassles

Traditional notarizations require coordinating everyone in the same place at the same time and finding a notary’s availability. With RON, signers and notaries can meet virtually, often outside standard business hours, reducing delays for closings, affidavits, powers of attorney, and other time-sensitive documents. For multi-party deals, RON can eliminate travel and allow staggered or coordinated remote sessions.

Where RON Is Allowed

Most U.S. states and the District of Columbia authorize some form of RON, though authorization, technical standards, and document eligibility differ by state. Many states require the notary to be physically located in the commissioning state during the notarization, even if the signer is elsewhere. Because rules change, verify the current statute and any implementing regulations before proceeding.

Sources: National Association of Secretaries of State (NASS) — RON resources and state survey; ULC — RULONA remote notarization amendments.

Core Legal Requirements You’ll Commonly See

While details vary by state, RON frameworks commonly include:

• A notary commissioned in the authorizing state, with any required RON registration or endorsement.
• Real-time, two-way audio-video communication that allows direct interaction.
• Identity proofing and credential analysis of a government-issued ID, as defined by statute or rule.
• Electronic signatures and an electronic notarial seal.
• Tamper-evident electronic records plus secure retention of the audiovisual recording and an electronic journal for the period required by law.
• Compliance with state-approved RON platforms or technology standards, where applicable.
• Notarial certificate language indicating the notarization was performed remotely.

Sources: ULC — RULONA remote notarization amendments; NASS — RON resources.

Document Types and Cross-Border Use

Many common documents can be notarized through RON — including acknowledgments, jurats, affidavits, and powers of attorney — subject to state law and any county recording requirements. Real estate documents may be eligible for e-recording depending on the local recorder. Some states exclude certain documents (for example, specific estate planning instruments or vital records). If your document will be used in another state or country, confirm acceptance before relying on RON.

Sources: Mortgage Bankers Association — state RON tracking (summary); NASS — RON resources.

RON Versus Remote Ink (RIN)

Remote Ink Notarization (RIN) uses wet-ink signatures during a live audio-video session, with documents later delivered to the notary for completion. RIN was temporarily permitted in many jurisdictions during the COVID-19 emergency and, in several states, has been scaled back, replaced by permanent RON statutes, or retained in limited forms. Check your current state law and the recipient’s requirements to ensure you use an authorized method.

What You’ll Need to Use RON

• A device with camera, microphone, and reliable internet.
• A government-issued photo ID that can pass credential analysis.
• Access to a state-compliant RON platform.
• A quiet, well-lit space and a stable connection.
• Any document-specific items (for example, witnesses), which some platforms can facilitate where state law allows.

Data Security and Retention

RON laws generally require secure transmission, tamper-evident technology, and retention of an audiovisual recording and electronic journal for a defined period. Platforms typically encrypt sessions, maintain an audit trail, and preserve records per state requirements. Review the platform’s security and retention practices, and how you can obtain copies of the recording or certificate if needed.

Sources: ULC — RULONA remote notarization amendments.

Costs and Turnaround

Fees for RON vary by state and provider. Some states regulate notarial fees, and platforms may add service charges. Turnaround can be faster than in-person appointments because sessions can be scheduled flexibly and completed online, but timing still depends on the notary, platform, and downstream acceptance by recorders or institutions.

When To Get Legal Advice

Consider counsel if your transaction involves multi-state parties or property, specialized documents (such as estate planning instruments with witness requirements), or cross-border use. A lawyer can confirm whether RON is permitted for your specific document, ensure the certificate and venue language are correct, and coordinate with the receiving agency to prevent rejection.

Key Takeaways

• RON can significantly reduce scheduling friction compared to in-person notarization.
• Authorization and technical requirements are state-specific and change over time.
• Confirm acceptance by the receiving recorder, agency, or counterparty before relying on RON.
• Use secure, compliant platforms and verify identity proofing requirements in advance.

FAQ

Is RON valid in every U.S. state?

No. Most states authorize RON, but requirements, scope, and document eligibility vary. Check your state’s current rules.

Will my county recorder accept a RON-notarized deed?

Many do, often via e-recording, but acceptance is not universal. Confirm with the specific recording office before proceeding.

Can I be outside the U.S. during a RON session?

Often yes, if the notary is located in and commissioned by an authorizing state and the receiving party accepts RON. Always verify acceptance.

What’s the difference between RON and RIN?

RON uses electronic signatures and seals during a live audio-video session; RIN uses wet-ink signatures during the session and later delivery to the notary. RON is the more commonly authorized permanent framework.

How much does RON cost?

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

Sources and further reading

• National Association of Secretaries of State — Remote Notarization resources and state survey (accessed Aug. 19, 2025)
• Uniform Law Commission — Revised Uniform Law on Notarial Acts (RULONA) with Remote Notarization amendments (accessed Aug. 19, 2025)
• Mortgage Bankers Association — State Remote Online Notarization tracking (summary) (accessed Aug. 19, 2025)

U.S.-specific legal disclaimer: This article is for general informational purposes only and does not constitute legal advice. Notarial laws are state-specific and change frequently. You should consult a qualified attorney about your particular facts and jurisdiction.