ONLINE NOTARIZATIONS ARE LEGAL AND ACCEPTED IN ALL 50 STATES

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Close Real Estate Faster with USA Online Notary Services

Remote Online Notarization can speed up U.S. real estate closings by enabling secure audio-video notarization with identity proofing and e-recording w

Close Real Estate Faster with USA Online Notary Services

TL;DR: Remote Online Notarization (RON) can streamline many steps in real estate closings by allowing signers and notaries to meet over secure audio-video platforms, with identity proofing and electronic notarization. Availability and requirements vary by state and by lender, title underwriter, and county recording office.

This overview explains how RON works, where it fits in a closing, common benefits and limits, and practical steps to move forward.

Quick Tips

  • Loop in your lender and title team early to confirm RON eligibility.
  • Schedule a tech check and have a backup plan for any wet-sign documents.
  • Verify county e-recording and document formatting before the session.

What Is Remote Online Notarization (RON)?

Remote Online Notarization is a process where a commissioned notary public notarizes documents using real-time audio-video communication, identity proofing, and electronic signatures and seals. Most states now authorize some form of RON by statute or rule, but the exact procedures—approved technologies, credential analysis, multi-factor authentication, audiovisual recording retention, and journal requirements—differ by jurisdiction. See the NASS RON resources for state-by-state details.

Why RON Can Speed Up Real Estate Closings

RON can remove travel and scheduling bottlenecks by allowing parties to sign from different locations, sometimes outside traditional business hours when permitted. It also reduces shipping delays for paper originals and can accelerate title and lender workflows that accept e-signed and e-notarized documents. Where a county recording office supports e-recording and accepts electronically notarized instruments, files may move to record faster than paper submissions. Actual timelines depend on lender, title underwriter, investor, and recorder acceptance. For e-recording technical guidance, see PRIA’s eRecording standards.

Where RON Fits in a Real Estate Transaction

RON is commonly used for seller documents, borrower ancillary affidavits, HOA statements, and certain lender or title forms. Some core instruments—like promissory notes and deeds or mortgages—may be eligible for electronic signing and e-notarization in some states and transactions, while others still require in-person or ink-signed processes. Always confirm:

  • State law authorization for RON and any notarization limits for specific document types
  • Lender and investor policies (including any product-level restrictions)
  • Title underwriter guidelines and document formatting requirements
  • County recorder e-recording capability and acceptance of electronically notarized documents

Key Legal and Technical Requirements

  • Identity proofing: Typically knowledge-based authentication and credential analysis.
  • Electronic notarization: Tamper-evident seals and documents, plus a secure platform.
  • Recording and journaling: Audiovisual session recording and electronic journal entries, retained for the period required by the commissioning state.
  • Cross-border signers: Many states allow the notary to be physically within the commissioning state while the signer is elsewhere, subject to conflict-of-law and document-destination rules.
  • Platform approvals: Some states require notaries to use approved providers and complete training/registration. See NASS resources for state specifics.

Interstate Recognition and Recording

Many states recognize notarial acts performed under the laws of the commissioning state, but the effect of a remote notarization on real estate documents can still depend on local recording and title policies. The federal Full Faith and Credit statute addresses recognition of state public acts and records generally, but it does not itself guarantee a recorder will accept a particular electronically notarized instrument; acceptance remains a matter of state and local law and office practice. See NASS and 28 U.S.C. § 1738. Electronic signatures and records are broadly valid under the federal ESIGN Act, subject to exceptions and state law overlays.

Practical Steps to Use RON for Your Closing

  • Engage your lender and title company early and ask whether a fully remote closing, hybrid e-closing, or paper closing is available for your transaction.
  • Confirm your state’s RON authorization and any specific platform approvals or registration steps for the notary.
  • Verify county recorder e-recording and formatting standards for electronically notarized instruments.
  • Schedule a tech check: valid ID, webcam, quiet environment, and any required knowledge-based authentication details.
  • Ensure all parties know which documents will be signed electronically versus in ink.
  • Plan for contingencies if a document must be wet-signed or if identity proofing fails.

Common Limitations

Some lenders and investors restrict RON for certain loan products. A few document types or state-specific forms may still require wet signatures. International signers can face added hurdles with credential analysis or knowledge-based authentication, and some platforms do not support military or diplomatic IDs. If a county does not accept e-recording, RON may still be used, but additional steps could be required to produce recordable paper outputs.

Compliance, Security, and Recordkeeping

RON platforms typically provide tamper-evident documents and maintain audiovisual recordings and electronic journals for the period required by the commissioning state. Notaries must follow their state’s training, registration, and retention obligations. Title and lender cybersecurity requirements may also apply, including encryption and access controls. Keep your closing package and audit trails consistent with your record retention policies.

FAQ

Is RON legal in every U.S. state?

Many states authorize RON, but the rules, approved platforms, and document eligibility vary. Confirm the law in the notary’s commissioning state and acceptance by your lender, title company, and recorder.

Can deeds and mortgages be notarized remotely?

In some states and transactions, yes. Others still require in-person or ink-signed execution. Always confirm with your title underwriter and county recorder.

What if my county does not accept e-recording?

RON may still be used, but you might need a conforming paper output or additional steps to record. Coordinate early with your title company.

Can signers join from outside the United States?

Often, but identity proofing can be harder for international signers and certain IDs may not be supported. Test credentials in advance.

How Our Firm Can Help

We advise lenders, title companies, investors, developers, and buyers and sellers on RON authorization, multi-state closings, and e-recording acceptance. We coordinate with counterparties and county recorders, help design compliant workflows, and prepare closing checklists tailored to your transaction. Ready to evaluate RON for your closing? Contact our team to discuss a remote, hybrid, or traditional workflow.

References

Disclaimer

United States jurisdiction: This blog is for general informational purposes only and is not legal advice. Laws and acceptance policies vary by state, lender, title underwriter, and recording office. Consult counsel about your specific transaction.

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