Remote Online Notarization Explained: How the RON Process Works

Getting started with remote online notarization can feel overwhelming at first, but the core process is more straightforward than many new notaries expect. Remote online notarization — commonly called RON — allows a commissioned notary to notarize documents for signers who are located anywhere, using a secure audio-visual platform instead of meeting in person.

What Is Remote Online Notarization?

Remote online notarization is a method of notarizing documents where the notary and signer are in different physical locations, connected through a live video call. The notary uses a state-approved RON platform to verify identity, witness signatures electronically, and apply a digital notary seal — all in real time.

RON is different from simply scanning a signed document or exchanging emails. It requires a live two-way audio-visual connection, electronic signature technology, and identity verification tools that go well beyond what a traditional in-person signing involves. If you are newer to notarization in general, it helps to first understand the different types of notarizations before diving into the RON process.

How RON Differs from Electronic Notarization

Many beginners confuse RON with electronic notarization (eNotarization). They are related but not the same thing. Understanding the distinction is important before you set up your practice.

For a deeper look at how electronic notarization works alongside RON, review this guide on what you need to know about electronic notarization.

What You Need to Perform RON: Requirements at a Glance

Before you can perform your first remote online notarization, you need to have several things in place. Requirements vary by state, but most RON-authorized states share a common set of baseline requirements.

• An active notary commission in a state that has authorized RON
• RON-specific authorization — some states require a separate registration or application
• A state-approved RON platform — not just any video conferencing tool qualifies
• An electronic signature and digital notary seal compliant with your state’s standards
• Identity proofing capabilities, including Knowledge-Based Authentication (KBA) and credential analysis
• A secure, reliable internet connection with audio and video capability

If you are not yet commissioned or are exploring what it takes to qualify, the necessary requirements to become a notary is a good starting point before adding RON to your services.

Step-by-Step: How the RON Process Works

Once you are properly set up, a typical remote online notarization session follows a predictable flow. Here is how the process works from start to finish.

1. Client requests the notarization. The signer contacts you or schedules through your RON platform. They upload the document to be notarized.
2. Identity verification begins. The signer completes Knowledge-Based Authentication (KBA) — a series of questions based on their credit history or public records. They also submit a government-issued ID for credential analysis.
3. Live video session starts. You connect with the signer via the platform’s audio-visual feature. You must be able to see and hear the signer clearly throughout the session.
4. You confirm identity and willingness. You visually verify the signer’s ID on screen, confirm they understand the document, and ensure they are signing freely without duress.
5. The signer applies their electronic signature. Using the RON platform’s tools, the signer signs the document electronically while on camera.
6. You apply your electronic seal and digital certificate. Once you witness the signature, you complete the notarial act by applying your electronic notary seal and digital certificate to the document.
7. The session is recorded and stored. Most states require you to retain an audio-visual recording of every RON session for a specified number of years. Keep detailed records in your notary journal as well.

Understanding Identity Proofing in a RON Session

Identity verification is one of the most important steps in the remote online notarization process — and one of the most unfamiliar for beginners. Because the signer is not physically in front of you, the law requires additional layers of confirmation.

Knowledge-Based Authentication (KBA)

KBA is a set of multiple-choice questions drawn from the signer’s personal history — things like past addresses, car purchases, or former lenders. The signer typically must answer a minimum number of questions correctly within a set time limit. This step is completed automatically through your RON platform before the live session begins.

Credential Analysis

The signer also submits a photo of their government-issued ID, which the platform analyzes for authenticity. The notary then visually compares the ID on screen to the signer’s live appearance during the video call. For more on what proper identity verification looks like in practice, see this guide on how to conduct virtual notarizations securely.

Common Documents Notarized via RON

Remote online notarization is used across a wide range of document types. Some of the most common include:

• Real estate and mortgage documents — RON has been especially transformative for real estate closings
• Power of attorney documents
• Wills and trusts — though some states restrict RON for estate planning documents
• Affidavits and sworn statements
• Business contracts and agreements
• Loan and financial documents

Record-Keeping Requirements for RON Sessions

Just like traditional notarizations, RON sessions require careful recordkeeping. Most states that authorize RON mandate that you retain audio-visual recordings of each session for a minimum number of years — often five to ten years depending on the state. You should also log each RON session in your notary journal, including the date, type of act, and identity verification method used.

