Florida is one of the most progressive U.S. states when it comes to remote online notarization (RON). Since January 1, 2020, Florida law has allowed commissioned notaries to notarize documents online through secure audio-video communication — transforming how individuals, businesses, and law firms handle legal paperwork.
This article explains the legal basis, requirements, procedures, and best practices for online notarization in Florida as of 2025.
1. Legal framework for online notarization in Florida
Governing statutes
Remote Online Notarization in Florida is authorized under the Florida Statutes, Chapter 117, as amended by House Bill 409 (2019), and further clarified in Florida Administrative Code, Chapter 1N-7.001 (rules of the Department of State).
Key statutory sections:
- §117.201–§117.305, Florida Statutes: Authorize and regulate online notarization.
- §668.50, Florida Statutes (Florida Electronic Signature Act): Recognizes electronic signatures and records.
- Federal ESIGN Act (15 U.S.C. §7001): Provides national recognition of electronic signatures.
These provisions make online notarizations performed by a Florida-commissioned notary legally equivalent to traditional, in-person notarizations.
2. Who can perform online notarization in Florida
A notary public must be commissioned by the Florida Department of State and separately registered as an “Online Notary Public.”
Registration requirements:
- Hold an active Florida notary commission.
- Complete a two-hour training course on remote notarization from an approved provider.
- Obtain a $25,000 bond and a $25,000 errors & omissions (E&O) insurance policy.
- Contract with a state-approved RON service provider (e.g., DocuSign Notary, Notarize, SIGNiX, BlueNotary).
- Provide the Secretary of State with a description of the technology used, your digital certificate, and your electronic seal.
Once registered, the notary may perform RONs for signers located anywhere in the U.S. or abroad, as long as the notary is physically located in Florida during the act.
3. How Florida online notarization works
Florida’s RON process is standardized by law to ensure both security and legal validity.
Step 1: Secure audio-video connection
The notary and signer appear together in a real-time, two-way audiovisual session. The platform must record and encrypt the entire session, which is retained for 10 years.
Step 2: Identity proofing
The signer’s identity must be verified using two-factor authentication, including:
- Credential analysis: Automated examination of a government-issued photo ID.
- Knowledge-based authentication (KBA): Dynamic personal questions drawn from public or credit databases.
If the signer is personally known to the notary, KBA may be bypassed.
Step 3: Document execution
The signer electronically signs the document during the live session. The notary then applies their digital certificate and electronic seal, both secured by Public Key Infrastructure (PKI).
Each notarization must include the notation:
“This notarial act involved the use of online notarization pursuant to Chapter 117, Florida Statutes.”
Step 4: Recordkeeping
The online notary must:
- Maintain an electronic journal of all online notarizations.
- Retain the audio-video recording and journal entry for 10 years.
- Ensure the data is stored in a secure, tamper-evident format.
Step 5: Document return
The completed document is digitally signed and sealed, and a tamper-evident audit trail is generated. Most RON platforms allow instant download and electronic sharing of the notarized file.
4. Location and jurisdiction rules
- The notary must be physically in Florida during the notarization.
- The signer can be anywhere in the world.
- The notary’s certificate must state that the act was performed pursuant to Florida law.
- The notary must confirm that the signer understands the transaction and consents to use of online notarization.
If the signer is located outside the U.S., the notary must determine that the act:
- Does not violate foreign law, and
- Is not related to property in a foreign country or the execution of a will or codicil.
5. Documents eligible for online notarization
Most documents that can be notarized traditionally can be notarized online in Florida, including:
- Real estate deeds, mortgages, and loan packages.
- Affidavits, powers of attorney, and statutory declarations.
- Business contracts and corporate resolutions.
- Identity verification forms and consent documents.
Exceptions
Florida law prohibits remote notarization of certain testamentary instruments, such as:
- Wills and codicils.
- Revocable trusts intended to take effect upon death.
However, since 2020, remote electronic wills are permitted if specific witness and storage requirements under §732.522 are met.
6. Security and technology standards
Florida requires online notarization platforms to implement:
- End-to-end encryption of all sessions.
- Tamper-evident document technology using digital certificates.
- NIST-compliant identity verification protocols.
- Audit trails with timestamps for every action.
- Long-term secure storage for recordings and journals.
These requirements ensure each RON is legally defensible and resistant to fraud.
7. Legal recognition and cross-border acceptance
Under §117.285(2), Florida Statutes, an online notarization has the same legal effect as an in-person notarization. Documents notarized by a Florida online notary are recognized in all other U.S. states under the Full Faith and Credit Clause and the ESIGN Act.
For international use, Florida RON documents can be authenticated with an apostille under the Hague Apostille Convention (issued by the Florida Department of State).
8. Practical tips for Florida online notaries
| Do | Don’t |
|---|---|
| Use only approved RON providers registered with the state. | Don’t perform RONs while outside Florida. |
| Keep recordings and journals for at least 10 years. | Don’t notarize a will or codicil unless allowed under the electronic wills statute. |
| Always disclose your RON platform and digital certificate details to the state. | Don’t skip KBA or ID analysis unless the signer is personally known. |
| Include the RON statement in every certificate. | Don’t rely on unencrypted or noncompliant platforms. |
9. Benefits of Florida RON
| Advantage | Description |
|---|---|
| Convenience | Signers can appear from anywhere worldwide. |
| Speed | Eliminates travel, mailing, and scheduling delays. |
| Security | PKI encryption and full session recordings prevent fraud. |
| Accessibility | Ideal for overseas clients, real estate closings, and busy professionals. |
| Legal certainty | Fully recognized under Florida and federal law. |
10. Summary
| Aspect | Florida Online Notarization (2025) |
|---|---|
| Effective since | January 1, 2020 |
| Governing law | Fla. Stat. §§117.201–117.305; Fla. Admin. Code Ch. 1N-7.001 |
| Location of notary | Must be in Florida |
| Location of signer | Anywhere in the world |
| Recording retention | 10 years |
| Identity verification | Credential analysis + KBA |
| Excluded documents | Wills, codicils, and some trusts |
| Technology | Secure, encrypted, tamper-evident RON platforms |
| Legal validity | Equivalent to in-person notarization |
Final Thoughts
Florida’s online notarization law combines technological innovation with strong consumer protections, setting a national example for secure and accessible notarial practice. Whether you’re closing a real estate deal, executing a power of attorney, or signing a corporate document from abroad, Florida’s RON framework offers a fast, safe, and legally sound solution.