How to Become a Remote Online Notary
Table of Contents
Remote Online Notarization (RON) is transforming the way notaries serve clients — allowing them to notarize documents entirely online using audio-visual technology. If you’re a notary looking to expand your services or someone just getting started, understanding how to become a remote online notary is one of the most valuable steps you can take in today’s digital-first world.
Select your state below to get started with your RON training course.
What Is Remote Online Notarization?
Remote Online Notarization (RON) is a process that allows a commissioned notary public to notarize documents for signers who appear via a live, two-way audio-video call — rather than in person. The notary and signer never have to be in the same room. Instead, the entire transaction takes place through a secure, state-approved technology platform.
RON is distinct from electronic notarization, which may only involve electronic signatures without the remote video component. If you want to understand more about the broader category, our guide on what you need to know about electronic notarization offers a helpful foundation.
Is Remote Online Notarization Legal in Your State?
Not every state authorizes RON, and those that do have varying requirements. Most states that permit RON require notaries to register or obtain a separate RON authorization before they can legally perform remote notarizations. Always check your state’s specific rules before getting started.
The table below provides a high-level overview of key RON requirements common across authorized states.
| Requirement | Typical Standard | Notes |
|---|---|---|
| Active Notary Commission | Required | Must be in good standing in your state |
| RON-Specific Authorization | Required in most states | Separate application or registration may be needed |
| Approved RON Platform | Required | Must use a state-approved technology vendor |
| Identity Verification (IDV) | Required | Knowledge-based authentication (KBA) and/or credential analysis |
| Audio-Video Recording | Required in most states | Session recordings must typically be stored for a set number of years |
| Electronic Seal & Signature | Required | Must meet state-specific digital certificate standards |
| Training or Education | Required in some states | Check your state’s notary authority for details |
Requirements vary significantly from state to state, so always verify with your state’s notary commissioning authority before proceeding. You can find state-specific guidance through the notary laws section of our resource library.
Step-by-Step: How to Become a Remote Online Notary
The path to becoming an authorized remote online notary follows a consistent general process across most states. The specific steps below represent the typical path — your state may have minor variations.
- Hold an active notary commission. You must already be a commissioned notary public in your state. If you are not yet commissioned, start with our guide on how to become a notary public.
- Check your state’s RON authorization requirements. Many states require a separate application or registration to perform remote online notarizations. Visit your state’s Secretary of State or notary authority website for exact instructions.
- Complete any required RON training. Some states mandate a RON-specific education course before you can register. Use the state dropdown at the top of this page to access the appropriate training for your state.
- Select a state-approved RON platform. You must use a technology vendor that your state has officially approved. These platforms handle identity verification, audio-video sessions, electronic signing, and recordkeeping.
- Obtain a digital certificate and electronic seal. Your electronic notary seal must meet your state’s technical specifications. This is typically issued through the RON platform or a separate vendor.
- Submit your RON application. File any required registration forms with your state notary authority, paying applicable fees if required.
- Begin accepting remote signings. Once approved, you can start scheduling and conducting remote online notarization sessions through your chosen platform.
What Happens During a RON Session? Real-World Scenarios
Understanding the process is one thing — seeing how it plays out in practice is another. Here are three realistic scenarios new remote online notaries commonly encounter.
A buyer purchasing a home in another state needs to sign loan documents but cannot travel to a closing office. You schedule a RON session through your approved platform. The signer logs in from their laptop, verifies their identity using knowledge-based authentication questions and a photo ID scan, and the platform confirms their identity in real time. You both appear on a live video call, you watch the signer sign each document electronically, and you apply your digital notary seal. The completed, tamper-evident documents are sent to the title company — all without anyone leaving home. For more on how notaries fit into real estate transactions, see the importance of notaries in real estate closings.
An adult child needs their elderly parent, who lives across the country, to sign a power of attorney document. Neither party can travel. You set up a RON session, the parent joins on a video call with the adult child present, and you carefully verify the signer’s identity and assess their willingness and capacity before proceeding. The notarization is completed digitally, and the signed document is electronically transmitted to the requesting attorney. Questions around capacity during a signing are addressed in our guide on handling notarizations when a signer has diminished capacity.
A U.S.-based company needs a business agreement notarized with a signatory who is currently overseas. You confirm your state’s laws allow you to notarize for a signer located abroad (many RON laws permit this, as jurisdiction is tied to where the notary is located, not the signer). The session proceeds via video call with full identity verification. The notarized document is then used in an international transaction. For more on cross-border notarizations, explore our article on the role of notaries in international business transactions.
Technology and Equipment You Will Need
To conduct remote online notarizations professionally, you need a reliable technical setup. Most RON platforms have minimum system requirements, but the following basics apply across the board.
- A computer or laptop with a high-definition webcam and microphone
- A stable, high-speed internet connection
- A quiet, well-lit, professional background for video calls
- A subscription or account with a state-approved RON platform
- A digital certificate and electronic notary seal compatible with your platform
- Secure storage for electronic records and session recordings
Good scheduling tools also make a significant difference when managing multiple remote appointments. Review options in our roundup of the best scheduling and management apps for notaries.
