Online notarization makes it possible to have certain documents notarized without meeting a notary in person. Instead, the process takes place remotely using an online platform, identity verification tools, and a live audio-video connection with a commissioned notary.
Often called Remote Online Notarization (RON), this option can be convenient when the signer is traveling, lives far from a notary, or simply needs to complete documents quickly. However, availability and requirements vary by jurisdiction and document type.
What Is Online Notarization?
Online notarization is a process in which a notary and signer communicate through secure audio-video technology. The notary verifies the signer’s identity, witnesses the required action, and completes the electronic notarial certificate.
Although the meeting happens remotely, online notarization still involves formal identity checks and other procedures required under applicable law.
Step 1: Prepare Your Document
Start by making sure you have the correct document. Depending on the platform and jurisdiction, you may need to upload it in a supported electronic format.
Avoid signing the document beforehand if the notary is required to witness your signature. The notary or service provider can explain when the signature should be added.
Step 2: Verify Your Identity
Identity verification is an important part of remote notarization. You will typically need a valid government-issued photo ID, such as a driver’s license or passport.
Depending on local requirements, the online service may use additional identity-verification methods before connecting you with a notary.
Step 3: Connect With an Online Notary
Once verification is complete, you join a live video session with the notary. The notary may review your identification again and confirm that you understand the document and are participating voluntarily.
The video connection allows the notary to observe the signing process remotely.
Step 4: Sign the Document
You then electronically sign the document as instructed. The notary witnesses the required action through the live session and completes the appropriate electronic notarial certificate.
An electronic notary seal and signature may be added according to the rules governing the notarization.
Step 5: Receive the Notarized Document
After the session is completed, the notarized electronic document is generally made available through the platform. You can then save it and provide it to the organization requesting it.
Before using online notary services, confirm that the receiving organization accepts electronically notarized documents.
Is Online Notarization Accepted Everywhere?
Not necessarily. Remote online notarization rules vary by state and jurisdiction, and some documents or transactions may have additional restrictions. A notarization performed legally in one jurisdiction may also be subject to specific acceptance requirements elsewhere.
If the document will be used internationally, additional authentication, such as an apostille, may be required.
A Convenient Alternative to Visiting a Notary
Online notarization can make document processing faster and more accessible by eliminating the need for an in-person appointment. The basic process typically involves preparing the document, verifying your identity, meeting the notary by video, signing electronically, and receiving the completed document.
For important legal, business, or international documents, always check the requirements of the receiving authority before choosing online notarization.