Remote Online Notarization: Fix Paper Delays in the US

What is Remote Online Notarization (RON)?

Remote Online Notarization is a process in which a commissioned notary notarizes documents electronically while communicating with the signer through real-time audio-video technology. Identity is verified using tools such as credential analysis and knowledge-based authentication. The notary completes an electronic notarial certificate, and an electronic seal and digital certificate create a tamper-evident record. A recording of the session and an electronic journal are retained pursuant to applicable state rules.

Why RON reduces paper delays

RON removes the need to coordinate in-person meetings, ship physical documents, and handle wet signatures. Parties can schedule shorter appointment windows across time zones, eliminate overnight courier cycles, and reduce re-signs caused by missing pages or signature tabs because platforms guide the workflow. Electronic, tamper-evident documents can be delivered instantly to all parties, accelerating closings for real estate, finance, and other transactions.

Is RON legal in the United States?

As of this writing, most states authorize some form of RON, either permanently by statute and rule or with limited allowances for certain transactions. Requirements and permitted documents vary by state. Always check the state where the notary is commissioned and any state where the document will be recorded or relied upon. See overviews from the National Notary Association and National Association of Secretaries of State.

Core compliance requirements found in many states

While details vary by jurisdiction, many state frameworks include:

• Real-time, two-way audio-video communication between the notary and signer.
• Identity proofing and credential analysis of a government-issued ID.
• Use of a platform that applies the notary’s electronic seal and a digital certificate to produce a tamper-evident record.
• Retention of the audio-video recording and an electronic journal for a period defined by state rule.
• Disclosure of the notary’s commissioning state and location during the session.
• Secure storage and transmission that protect against unauthorized access and tampering.

Consult your state commissioning authority’s guidance and recognized industry resources for specifics (NASS).

Interstate recognition and recording offices

States generally recognize notarizations performed by a notary who is properly commissioned in another state, including RON, provided the act complied with the commissioning state’s law. However, local recording offices may have formatting or submission requirements for electronic documents. Before relying on RON for real property instruments, confirm acceptance with the destination recorder or filing office and follow any eRecording specifications (NASS; PRIA standards).

Document types commonly handled via RON

Common RON uses include real estate closing affidavits, lender documents, powers of attorney, commercial contracts, corporate resolutions, and routine acknowledgments or jurats. Certain documents may be excluded by state law or by counterparties, such as specific testamentary or family law documents. Ask counsel before using RON for wills, codicils, or documents with unique witnessing formalities.

Platform selection and vendor due diligence

• Supports your state’s identity proofing standards (e.g., KBA and credential analysis).
• Provides tamper-evident technology and X.509 digital certificates.
• Retains audio-video recordings and journals for the period required under applicable rules.
• Offers audit trails, access controls, and appropriate authentication.
• Integrates with eSignature tools and eRecording workflows.
• Meets your organization’s information security policies, including encryption at rest and in transit and incident response.

Practical steps to implement RON

• Map where your signers and notaries are located and identify governing state laws for each transaction.
• Confirm whether the receiving party (title company, lender, recorder, court, agency) accepts RON for the specific document type.
• Establish policies for identity proofing, troubleshooting failed KBA, and handling signers without U.S. identifiers.
• Train notaries on on-camera procedures, journaling, and record retention.
• Standardize templates for notarial certificates that reference remote communication technology when required by state law.
• Pilot with lower-risk transactions and measure cycle time, error rates, and acceptance by counterparties.

Risk management and privacy

Maintain least-privilege access to recordings and journals, implement data retention schedules that satisfy state minima while aligning with your organization’s policies, and conduct periodic vendor security reviews. Provide signers with clear disclosures about the use of audio-video technology and data processing. Establish fallback procedures if identity proofing fails or if a signer’s technology cannot support the session.

FAQ

Are RON notarizations valid across state lines?

Generally yes, if the notarization complied with the commissioning state’s law, but check the receiving recorder or counterparty for any format or submission requirements.

Can I use RON for wills or family law documents?

Many states restrict RON for certain testamentary or family law documents. Consult counsel before proceeding.

What if the signer is outside the United States?

Some states allow signers located outside the U.S. if identity proofing and other rules are met. Verify acceptance by the receiving party before proceeding.

How long must I retain the recording and journal?

Retention periods vary by state rule. Confirm your state’s minimums and align with organizational policies.

Future developments

States continue to refine RON rules. Federal proposals have been introduced to promote interstate recognition of remote notarizations; outcomes and timelines may change. Monitor updates from your state commissioning authority and local recorders, as well as national resources such as NASS.

How a law firm can help

We advise on whether RON is permitted for your transaction, draft compliant notarial certificates, coordinate with recorders and counterparties, and vet vendor platforms. We also develop policies for identity proofing, record retention, and multi-state acceptance to help you accelerate deals without compromising compliance. Contact us to discuss your specific needs.

Sources

• National Notary Association: States that allow remote notarization (accessed 2025-08-19)
• National Association of Secretaries of State (NASS): Remote Notarization Resources (accessed 2025-08-19)
• Property Records Industry Association (PRIA): eRecording standards and resources (accessed 2025-08-19)