How Remote Online Notarization Works in the U.S. Now
Remote Online Notarization (RON) lets a commissioned notary perform a notarization over real-time audio-video while the signer is elsewhere. The steps typically include identity proofing, electronic signing, the notary’s electronic certificate and seal, and creation of an audiovisual recording. Rules vary by state—always confirm eligibility, tech standards, and acceptance with your recipients before using RON.
Last reviewed: 2025-08-19 (United States)
Quick note: Most states now authorize some form of RON, but details differ (for example, which documents are eligible, where the notary must be physically located, and what technology is required). See the National Association of Secretaries of State overview for current state resources (NASS) and the National Notary Association’s guide for process details (NNA).
What Is Remote Online Notarization (RON)?
RON is a notarization conducted over a live, two-way audio-video connection while the signer and the commissioned notary are in different locations. The notary verifies the signer’s identity using approved methods, observes the electronic signing, and applies an electronic notarial certificate and seal. This is distinct from in-person electronic notarization and from traditional paper notarization. Background frameworks include state statutes and model laws like the Remote Notarization amendments to the Revised Uniform Law on Notarial Acts (ULC RULONA).
Where RON Is Allowed
Most U.S. states and the District of Columbia authorize some form of RON by statute or rule, but scope and implementation vary and may change over time. Some states:
- Limit the types of documents eligible (for example, certain wills or real estate instruments).
- Require the notary to be physically within the commissioning state during the act.
- Require registration/notification, training, or use of platforms meeting state standards (some maintain approval lists).
Always check the current status with your state’s commissioning office or NASS’ state resources (NASS).
How a Typical RON Session Works
- Pre-check: The notary confirms they are authorized for RON in their commissioning state and that the document type is eligible (NNA).
- Technology setup: A platform that meets applicable state standards is selected (some states maintain approval lists). Core capabilities usually include secure audio-video, identity proofing, credential analysis, tamper-evident documents, and electronic journal features (NNA).
- Identity proofing: Common methods include knowledge-based authentication (KBA) and credential analysis of a government-issued ID, plus the notary’s comparison of the ID to the live video image. Alternatives may be permitted by specific state rules (NNA).
- Live session: The notary and signer connect via real-time audio-video. The notary confirms the signer’s willingness, awareness, and location as required by state law (NASS).
- Electronic signing and notarization: The signer applies an electronic signature; the notary completes the certificate and applies an electronic seal and digital certificate.
- Records and retention: The platform creates an audiovisual recording and a notarial journal entry, retained according to state rules (NNA).
- Delivery: The finalized, tamper-evident electronic document is delivered to the signer or requesting party.
Core Legal Requirements You’ll Commonly See
- Notary authorization: Registration or notification to the commissioning office, often with platform and digital certificate details (NNA).
- Technology standards: Use of compliant platforms supporting secure communication, tamper-evident technology, and reliable storage (NNA).
- Identity proofing: Multi-factor verification, commonly including credential analysis of a government ID and KBA, plus the notary’s comparison of the signer’s image and ID (NNA).
- Audio-video recording and journal: Creation and retention of the audiovisual record and an electronic journal entry, for periods set by state law (NNA).
- Venue and certificate language: The certificate typically reflects the state where the notary is physically located and may require specific RON wording (NASS).
- Cross-border recognition: Many states recognize properly conducted RONs performed by other states’ notaries, subject to public policy and document-type limits; model laws like RULONA inform these provisions (ULC).
Document Types and Common Limitations
Routine business and consumer documents—such as affidavits, powers of attorney, many real estate documents, and various agreements—are often eligible for RON. Some states restrict RON for wills, codicils, testamentary trusts, or certain real estate instruments, or impose extra steps (for example, required witnesses). Private parties (lenders, title insurers, courts, or agencies) may have additional acceptance criteria. Confirm requirements in advance with intended recipients.
Interstate Recognition and Recording
Generally, a remotely notarized document may be used across state lines if the notarization complied with the commissioning state’s law and does not violate the receiving state’s public policy. For land records, many recorders accept RON-notarized instruments when state law and recording standards are met (including correct certificate language and tamper-evident formatting). Always verify acceptance with the recorder or recipient before closing (NASS).
Security, Privacy, and Retention
RON frameworks emphasize secure transmission, tamper-evident sealing, and retention of audiovisual recordings and electronic journals. States may set minimum retention periods and mandate secure storage; platforms typically provide audit trails and access controls. Ask your notary or platform how long recordings are retained, how they are protected, and how to request copies if permitted by law (NNA).
Practical Tips for Signers and Businesses
- Confirm the notary’s RON authorization and document eligibility in the commissioning state.
- Verify the recipient (lender, title company, court, or agency) will accept RON for your specific document.
- Have a valid government ID and ensure your device, camera, and internet meet platform requirements.
- Review required certificate language and any witness rules for your state.
- Keep the finalized document and note how to access the recording if permitted.
Quick Checklist
- Valid, unexpired government ID ready.
- Stable internet, working camera and microphone.
- Eligible document type confirmed with the notary.
- Recipient acceptance verified in writing.
- State-specific certificate language prepared.
- Registered RON notary and compliant platform selected.
- Plan for accessing the final tamper-evident file.
FAQs
Do I need to be in the same state as the notary?
Usually no. Many states allow the signer to be outside the notary’s state, but the notary often must be physically in their commissioning state. Verify your state’s rules and recipient acceptance.
Are RON-notarized documents accepted by courts and recorders?
Often yes, if the notarization complied with the commissioning state’s law and formatting standards. Always confirm with the specific court, agency, or recorder before proceeding.
What identification is typically required?
Commonly a government-issued photo ID plus knowledge-based authentication and credential analysis through the platform.
How long are session recordings kept?
Retention periods vary by state and platform. Ask the notary or platform about retention length, security, and access procedures.
How We Can Help
We advise on whether RON is permitted for your transaction, platform and compliance options, certificate language, interstate recognition, and recording or acceptance issues. We coordinate with title companies, lenders, and recorders to streamline closings and other time-sensitive matters. Contact us to discuss your needs.
Citations
- National Notary Association – Remote Online Notarization Overview (accessed 2025-08-19).
- National Association of Secretaries of State – Remote Notarization Resources (accessed 2025-08-19).
- Uniform Law Commission – RULONA and Remote Notarization Amendments (accessed 2025-08-19).
U.S. Legal Disclaimer
United States-specific information only. This blog is for general informational purposes and is not legal advice, does not create an attorney–client relationship, and may be considered attorney advertising in some jurisdictions. State laws and agency guidance change frequently; consult a qualified U.S. attorney licensed in your state about your particular facts.