Your RON platform will typically store session recordings automatically, but you are responsible for understanding your state’s retention requirements. Review best practices for notary record retention policies to make sure your RON workflow is compliant.

RON vs. Mobile Notary: Choosing the Right Approach

As a new RON notary, you may wonder how this service fits alongside traditional in-person or mobile notary work. Both have their advantages depending on the client’s needs and location. RON is ideal for signers who are remote, traveling, or have mobility challenges. Mobile notary services remain essential when a signer needs in-person assistance or when a document type is not eligible for RON in your state.

Many notaries offer both services to maximize their reach. To explore how these two approaches compare from a business standpoint, read this breakdown of RON vs. mobile notary services.

What to Do When Things Go Wrong During a RON Session

Even experienced notaries encounter unexpected situations during RON sessions. Here are some common challenges and how to handle them:

• KBA fails: If a signer cannot pass the KBA questions, you cannot proceed with the RON session. Do not attempt workarounds — direct the signer to an in-person notarization instead.
• Video connection drops: If the live session is interrupted and identity has not been fully verified, you must restart from the beginning. Do not complete the notarization based on a partial session.
• Signer appears confused or under pressure: If you have concerns about a signer’s willingness or mental capacity, you have both the right and the responsibility to decline or pause. Learn more about handling notarizations for signers with diminished capacity.
• ID does not match appearance: If the signer’s live appearance does not reasonably match the submitted ID, you must refuse the notarization and document your reason.

Protecting Yourself: Insurance and Liability in RON

Because RON involves digital documents and remote identity verification, the potential for errors or disputes exists just as it does with traditional notarization. Errors and omissions (E&O) insurance is strongly recommended for any notary performing RON sessions. It protects you if a clerical error or procedural mistake results in a financial loss for a client. You can explore coverage options through the E&O insurance and notary bond resources available to notaries. You may also want to review general guidance on understanding notary bonds and E&O insurance if you are newer to these protections.

The Future of RON

Remote online notarization has expanded significantly in recent years and continues to grow as more states adopt enabling legislation. Many legal, financial, and real estate professionals now prefer RON for its speed and convenience. As technology evolves, so do the platforms and requirements associated with it. Staying current with the latest legal updates in notary law will help you stay compliant and competitive as RON continues to develop.

Frequently Asked Questions

What states currently allow remote online notarization?

Many states across the U.S. have enacted RON legislation, though the rules, platforms, and registration requirements vary significantly. Before offering RON services, check with your state’s notary-regulating authority — typically the Secretary of State — to confirm whether your state authorizes it and what steps you must take to get started.

Do I need a special commission to perform RON?

In most cases, you must already hold an active notary commission in a RON-authorized state. Some states require you to apply for additional RON-specific authorization or register with the state before you can begin offering remote sessions. The requirements differ from state to state, so always verify with your commissioning authority.

What technology do I need to perform remote online notarizations?

You need a state-approved RON platform — not just any video conferencing app. These platforms include built-in identity verification tools (KBA and credential analysis), electronic signature capabilities, and session recording features. You also need a reliable internet connection, a webcam, and a microphone. Your platform provider will guide you through any additional technical requirements.

Can a signer outside the United States use RON?

In many cases, yes — as long as the notary performing the RON is commissioned in a state that permits it and the document does not require physical presence. However, rules and acceptance of RON documents can vary internationally. Always verify with the receiving party whether a remotely notarized document will be accepted in the destination country.

How long do I need to keep RON session recordings?

Most states that authorize RON require notaries to retain audio-visual recordings of each session for a specified period — typically five to ten years. The exact requirement depends on your state. Your RON platform may store recordings automatically, but it is your responsibility as the notary to ensure retention compliance and have access to those records if needed.

Conclusion

Remote online notarization combines the legal authority of a commissioned notary with secure technology to make document signings faster, more flexible, and accessible to people anywhere. Whether you are just beginning to explore RON or preparing to perform your first session, understanding the full process — from identity proofing to session recording — is essential to doing it correctly and confidently. As RON authorization continues to expand across the country, notaries who are trained and ready to offer these services will be well-positioned to serve a growing range of clients.