E-Notary for U.S. Businesses: Notarize Nationwide Online

What Is E-Notarization vs. Remote Online Notarization (RON)?

E-notarization (e-notary) is a notarization performed on an electronic document using a digital certificate and electronic seal. Remote Online Notarization (RON) is a subtype where the signer and notary are in different locations and complete the notarization over secure, real-time audiovisual technology with identity proofing and credential analysis. Many states expressly authorize RON; specific procedures vary by state.

Can U.S. Businesses Notarize Nationwide Online?

In many scenarios, yes. If the notary is commissioned in a state that authorizes RON and the act is performed in compliance with that state’s law, the commissioning state’s rules generally govern—even when the signer is in another state or outside the U.S. That said, whether another state or a particular office (e.g., a county recorder or court clerk) will accept the resulting notarization can depend on document type and local requirements. Confirm destination acceptance in advance. See the Uniform Law Commission’s RULONA resources and the NASS Notary Resources for state guidance and recognition principles.

Key Compliance Building Blocks

• Commissioned RON Notary: Use a notary authorized for RON in their state.
• Identity Proofing: Multi-factor identity verification and credential analysis are commonly required.
• Real-Time Audio-Video: The session must enable two-way communication and is typically recorded.
• Electronic Journals and Records: Many states require a secure electronic journal and retention of audiovisual recordings for a set period.
• Approved Platforms: Some states require use of vetted technology providers with security, tamper-evidence, and audit-trail capabilities.

Documents Commonly Notarized Online

Business formation documents, resolutions, vendor and customer agreements, commercial leases, banking and lending documents, affidavits, and certain real estate instruments may be eligible for RON. Some document types (for example, certain recordable real estate instruments, family law documents, or court filings) may have additional requirements or local acceptance rules; always check the destination jurisdiction and the relevant filing or recording office’s policies before proceeding.

Interstate Recognition and Choice of Law

States generally recognize notarial acts performed by a notary commissioned in another state if the act complied with the law of the commissioning state. This principle is reflected in widely adopted model law provisions (such as RULONA) and state enactments. However, acceptance can vary by document type, and some recording or filing offices impose their own formatting, certificate, or technology requirements. When a document will be filed or recorded in another state, confirm local acceptance and any required certificate language or platform constraints in advance.

Steps to Get It Done

• Confirm Eligibility: Verify the document type can be notarized via RON and that the destination state or recording office accepts it.
• Choose a Compliant Provider: Select a RON platform and a notary commissioned in a RON-authorized state.
• Prepare IDs: Ensure signers have acceptable government-issued ID and reliable internet access.
• Schedule and Record: Conduct the session over secure audiovisual technology; the notary will complete the certificate and apply a tamper-evident seal.
• Retain Records: Store required journals and recordings securely for the applicable retention period.
• Cross-Border Use: For use outside the U.S., determine whether an apostille or other authentication is needed; see NASS resources on the Hague Apostille Convention.

Common Pitfalls

• Assuming universal acceptance without checking the destination jurisdiction and office policies.
• Using a notary not authorized for RON under their commissioning state’s rules.
• Insufficient identity proofing or missing audiovisual recording.
• Overlooking special rules for real estate recordings or court filings.
• Neglecting retention and data-security obligations in contracts with vendors.

Privacy, Security, and Recordkeeping

RON involves sensitive personal data and recorded video. Many states require encryption, tamper-evident technology, secure storage, access controls, and retention of journals and recordings. Vendors should provide audit trails and security attestations. Contract terms should address data protection, breach notification, retention schedules, and cooperation with lawful requests.

When to Involve Counsel

Engage counsel for high-value transactions, multi-state filings, specialized documents (such as real estate instruments or powers of attorney), cross-border use, or when designing scalable, compliant RON workflows across business units.

Pro Tips for Smooth RON Sessions

Quick Checklist

FAQ

Will every county recorder accept a RON notarized deed?

No. Acceptance varies by jurisdiction and document type. Many recorders accept RON deeds if state law authorizes RON and formatting is compliant, but confirm with the specific office before proceeding.

Can a signer be outside the U.S. during RON?

Often yes, if the notary is located in and acting under a U.S. state that authorizes RON. Check destination acceptance and any additional certificate language requirements.

Do I need an apostille after RON?

Only if the document will be used in a foreign country that requires it. Check the Hague Apostille Convention resources from NASS.

What if the platform isn’t on my state’s approved list?

Some states mandate approved providers. Use a listed platform or obtain confirmation that the provider meets statutory criteria.

How We Help

We advise on multi-state RON strategy, evaluate platform compliance, prepare policy and training materials, review vendor contracts, and coordinate with recording offices and counterparties to support acceptance. We also assist with cross-border authentication for documents used outside the U.S.

Contact our team to discuss a compliant RON approach for your organization.

Sources

• Uniform Law Commission – Revised Uniform Law on Notarial Acts (RULONA) resources (interstate recognition and remote notarization model provisions).
• National Association of Secretaries of State – Notary Resources (state surveys and guidance on RON).
• Mortgage Bankers Association – 50-state RON chart (industry summary; always confirm with current state law).
• NASS – Hague Apostille Convention resources (authentication for cross-border use).

Disclaimer (U.S.)

This blog is for general informational purposes only and is not legal advice. U.S. notarial law is state-specific and changes over time; outcomes vary by jurisdiction, document type, and filing office. Reading this post does not create an attorney-client relationship. Consult a qualified attorney about your specific situation. Last reviewed: 2025-08-19.