Remote Online Notarization (RON) lets you complete real estate notarizations virtually: the signer and commissioned notary meet by secure video, ID is verified electronically, signing is completed with digital signatures, and the notary applies a tamper-evident electronic seal. RON has become widely used for property transactions because it speeds closings and reduces travel — but it also has a few legal and technical details you must understand before you rely on it.
Quick overview: What RON does for real estate
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Verifies signer identity remotely (credential analysis, KBA, biometrics).
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Records (video + platform audit trail) the entire notarization for legal proof.
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Applies a secure digital notarial seal and stores tamper-evident documents ready for eRecording where supported.
Step-by-step: Notarize real estate documents online
1) Confirm RON is allowed for your document and in your jurisdiction
Not all states (or counties) treat RON the same way, and some local recording offices have specific eRecording rules. Before you begin, confirm:
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The state in which the notary is commissioned allows RON for real estate. (Most U.S. states have RON laws or protocols, but requirements vary.)
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The county recorder accepts electronic filing (eRecording) of the specific document (deed, mortgage, etc.). If the county does not accept eRecording, you may need a printed/wet-ink copy after RON.
Pro tip: Ask your title company or lender up front whether they accept RON and eRecording for the specific transaction.
2) Use a certified RON platform and a commissioned RON notary
Choose a reputable RON provider (platform) and a notary commissioned in a RON-enabled state. Platforms certified for RON follow industry standards for security, video recording, digital sealing, and identity proofing. Do not use ad-hoc video calls — use an approved RON vendor.
3) Prepare your document and parties
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Upload the final PDF to the RON platform (do not sign in advance).
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Confirm all signers are available, have valid ID, and understand any witness requirements. Some real estate forms still require in-person or additional witnesses depending on state law.
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Advise any power-of-attorney signers to confirm their POA document is acceptable for remote use.
4) Identity verification (multi-factor)
RON platforms commonly use a combination of:
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Credential analysis (scanning government ID for authenticity)
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Knowledge-based authentication (KBA) — challenge questions derived from public/private databases
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Biometric or facial recognition checks against the ID photo
This layered verification is stronger than a simple ID check and helps prevent impersonation and fraud.
5) Live video session & signing
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At the scheduled time the notary and signer meet via the encrypted video tool.
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The notary verifies the signer’s identity on screen, confirms willingness and capacity, and witnesses the signer electronically sign the document.
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If a jurat is required (oath), the notary administers it verbally on the call and logs it.
6) Notary applies electronic seal & audit trail recorded
After signing, the notary applies an electronic notary certificate and tamper-evident seal. The platform creates an audit log and recording (video + metadata) that will be stored securely. This record is the main evidence of the notarization if the document is later challenged.
7) Delivering the notarized document & eRecording
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The notarized electronic document can be downloaded immediately and delivered to the title company, lender, or recording office.
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If the county supports eRecording, submit the eDocument electronically. If the county does not accept eRecording, you’ll typically print a paper copy with an attached certification for filing. Confirm the county’s eRecording policy early to avoid last-minute delays.
Special considerations for real estate transactions
Lender and title company acceptance
Mortgage lenders and title insurers have their own compliance rules. Many accept RON notarizations if the platform and notary meet their standards; others require additional authentication steps or may still require wet-ink for certain forms. Always check lender/title instructions before proceeding.
State rules and notary commission
A notary must be commissioned in the state authorizing RON and must follow that state’s RON rules (record retention, approved tech, certificate wording). If signers are in a different state, the notarization is governed by the notary’s commission state, but that does not automatically guarantee acceptance everywhere — check recipient requirements.
Fraud prevention & stronger ID methods
KBA has been widely used but has known weaknesses; modern RON platforms combine multiple methods (credential analysis, biometrics, device forensics) to strengthen identity proofing and reduce fraud risk. Ask your provider what identity layers they use.
Practical checklist (what signers should have ready)
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Final PDF of the real estate document (unsigned).
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Valid, government-issued photo ID (driver’s license or passport).
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Stable internet connection, webcam, microphone, and a quiet well-lit space.
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Contact info for title company / lender and instructions for submission.
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Awareness of witness requirements (if any) and any POA documentation if signing on behalf of someone else.
Common problems & how to avoid them
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County won’t eRecord: Confirm county recorder policies early and plan for printing & wet filing if required
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Lender rejects RON documents: Get lender pre-approval for RON and platform specs before signing.
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Failed identity verification: Use clear, unexpired ID and follow platform instructions for scans/photos to avoid KBA or credential check failures.
Conclusion
RON makes real estate notarization faster, more convenient, and secure — but it’s not a plug-and-play replacement for checking rules and workflows. For a smooth eClosing, confirm state & county RON rules, use a certified RON platform, verify lender/title acceptance, and prepare signers for the identity proofing steps. At Looking Glass Runners Notary we handle these details for you so your property transaction moves forward confidently and legally.
