Common Remote Online Notary Mistakes and How to Avoid Them

Remote online notarization (RON) adds a layer of complexity that traditional, in-person notarizations simply do not have. Even experienced notaries who are well-versed in the fundamentals can stumble when they move their practice online, making errors that can invalidate documents, trigger complaints, or expose them to liability.

Misunderstanding Platform-Specific and State-Specific Requirements

One of the most persistent remote online notary mistakes is treating all RON sessions as interchangeable regardless of what state you are commissioned in or what platform you use. Every approved RON platform has its own workflow, and many states impose specific requirements that go beyond what the platform enforces automatically.

For example, some states require the notary to verbally confirm the date of the session on the recording. Others mandate specific certificate language for remotely notarized documents. If you skip or shortcut these steps, your certificate may be considered defective even if the platform processed the session without flagging an error.

Before each session, confirm:

• Your state’s current RON statutes and whether your commission type authorizes RON
• Whether your platform is on your state’s approved vendor list
• The required notarial certificate wording for remote notarizations specifically
• Whether your state requires an audio-visual recording and how long it must be retained

Understanding the full RON process from a procedural standpoint is essential. You can review a detailed breakdown of how the RON process works to ensure your workflow aligns with legal requirements before you begin accepting sessions.

Inadequate Signer Identity Verification

Identity proofing in RON sessions is far more technically rigorous than presenting a driver’s license in person. The most common remote online notary mistake in this area is relying solely on knowledge-based authentication (KBA) when your state or document type also requires credential analysis — or vice versa.

KBA alone may not be sufficient for certain high-stakes documents such as deeds or powers of attorney. Credential analysis, which involves uploading a government-issued ID for automated verification, is a separate step that some notaries skip because the platform allows the session to proceed without it.

Another error is failing to actually review the result of the credential analysis before proceeding. The platform may run the check in the background, but the notary is responsible for reviewing whether the result passed or failed before completing the notarization.

Notaries who handle sensitive transactions such as power of attorney notarizations should be especially diligent, as these documents are frequent targets of fraud and often face heightened scrutiny during the identity verification stage.

Failing to Confirm the Signer’s Location

RON sessions may lawfully take place across state lines in many jurisdictions, but the signer’s physical location at the time of notarization still matters — and notaries often fail to verify it. Many states require the notary to confirm where the signer is physically located during the session, and that information must be documented in the notarial certificate or journal.

If the signer is located outside the United States during the session, additional requirements may apply. Some states authorize their notaries to perform RON for signers located abroad, while others restrict this. Proceeding without confirming location can result in a defective notarization.

Always ask the signer — on the recording — where they are physically located at the moment of signing. Document that location in your journal entry and confirm it aligns with your state’s authorization rules before completing the act. You can find deeper guidance on this and related issues in our resource on how to handle remote notarization.

Recording and Record-Keeping Errors

RON sessions typically generate an audio-visual recording that must be retained for a state-specified period. Many notaries make the mistake of assuming the platform handles all storage obligations automatically and indefinitely — this is not always the case.

Platform storage terms vary. Some platforms retain recordings for only a limited period or may terminate access if your subscription lapses. If your state requires you to retain recordings for five or ten years, you may need to download and independently store those files in a secure, access-controlled location.

A second common error is failing to maintain a complete journal entry for each RON session. Even when a session is recorded, most states still require a notarial journal entry that captures the date, type of act, names of signers, document description, and identity verification method used. For a full overview of best practices, see our guide on notary record retention policies and best practices.

The table below summarizes the most common RON record-keeping oversights and how to address each one.

Incorrect Notarial Certificate Language

Remote online notarizations require certificate language that acknowledges the session occurred via audio-visual communication. Using a standard in-person acknowledgment or jurat certificate on a remotely notarized document is a substantive error, not merely a technical one.

Some states have published specific RON certificate templates. Others require language that indicates the signer appeared remotely and the notary is commissioned in a particular state. Using the wrong certificate wording can invalidate the notarization entirely, regardless of how flawlessly the rest of the session was conducted.

If you are uncertain whether your certificate language is correct for a specific document type, review the guidance on notary certificate wording and compare it against your state’s RON-specific requirements.

Technology Failures and How They Are Mishandled

Internet disruptions, audio dropouts, and camera freezes during a RON session are not just inconveniences — they can render a notarization defective if they occur at a critical moment. The mistake is not that technology fails; the mistake is proceeding despite a failure rather than pausing and restarting properly.

