In states that authorize remote online notarization, carriers can generally use remote online notarization (RON) for claim and beneficiary forms that require a notarial act, including sworn statements in proof of loss, beneficiary designation and change forms, and total loss affidavits, subject to the applicable state rules and the policy’s own requirements. In many cases, the incentive to introduce RON is operational. Many insurers are looking to shorten cycle times, rather than just offering a convenient process for claimants. A mailed notarization can add days to a claim that cannot settle until the signed form returns, and remote online notarization can help remove most of those days.
The Claim Documents That Typically Require Notarization
Claims teams work form by form, so the documents below are grouped by claim type.
- Life: sworn statement in proof of death, beneficiary designation forms, and beneficiary change forms.
- Property: proof of loss, sworn statement of value, and affidavit of lost policy.
- Auto: total loss affidavits and title-related documents.
- Annuity and retirement: spousal consent forms, transfer forms, and rollover paperwork.
Whether a form needs a notarial act depends on the carrier’s requirements, the policy language, the product, and applicable state law. Several also sit behind a clock that may start at the loss or the death rather than when the carrier mails the packet. See do affidavits need to be notarized.
Note: RON and notarization laws vary significantly from state to state. Some states have comprehensive frameworks supporting remote notarization of sworn statements and affidavits, while others may have restrictions or different requirements. Before implementing remote notarization in a claims workflow, check with your state’s regulatory authorities and consult with an attorney familiar with notarization and insurance laws in your jurisdiction.
Where the Days Actually Disappear in a Claim
In a traditional process, the carrier mails the form to the claimant, the claimant finds a notary, and the completed document is returned to the carrier. Even when everything goes as planned, the process can take several days, and payment may be delayed until the sworn statement is completed and added to the claim file. If a form comes back unsigned or incomplete, the process can take even longer. And when a claimant has trouble finding a notary, the form may simply sit untouched, creating a delay the carrier may have little visibility into. Removing the mailing and travel steps can shorten the time it takes to complete a notarization and make the process easier for the claimant.
When the Clock and the Disruption Arrive Together
After a catastrophe, notarization delays can become more than an operational inconvenience. A property carrier may be working through thousands of proof-of-loss forms in the same few weeks, and each one carries its own deadline. Under the Standard Flood Insurance Policy, claimants generally must submit a signed and sworn proof of loss within 60 days of the loss, as required by 44 C.F.R. Part 61. Because the proof of loss must be sworn, completing the notarization can be an important step in documenting compliance with that deadline.
Courts have treated the proof-of-loss deadline as a condition of payment, not simply an administrative formality. FEMA can extend the deadline following major disasters, but those extensions are not automatic. They are issued in writing and apply to specific events. Following Hurricanes Helene and Milton, for example, FEMA first extended the deadline to 120 days and later to 180 days from the date of loss.
The challenge is that a major storm can disrupt the same resources claimants depend on to complete and return their paperwork. Local notaries may be unavailable or displaced, while mail service can be interrupted across affected communities. Ahead of Hurricane Milton, USPS suspended retail and delivery operations across multiple ZIP areas in central Florida, with no alternate sites available in some locations.
Remote online notarization removes much of that dependence on local infrastructure. A claimant who has evacuated or been displaced can complete the notarization without locating a nearby notary or relying on local mail service. This can be particularly useful for second home owners, who may be filing on a property hundreds of miles from where they are staying, and for anyone whose primary residence is inside the affected area. For carriers, that can reduce the number of claims at risk of paperwork-related delays while giving claimants a more accessible way to complete time-sensitive requirements.
NotaryCam has a vetted notary network and allows firms to license software for their own notaries, and the network can help manage demand spikes without adding permanent staff.
Use Case: A Flood Claim After a Named Storm
A policyholder evacuates before a major storm and ends up staying several states away. Her home floods, she reports the loss, and an adjuster completes the inspection. She still needs to submit a signed and sworn proof of loss, and the deadline is tied to the date of loss, not when she is able to return home.
