Notarizing a document traditionally meant meeting a notary public in person, presenting identification, and signing the document in their presence. Today, technology has made the process more convenient. In many situations, documents can be notarized online through a process known as Remote Online Notarization (RON).
However, online notarization rules vary by jurisdiction and document type. Before using an online notary, it is important to understand how the process works and whether the completed document will be accepted by the organization requesting it.
What Is Online Notarization?
Online notarization allows a notary public and the signer to complete a notarial act remotely using an approved audio-video communication platform. Instead of visiting a physical office, the signer can typically participate from a computer, tablet, or smartphone with an internet connection.
The notary still performs many of the same essential functions as during an in-person appointment, including verifying the signer’s identity, witnessing the signing when required, and completing the appropriate notarial certificate.
Depending on applicable laws, electronic signatures and an electronic notary seal may be used.
How Does Online Notarization Work?
Although procedures vary, the process generally includes several steps. The signer uploads the document, provides identification, and completes any required identity verification. The signer and commissioned notary then connect through a live audio-video session.
During the session, the notary confirms the signer’s identity and completes the required notarial act. Afterward, the notarized electronic document is usually made available electronically.
The entire process can often be completed without the signer and notary being in the same physical location.
What Documents Can Be Notarized Online?
Many commonly notarized documents may be eligible for remote notarization, depending on local law. Examples can include:
- Affidavits and sworn statements
- Powers of attorney
- Business agreements
- Consent forms
- Certain real estate documents
- Financial documents
- Copies or certifications where permitted
Not every document is eligible. Some documents or transactions may require an in-person notary, witnesses, or additional authentication.
Is Online Notarization Legal?
Remote online notarization is permitted in many U.S. jurisdictions, but the exact requirements are not identical everywhere. Rules can address where the notary must be located, acceptable identification methods, technology standards, recordkeeping, and which documents may be notarized remotely.
For this reason, it is a good idea to check the requirements applicable to your document and confirm that the receiving organization accepts an electronically notarized document.
Online Notary vs. Mobile Notary
An online notary works with you remotely through an audio-video platform. A mobile notary, by contrast, travels to meet you physically at a home, office, hospital, or another agreed location.
Online notarization can be convenient when travel or scheduling makes an in-person appointment difficult. A mobile notary may be preferable when the original paper document is required or remote notarization is not available for the transaction.
Before You Notarize a Document Online
Before starting, make sure you have a valid form of identification, the correct document, and access to a device with a camera and microphone. Avoid signing the document beforehand if the notarial act requires the signature to be witnessed.
Most importantly, verify the requirements of the organization that will receive the document. A quick check beforehand can help ensure that online notarization is appropriate and prevent unnecessary delays or the need to notarize the document again.