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.
For attorneys and their clients, getting documents notarized has often meant scheduling in-person meetings, coordinating availability, and managing paper-based workflows. With the ability to notarize documents online through Remote Online Notarization (RON), this process has become more flexible and accessible, especially for clients who are remote, traveling, or facing time constraints.
This guide is designed to help legal professionals and their clients understand how to notarize documents online effectively. We’ll walk through the key benefits of RON, what to consider when selecting a service, and how the process typically works. By understanding these elements, attorneys can better support their clients while modernizing their document execution workflows.
What is Online Notarization?
For attorneys managing time-sensitive or geographically dispersed client matters, online notarization, also known as Remote Online Notarization (RON), offers a modern alternative to traditional, in-person notarization. RON enables clients to connect with a commissioned notary public through a secure video call, during which the notary verifies their identity, observes the electronic signing, and applies a digital signature and seal.
The resulting notarized document is typically tamper-evident and may help reinforce the integrity of legal records. This can be especially useful for attorneys handling estate planning, real estate transactions, or business agreements, where access to a local notary may be limited or where clients are out of state.
While RON is authorized in many jurisdictions, state laws and document-specific requirements can vary. Legal professionals should confirm whether online notarization is appropriate for each use case. When used appropriately, RON can help attorneys streamline document execution, support compliance, and provide added convenience to clients, without sacrificing security or professionalism.
The Benefits of Notarizing Documents Online for Attorneys and Their Clients
Why consider using Remote Online Notarization (RON) in your legal practice or client engagements? For attorneys, offering or recommending the ability to notarize documents online can help streamline workflows, improve client service, and expand access to critical legal processes. Below are some key benefits that make RON an increasingly valuable tool for law firms and their clients:
Convenience
RON eliminates the need to coordinate in-person meetings or work around traditional business hours. Clients can complete notarizations from their home, office, or even while traveling. This flexibility may be especially helpful for estate planning, real estate closings, or clients located out of state.
Faster Turnaround Times
Many online notary platforms offer access to on-demand notaries, which can help reduce delays in document execution. In some cases, notarizations may be completed within minutes—supporting tight deadlines or last-minute needs.
Cost-Efficiency
Online notarization often helps reduce costs related to travel, mailing, or courier services. The service fees are typically competitive, and the time saved may contribute to lower administrative overhead for law firms and clients alike.
Enhanced Security
RON platforms generally use encrypted video technology, identity verification protocols, and tamper-evident seals. These features support compliance and help maintain the integrity of sensitive legal documents.
Improved Accessibility
For clients with mobility challenges, demanding schedules, or those living in rural areas, online notarization may offer a more accessible option. This can help law firms serve a wider range of clients without compromising convenience or professionalism.
Streamlined Document Management
Digital platforms allow attorneys and clients to upload, sign, and download notarized documents within a secure environment. Some services also offer document storage and audit trails, which may assist with recordkeeping and regulatory compliance.
Comparing Online Notary Services with Traditional Notary Services
When choosing between a remote online notary service and traditional in-person notarization, it’s important for attorneys and their clients to understand how the two methods differ. Both approaches can result in a valid notarized document, but the process, accessibility, and compliance considerations vary.
Here’s a side-by-side comparison to help determine which may be most appropriate for a given situation:
| Feature | Online Notary Service (RON) | Traditional Notary Service |
|---|---|---|
| Location | Sign from anywhere with internet access. As long as you have a laptop or tablet. | Requires physical presence, either at a notary office or via mobile notary visit. |
| Convenience | High; typically available 24/7 with on-demand notaries. No travel or in-person scheduling needed. | Lower; requires travel, scheduling, and adherence to business hours. |
| Speed | Often fast; notarizations can be completed in minutes or hours, ideal for urgent matters. | May involve delays; depends on notary availability, travel, and scheduling. |
| Cost | Frequently cost-effective; no travel expenses and transparent fee structures. Some platforms offer flat-rate or bundled pricing. | May be higher; includes standard fees per signature and possible travel costs for mobile notaries. |
| Security | Strong; uses encryption, identity verification (e.g., KBA), digital audit trails, and tamper-evident digital seals. | Generally secure; relies on physical ID review, ink signatures, and paper journals. |
| Document Handling | Fully digital; supports electronic upload, eSigning, and immediate access to a digital notarized document. | Paper-based; requires manual signing, physical stamping, and handling of original hard copies. |
| Accessibility | Ideal for clients in remote areas, with mobility limitations, or in different time zones. | Limited by location, availability of notaries, and travel ability. |
| Technology Requirements | Requires a computer, internet connection, camera, and microphone. | No technology needed for the signer, only the ability to attend in person. |
Attorneys should consider the specific needs of each transaction and client. For routine agreements, cross-state matters, or clients needing flexible scheduling, an online notary service may offer significant advantages.