With a traditional process, paperwork may be mailed to an address in an area where postal service has been disrupted, while local notaries may also be unavailable or displaced. An incomplete form can create another round of back-and-forth when there are already fewer days remaining to meet the deadline.
Remote online notarization removes many of those logistical barriers. The policyholder can join a live secure two-way audio video session from wherever she is staying, complete the required identity verification, take the oath with the notary, and complete the notarization without waiting to return home or find a local notary. The completed document can then move back into the carrier’s workflow without relying on local mail service.
The Claimants Most Likely to Miss the Window
The claimants who have the hardest time getting to a notary may also be the ones dealing with the most difficult circumstances. Someone who has been displaced by a disaster, an injured policyholder, or a grieving beneficiary may have more pressing concerns than finding a notary and making another trip outside the home. This comes up often in auto and workers’ compensation claims, where the signer may be injured and identity verification has to work for someone with limited mobility. When paperwork sits unfinished, it can create additional follow-up for the carrier and, for time-sensitive documents, increase the risk of missing a deadline.
NotaryCam provides several options for the signer to upload a photo of their government-issued ID instead of relying solely on holding it in front of a webcam at the correct angle and distance. When appropriate, someone assisting the signer can help capture the image. The signer can also photograph the ID on one device and complete the session on another. The signer should still have the physical ID available during the session in case the notary needs to see it.
For carriers, making the identity-verification process easier to complete can help reduce avoidable reschedules and repeat attempts. For claimants, it means one less logistical hurdle during an already complicated situation.
Beneficiary Changes and the Longer Clock
Beneficiary changes present a different kind of risk. There may be no immediate claims deadline, but the validity of a designation could be questioned months or even years later. In those situations, having a clear record of the notarization and how the signer’s identity was verified can become especially important. An in-person notarization generally consists of a review of the signer’s photo ID and an entry in the notary’s journal.
Remote online notarization adds multiple layers of identity verification to the process. Credential analysis uses a third-party vendor to authenticate the signer’s government-issued photo ID**, and can occur before or during the session**, while knowledge-based authentication (KBA) uses questions generated from public records to further verify identity. In a NotaryCam session, KBA takes place during the live session with the signer on camera, which helps confirm that the person answering is present and answering without assistance. RON also requires multi-factor authentication, which helps confirm that the person joining is the person the ID was issued to before the session begins.
The live secure two-way audio video session also gives the notary an opportunity to interact directly with the signer and determine whether anything warrants additional scrutiny. The notary can ask the signer to hold their ID to the camera or state their address aloud, and can see who else is present in the room. If concerns arise, the transaction can be flagged for further review rather than simply moving through the process.
The value extends beyond the session itself. One advantage here is the audit trail, which documents the transaction and the identity-verification process. An additional benefit is multi-factor authentication, which can help reduce the risk of impersonation. The completed document includes its notarial certificate and tamper-evident protections designed to help identify subsequent changes. Documents uploaded for the session also become part of the permanent transaction record, so what returns to the adjuster is a dated, verifiable record rather than a scanned page.
For beneficiary designations that may be scrutinized years later, that record can give the carrier clearer documentation of who participated in the transaction, how identity was verified, and what occurred during the notarization.
Multiple Beneficiaries on One Policy
When a policy has multiple beneficiaries living in different states, a traditional notarization process can mean sending, completing, and returning documents separately for each person. Four beneficiaries in four states can mean four mail cycles, and that can leave the settlement dependent on the last completed form.
With remote online notarization, beneficiaries can schedule their sessions individually without having to locate a local notary or exchange documents by mail. Those sessions may be completed within a much shorter window, helping the carrier move the overall settlement forward rather than waiting for paperwork to travel between multiple locations. The carrier still makes the claim decision and owns the file, while the platform handles scheduling, identity verification, and the notarial record.
Can a Carrier’s Own Notaries Handle Claim Forms?
Carriers considering remote notarization software for their own employees should first determine who can perform the notarization under applicable state law.