If a signer’s audio or video drops out during the oath, the signing, or while their identity is being confirmed, that portion of the session is compromised. Completing the notarization and hoping the recording captures enough is not sufficient. You must restart the session from the affected point or reschedule entirely.

Before each session, verify that both you and the signer have adequate bandwidth, a functioning camera, and a stable audio connection. Build a pre-session checklist to confirm technical readiness — treat it the same way you would confirm identity documents before starting.

Conflicts of Interest and Improper Dual Roles

The prohibition against notarizing documents in which you have a direct personal or financial interest applies equally to RON. However, the online format sometimes creates new variations of this problem that notaries fail to anticipate.

A notary who is also an employee of a RON platform may face conflict issues when performing sessions that benefit their employer. A notary who is also the preparer, translator, or drafter of the document being notarized occupies a conflicted role. Performing these dual functions — even if the signer consents — can expose the notary to disciplinary action.

Conflicts of interest in notarial work are addressed in detail in our overview of notary ethics and conflicts of interest, which applies regardless of whether the notarization is performed in person or remotely.

Skipping Pre-Session Signer Screening for Capacity and Voluntariness

The shift to video-based sessions makes it harder to detect signs that a signer may be under duress, incapacitated, or being coached off-camera. This is one of the most serious oversights a RON notary can make, particularly for high-value documents such as estate planning instruments or real estate transfers.

You should watch the signer’s behavior on camera before and during the session. If someone appears to be reading from a script, hesitates repeatedly, or looks off-screen for confirmation, these are warning signs worth investigating before you proceed. In cases where cognitive impairment is a concern, additional scrutiny is warranted. Our resource on handling notarizations when a signer may have diminished capacity provides practical guidance that applies directly to remote sessions.

Additionally, because RON environments make it difficult to confirm who else may be present, always ask the signer directly whether they are signing voluntarily and whether anyone is pressuring them to sign. Document this exchange in your session journal.

Not Staying Current With RON Law Changes

RON legislation continues to evolve. States that authorized RON as a temporary measure during the pandemic have since enacted permanent frameworks — some with significant changes from the temporary rules. Notaries who continue operating under outdated procedures can inadvertently perform non-compliant sessions.

RON-specific rules also frequently intersect with electronic notarization requirements, and understanding the difference between the two is critical. Keeping current with the latest legal updates in notary law is not optional — it is a core professional responsibility for any active RON notary.

Frequently Asked Questions

What happens if I use the wrong notarial certificate on a remotely notarized document?

Using an in-person certificate template on a remotely notarized document is a substantive error that can invalidate the notarization. The receiving party, court, or government agency may reject the document. In most cases, the signer will need to schedule a new session with corrected certificate language. Some states allow corrections under specific conditions, but it is always better to use the correct language from the start.

Do I need to keep copies of RON recordings myself, or does the platform handle that?

Platform storage policies vary, and many platforms only retain recordings for a limited period. If your state requires recordings to be retained for longer than the platform retains them — or if your platform subscription lapses — you may lose access to those records. You should independently download and securely store recordings to ensure you can meet your state’s retention requirements.

Can I perform a RON session for a signer located in another country?

Some states authorize their commissioned notaries to perform RON sessions for signers who are physically located outside the United States at the time of signing. Others do not. You must verify your state’s specific rules before accepting a session from an internationally located signer. Always confirm and document the signer’s physical location at the start of every session.

What should I do if the video connection drops during a critical part of the session?

If a technical failure occurs during a key moment — such as the oath, the signing, or identity verification — you should stop the session and not proceed as though the failure did not happen. Reconnect and restart from the affected point, or reschedule the session entirely. Completing a session despite a documented gap in the audio-visual record exposes both you and the document to challenge.

Is the RON journal entry still required even though the session is recorded?

In the vast majority of states that authorize RON, yes. The audio-visual recording does not replace the notarial journal. Most states require a separate journal entry for each RON act that captures the date, type of notarization, document description, signer information, and identity verification method. Failing to maintain this record is a compliance violation even when the session recording is intact.

Conclusion

Remote online notary mistakes are rarely the result of carelessness — they most often stem from gaps in training, over-reliance on platform automation, or failing to keep pace with evolving state requirements. By addressing each of the issues covered here with deliberate, documented procedures, you position yourself to conduct RON sessions that are not only legally defensible but professionally sound.