Traditional notarization may still be preferred in certain situations, particularly where state or agency rules require a wet ink signature or in-person appearance.
What Types of Documents Can Be Notarized Online?
Remote Online Notarization (RON) offers attorneys and their clients a flexible and secure way to execute a wide range of legal documents. This flexibility is one reason RON is increasingly used in modern legal practices. While eligibility can vary by state and document type, many commonly notarized documents may be completed online.
Here are some examples of documents that may be eligible for online notarization:
- Affidavits and sworn statements
- Real estate documents, including deeds, mortgage documents, and lease agreements (note: some county recorder offices may require traditional notarization)
- Financial documents, such as loan agreements, lien releases, and financial disclosures
- Powers of attorney for healthcare or financial decision-making (state-specific rules may apply)
- Wills and trusts; RON is NOT universally accepted for estate documents, so it’s important to review local law before proceeding
- Business agreements and contracts, such as operating agreements, partnership contracts, and corporate resolutions
- Consent forms, including parental travel consent letters
- Vehicle title transfers, depending on your state DMV guidelines
- Personal declarations or statements, involving sensitive information that requires verified identity and signature
It’s important to note that not all documents are eligible for online notarization in every jurisdiction. Some matters, such as adoption-related filings, certain divorce decrees, court-submitted documents, or documents requiring an Apostille for international use, may still require in-person notarization or follow additional procedures.
Attorneys should always confirm RON eligibility based on the document’s purpose, applicable state laws, and any receiving agency requirements. When permitted, online notarization can help simplify workflows, increase flexibility for clients, and maintain legal integrity.
How to Notarize Documents Online: A Step-by-Step Guide
The ability to notarize documents online can offer a more streamlined, flexible approach to completing important legal paperwork. Whether you’re guiding a client through an estate plan, real estate transaction, or business agreement, understanding the RON process can help ensure documents are properly executed, without the constraints of location or office hours.
While specific steps may vary by platform or jurisdiction, the general process follows this sequence:
1. Choose a Reputable Online Notary Service
Selecting a trusted Remote Online Notarization provider is an essential first step. Attorneys should look for platforms that have received approval by the Secretary of State in the relevant state and which have a robust compliance program demonstrated by written policies and procedures. Since not all online notarizations are accepted in every jurisdiction, confirm that the service meets legal requirements for your client’s specific matter.
Consider factors such as security protocols, ease of use, and client support. Look for providers with high ratings and professional reviews, and evaluate how they protect sensitive documents through encryption, identity verification, and secure storage. Well-known options include NotaryCam and other established platforms.
2. Create an Account or Complete an Online Form
Most platforms will ask users to create an account or complete an online form, which involves providing basic personal information, agreeing to terms of use, and verifying an email address. If you’re assisting a client, this is a good opportunity to ensure all required details are entered correctly and securely.
3. Upload Your Document
Once the account is active, the next step is uploading the document that needs to be notarized. Most systems support PDFs and common word processing formats. Attorneys should ensure the document is complete but unsigned, signatures must be added during the live video session.
For estate plans, real estate deeds, powers of attorney, or corporate agreements, it’s helpful to double-check that all necessary pages and exhibits are included before starting the notarization process.