Identity Verification in Remote Online Notarization
One of the most critical — and unique — aspects of RON is identity verification. Because the signer is not physically present, the platform must verify who they are using approved methods. Most states require a combination of the following:
- Knowledge-Based Authentication (KBA)
- The signer answers a series of questions about their personal history, drawn from public records. These questions are dynamically generated and must be answered correctly within a time limit.
- Credential Analysis
- The signer uploads a photo of a government-issued ID. The platform’s software checks for security features and authenticates the document’s validity.
- Live Video Comparison
- The notary visually compares the signer appearing on the video call to the photo on their ID in real time.
If the signer fails identity verification, you must decline the notarization. Understanding when and how to properly refuse a session is covered in our guide on how to handle refusal of notary services.
Recordkeeping Requirements for Remote Online Notaries
RON sessions generate electronic records, and most states require notaries to retain audio-video recordings of completed sessions for a specified period — often five to ten years. Your RON platform typically manages this storage, but you remain responsible for compliance.
In addition to session recordings, you may be required to maintain an electronic notary journal. Proper recordkeeping protects you if questions ever arise about a past notarization. For guidance on journal practices, visit our resource on notary record retention policies and best practices.
Protecting Yourself with E&O Insurance
Before you begin performing remote online notarizations, make sure your errors and omissions (E&O) insurance coverage extends to RON activities. Some policies may treat RON as a separate category, or may have coverage gaps for technology-related claims. Review your coverage carefully and update it if necessary. You can explore your E&O insurance and notary bond options through our E&O insurance and bonds resource page.
RON vs. Mobile Notary: Which Is Right for You?
Some notaries wonder whether adding RON services makes sense when they already operate as a mobile notary. The two models are not mutually exclusive — many successful notaries offer both. RON expands your geographic reach without requiring travel, which can mean more flexibility and a broader client base. If you are weighing the financial trade-offs, our comparison of RON vs. mobile notary services and profitability breaks down the key differences.
Adding RON to your existing notary practice can also open doors to a wider range of document types — from estate planning instruments to business contracts. Our overview of the notary’s role in estate planning shows how these services frequently intersect.
How to Conduct Virtual Notarizations Securely
Security is a top priority in every remote online notarization. Using a state-approved platform provides a structural layer of protection, but there are additional best practices every RON notary should follow consistently.
- Always conduct sessions in a private, secure location — never in a public space
- Use a strong, unique password for your RON platform account and enable two-factor authentication
- Never share your digital certificate credentials with anyone
- Confirm each signer’s identity before proceeding, even if you recognize the person
- If technical issues interrupt a session, reschedule rather than proceeding with incomplete verification
- Follow your state’s rules on witnesses, when required — some RON sessions may need electronic witnesses
For a deeper look at security protocols during virtual sessions, see our detailed guide on how to conduct virtual notarizations securely.
Frequently Asked Questions
Do I need a separate commission to perform remote online notarizations?
In most states, you do not need a separate notary commission, but you do need to register or receive authorization specifically for RON. Requirements vary by state — some require an application and fee, while others require completing approved training before you can begin.
Can I notarize documents for signers in other states using RON?
In most cases, your authority as a RON notary is determined by where you are commissioned and located — not where the signer is. Many RON laws allow you to notarize for signers located anywhere, including outside the U.S. However, always confirm your state’s specific rules and whether the receiving jurisdiction will accept the notarization.
What happens if the signer fails identity verification during a RON session?
If the signer cannot pass the required identity verification steps — such as knowledge-based authentication or credential analysis — you must decline to complete the notarization. You should not attempt to bypass or manually override the verification process. Document the failed attempt in your records.
Do I need witnesses for a remote online notarization?
It depends on the document type and your state’s law. Some documents, such as wills or certain real estate instruments, may require witnesses even during a RON session. Many RON platforms support electronic witnesses who can participate in the video session. Always check the document requirements and your state’s rules before proceeding.
How long do I need to keep RON session recordings?
Retention requirements vary by state, but many require remote online notaries to store audio-video recordings and electronic records for five to ten years. Your RON platform may handle storage automatically, but you are still responsible for ensuring compliance with your state’s specific retention period.
Start Your Remote Online Notary Journey
Becoming a remote online notary opens up a more flexible, technology-forward way to serve clients — one that is increasingly in demand across industries like real estate, legal services, finance, and beyond. Taking the time to get properly trained, registered, and equipped puts you in the best position to deliver compliant, professional RON services from day one.
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Disclaimer: All information provided by Notary Public Association is for educational purposes only and is not intended as legal advice. Notary Public Association makes no representations or warranties as to the accuracy, completeness, or applicability of the information provided and assumes no liability for any actions taken in reliance on it. Always consult a licensed attorney or your local commissioning authority for guidance specific to your notary responsibilities and jurisdiction.
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