Notary impartiality rules generally prohibit a notary from performing an act when they are a party to the transaction or have a direct financial or beneficial interest in it. Simply being employed by the carrier does not necessarily create a disqualifying interest, and some states expressly permit employees to notarize documents for their employers.
The circumstances surrounding the individual transaction still matter. For example, questions about impartiality could arise if the notary has compensation tied to the outcome, is named in the document, or has decision-making authority over the underlying claim. Carriers using employee notaries should work with counsel to establish clear guidelines based on the laws governing the notarization.
Where Remote Online Notarization May Not Be the Right Fit
Remote online notarization can remove many logistical barriers, but it may not be the right solution for every claimant or every situation.
Some identity-verification methods rely on information available through U.S. records, which can present challenges for certain international signers or others with limited U.S. history. Carriers should understand what verification methods their RON provider supports and how exceptions are handled.
Technology access matters as well. Signers need a computer, laptop or tablet with webcam and audio capabilities, plus a reliable internet connection. Following a major disaster, when power and internet service may also be disrupted, carriers should maintain an alternative process for claimants who cannot complete a remote session.
Bringing Remote Online Notarization Into the Claim Cycle
Remote online notarization can be particularly valuable when documents are time-sensitive and the traditional process is most vulnerable to disruption. After a major storm, for example, a claimant may be displaced, local notaries may be unavailable, and mail service may be interrupted at the same time a proof-of-loss deadline is approaching.
Giving claimants a remote option can help keep required documents moving without waiting for them to return home, locate a nearby notary, or depend on local mail service. For carriers, that can reduce avoidable paperwork delays and create a more consistent process for completing and documenting notarizations.
Remote notarization does not replace the need to understand applicable state law, policy requirements, or the requirements of a particular form. A practical starting point is identifying insurance documents that require notarization or carry meaningful deadlines, confirming the legal requirements with counsel, and determining where a remote workflow could remove unnecessary friction.
Frequently Asked Questions
Does a flood proof of loss have to be sworn before a notary?
The Standard Flood Insurance Policy requires the insured to submit a signed and sworn proof of loss, generally within 60 days of the date of loss unless FEMA has issued an applicable extension or waiver. Swearing a statement is a notarial act, so a notary administers the oath, whether in person or in a remote session. Carriers should confirm the requirements governing the particular claim, including how the required sworn statement may be executed and whether remote notarization is permitted.
Does FEMA extend the proof of loss deadline after a hurricane?
FEMA may extend teh proof of loss deadline after a hurricane. FEMA may issue written extensions following major disasters, but claimants and carriers should not assume an extension applies automatically. Extensions are issued for specific events and define the claims and time periods they cover. Following Hurricanes Helene and Milton, for example, FEMA ultimately extended the proof-of-loss deadline to 180 days from the date of loss. Carriers should verify the current written guidance applicable to each event.
Can an employee of the carrier notarize a claim form?
Potentially, depending on the state and the employee’s role in the transaction. Employment by itself does not necessarily disqualify a notary, but state impartiality and conflict-of-interest rules still apply. A notary who has a direct financial interest in the transaction, is a party to the document, or has another potentially disqualifying role may be unable to perform the notarization. Carriers using employee notaries should establish requirements with counsel for the states in which they operate.
Do beneficiary change forms need to be notarized?
Requirements vary by carrier, product, form, and potentially state law. Some insurers require notarization or other forms of authentication for beneficiary changes, while others do not. Carriers should follow the requirements of the applicable policy, form, and jurisdiction rather than assuming every beneficiary change requires notarization.
What device does the claimant need?
For a NotaryCam session, the signer needs a computer, laptop or tablet with webcam and audio capabilities, plus a reliable internet connection. Depending on the identity-verification process, signers may also be able to capture and upload an image of their government-issued ID rather than relying solely on positioning the credential in front of the camera. The signer should keep the physical ID available during the session in case the notary needs to see it.
Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government.
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