4. Prove Your Identity
Identity verification is a critical component of online notarization. The signer will typically need to present a valid government-issued ID (e.g., driver’s license or passport) during the session. Most platforms use additional safeguards such as:
- Knowledge-Based Authentication (KBA): Questions pulled from public records
- Credential Analysis: Automated ID scanning and verification
- Biometric Matching: Some platforms may compare a live image to the ID photo
Attorneys should be prepared to explain these steps to clients and verify that their ID is valid and current.
5. Connect with a Notary
After successful credential analysis, the signer is connected to a live, commissioned notary via secure video conference. The notary will walk through the process, and guide the signer through the required steps.
This live interaction helps ensure the signer is acting willingly.
6. Sign the Document
During the video session, the signer will add their electronic signature where directed. The notary may request verbal confirmation that the signature is voluntary and informed. For legal documents, this acknowledgment is especially important to uphold enforceability.
7. The Notary Completes the Process
Once the document is signed, the notary applies their digital signature and electronic seal. They’ll also complete a notarial certificate detailing the time, date, and other relevant information. The notarization is recorded in the notary’s digital journal, as required by law.
Afterward, the notarized document is typically available for immediate download as a secure PDF. Clients can retain a digital copy for their records, and attorneys can file or distribute it according to the matter’s needs.
Flexible RON Options for Attorneys
Attorneys today have more choices than ever when it comes to offering Remote Online Notarization (RON), and NotaryCam provides two flexible solutions to meet your firm’s needs, whether you want to streamline client service or bring notarization in-house.
Access Our Network of Notaries
If your firm doesn’t have a commissioned notary on staff, or you need additional support, NotaryCam gives you access to a nationwide network of professionally commissioned online notaries. Our notaries handle the full RON process for your clients, including secure identity verification, audio-visual session management, and digital document delivery. This option is ideal for busy firms that want a hands-off, compliant solution to meet client needs quickly and efficiently.
Use NotaryCam’s Platform with Your In-House Notaries
If your firm already employs RON commissioned notaries, NotaryCam’s RON platform makes it easy to conduct notarizations internally. Our technology equips your in-house notaries with secure video conferencing, identity verification tools, tamper-evident digital seals, and audit trails, all within a system built for security and ease of use. This option helps you maintain control over the process while offering a seamless online experience for your clients.
Whether you prefer to rely on our trusted notaries or empower your own, NotaryCam helps law firms deliver a modern, convenient way to notarize documents online, all while maintaining the professionalism and security your clients expect.
Legal Considerations for Online Notarization
While Remote Online Notarization (RON) offers attorneys and clients increased flexibility and efficiency, there are important legal considerations to keep in mind to ensure that notarized documents are valid, enforceable, and accepted by the receiving party. Understanding the legal landscape around RON helps reduce risk and supports compliance with applicable laws.
State Laws Vary
The most important consideration is that RON laws differ across states. Although the majority of states have enacted permanent online notarization statutes, the rules governing how notaries operate, what types of documents are eligible, and what technology standards apply can vary widely. Attorneys should review the laws of both:
- The state where the notary is commissioned, and
- The state where the document will be used, recorded, or enforced.
Verifying both jurisdictions is essential, particularly for real estate, estate planning, and financial documents.
Interstate Recognition
Many states with RON laws recognize notarizations performed by commissioned notaries in other states, typically under principles of interstate comity. However, interstate recognition is not automatic for all document types or receiving agencies. It’s advisable to confirm with the relevant party, such as a title company, court clerk, or government office, whether an out-of-state online notarization will be accepted.
Federal Acceptance
Several federal agencies may accept online notarized documents if the notarization complies with the laws of the notary’s commissioning state. While the proposed SECURE Notarization Act may eventually establish national standards for RON, it has not yet been passed. Until then, attorneys should verify acceptance with the specific federal agency involved in the transaction.
International Use
Using a remotely notarized document outside the U.S. introduces additional complexity. To be validly completed by Remote Online Notarization (RON), the transaction must have some nexus to the United States, such as it relates to U.S. real estate or a business transaction with a U.S. company. Whether a foreign country accepts an online notarized document depends on its own laws and whether it is a signatory to treaties like the Hague Apostille Convention. Even if a document is accepted in the U.S., some foreign jurisdictions may not yet recognize digital or remote notarizations. For cross-border transactions, legal counsel and consular guidance are strongly recommended.
