Remote Online Notarization: Tips for Notary Signing Agents

Published August 28, 2024 · Updated May 21, 2026

Remote online notarization (RON) lets you notarize documents for signers anywhere in the world, using audio-video technology instead of meeting in person. Over 40 states now authorize some form of RON. If your state allows it and you want to add this service, here are practical tips for doing it right.

Before You Start: Know Your State’s Rules

• Check if your state allows RON. Not all states do. Some allow it permanently, some under emergency rules only. See our 50-state RON status guide.
• Get authorized. Most states require additional training, a separate RON commission, or registration before you can perform RON.
• Choose a RON platform. You must use an approved platform. You cannot just use Zoom or FaceTime. Common platforms include Notarize, DocVerify, BlueNotary, Pavaso, and Secured Signing. Your state may have a list of approved providers.

Identity Verification

This is the most critical part of RON. Since the signer is not physically in front of you, you must verify their identity through approved methods:

• Knowledge-based authentication (KBA): The signer answers multiple-choice questions based on their credit history and public records. They must answer a minimum number correctly within a time limit.
• Credential analysis: The signer uploads a photo of their government-issued ID. The platform uses technology to verify the ID is genuine and matches the person on camera.
• Biometric verification: Some platforms use facial matching: comparing the signer’s live face to the photo on their ID.

Most states require both KBA and credential analysis. The platform handles this automatically, but you should understand what is happening and be prepared to explain it to signers who are unfamiliar with the process.

Running a Smooth RON Session

1. Test your setup before the session. Check your camera, microphone, internet connection, and lighting. A bad connection wastes everyone’s time.
2. Verify the signer’s identity through the platform. Wait for KBA and credential analysis to complete before proceeding.
3. Confirm the signer understands what they are signing. Just like an in-person notarization: ask if they understand the document and are signing voluntarily.
4. Watch the signer sign. The signer signs electronically on the platform. You must witness this in real time through the video connection.
5. Apply your electronic seal and signature. The platform provides this. You do not use your physical stamp.
6. Record the session. Most RON platforms automatically record the audio-video session as required by state law.
7. Complete your journal entry. Record the RON session details in your journal (or the platform’s electronic journal if your state allows it).

Common Problems and How to Handle Them

• Signer fails KBA: This happens. The signer may need to retry or use a different identity verification method. Some platforms allow a second attempt after a waiting period.
• Poor internet connection: Ask the signer to move closer to their router or switch to a wired connection. If the video is choppy, the session may not be legally valid in some states.
• Signer is not tech-savvy: Walk them through the platform before starting the actual notarization. Many platforms have a test mode or tutorial.
• Document format issues: Make sure the document is uploaded to the platform as a PDF. Some platforms do not accept other formats.

Security

• Use a secure, private location for your RON sessions, not a coffee shop or public space
• Keep your platform credentials secure: do not share your login
• Do not record the session separately on your own device, the platform’s recording satisfies the legal requirement
• Follow your platform’s data retention policies. Most store session recordings for the period required by your state

Related Reading

• How to Become an Online Notary (50-State RON Guide)
• RON Workspace Setup Guide
• Knowledge-Based Authentication in RON

Frequently Asked Questions

Can I perform RON in a state that does not authorize it?

No. You can only perform RON if your commissioning state authorizes it. The signer’s location matters too. Some states require the signer to be physically in the United States, regardless of which state commissioned the notary.

Can I use Zoom or FaceTime for RON?

No. RON must be performed on an approved platform that provides identity verification, session recording, electronic seals, and tamper-evident technology. Zoom and FaceTime do not meet these requirements.

How does the signer sign in a RON session?

The signer signs electronically on the RON platform. You watch them sign through the video connection in real time. No physical paper or wet-ink signature is involved.

What if the signer fails the identity verification?

They may be able to retry after a waiting period. If they cannot pass KBA or credential analysis, the notarization cannot proceed remotely. They would need to find a notary for an in-person notarization.

Do I need special insurance for RON?

Your existing E&O insurance may or may not cover RON sessions. Check with your insurance provider. Some E&O policies specifically exclude RON or require a rider.