Record Keeping and Compliance
RON platforms and commissioned online notaries are typically required to maintain secure electronic journals and video recordings of each notarization session. These records support legal compliance, offer traceability, and may be critical in resolving disputes or verifying a transaction’s legitimacy.
Attorneys incorporating online notarization into their practice should stay informed of evolving laws and best practices. A proactive approach to compliance helps ensure that RON is used effectively, serving both the firm’s operational needs and the client’s legal interests.
The Future of Notarization for Law Firms
As legal services continue to adapt to an increasingly digital world, the role of notarization may evolve along with it. For law firms, the future of notarization is likely to be shaped by technology, client expectations for convenience, and the push for greater operational efficiency, all while maintaining compliance and trust.
Remote Online Notarization (RON) is already redefining how attorneys manage time-sensitive documents and serve clients across geographic boundaries. What was once a logistical hurdle, coordinating in-person meetings for a single signature, is now becoming a streamlined, secure process that can be completed from virtually anywhere. As more states adopt permanent RON legislation and federal standards gain traction, RON is expected to become a core part of legal workflows.
In addition, advancements in identity verification, biometrics, and digital audit trails are helping law firms enhance security while maintaining a verifiable record of notarial acts. These features not only support compliance but also reduce risk in high-liability areas like estate planning, real estate, and business transactions.
Looking ahead, law firms that embrace RON, either through trusted platforms or by enabling their in-house notaries, position themselves to better meet modern client demands. Digital notarization may also support broader goals around remote work, paperless operations, and sustainability.
In short, the future of notarization in law is digital, flexible, and secure. Law firms that integrate RON into their practice today will be better equipped to deliver efficient, client-centered service tomorrow.
Conclusion
Remote Online Notarization (RON) is quickly becoming a practical and valuable tool for law firms and their clients. It can offer a secure, flexible way to notarize documents online, helping attorneys meet the growing demand for convenience without compromising compliance or professionalism.
Whether you’re working with a trusted platform’s notaries or enabling your in-house team with RON technology, the ability to complete notarizations remotely can save time, reduce stress, and better serve clients, especially those who are remote, busy, or in different states.
As more states adopt permanent RON laws and technology continues to improve, online notarization is likely to become a standard part of legal workflows. By understanding how RON works and what to watch for legally, attorneys can confidently bring this modern solution into their practice.
The future of notarization is digital, and law firms that embrace it today can be well positioned to deliver efficient, client-centered service tomorrow.
FAQs: Notarize Documents Online and Law Firms
Can law firms legally use Remote Online Notarization (RON) for their clients?
Yes, in many states, law firms can legally use RON for client matters, as long as the notary is commissioned in a state that authorizes remote notarization and the notarization complies with that state’s requirements. Attorneys should also confirm that the receiving party or jurisdiction accepts online notarized documents, especially in real estate, estate planning, or court filings.
What types of legal documents can be notarized online?
A wide range of documents may be notarized online, including affidavits, real estate deeds, powers of attorney, business agreements, and consent forms. However, certain documents, such as wills, adoption papers, or those requiring an Apostille, may still require in-person notarization depending on the state or country. Law firms should always verify document eligibility before proceeding with RON.
Can attorneys use their own in-house notaries for online notarizations?
Yes. If a firm employs commissioned notaries in a state that authorizes RON, they can conduct online notarizations in-house using a compliant RON platform. To do so, the notaries will also need their approved digital supplies, such as an electronic seal and digital certificate. This setup gives law firms more control over the process and can help integrate notarization into existing workflows.
What should law firms look for in a RON provider?
Law firms should look for platforms that offer secure identity verification, tamper-evident digital seals, audit trails, and video session recording. A reliable provider should also comply with state laws as well as industry guidelines and best practices, provide clear documentation, and offer user-friendly tools for both attorneys and clients.
Are online notarized documents as valid as traditional ones?
In most cases, yes. When performed in accordance with state law, a notarized document completed online holds the same legal validity as one completed in person. However, it’s important to confirm acceptance with courts, title companies, or government agencies before relying on a remote notarization for critical filings.
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