Illinois is among the growing number of U.S. states that have permanently legalized Remote Online Notarization (RON)—a process that allows a notary public and a signer to meet through secure audio-video technology rather than in person.
Since the enactment of the Remote Notarization Act in 2021, Illinois has modernized its notarial system to support secure digital transactions for residents, businesses, and international clients alike.
1. Legal foundation
Governing law
Remote online notarization in Illinois is authorized by the following statutes and administrative rules:
- Public Act 102-0160 (Senate Bill 2664) — enacted June 2021, effective January 1, 2022, as the Illinois Remote Notarization Act.
- 5 ILCS 312/ (Illinois Notary Public Act) — as amended.
- 14 Ill. Admin. Code Part 176 — rules promulgated by the Illinois Secretary of State.
- Illinois Uniform Electronic Transactions Act (UETA) and the federal ESIGN Act (15 U.S.C. §7001) — establish the validity of electronic signatures and records.
Together, these laws make remote notarizations legally equivalent to in-person notarizations if performed according to the Act’s requirements.
2. Becoming an Illinois remote notary
A notary public must hold an active Illinois commission and register as a remote notary with the Secretary of State before performing RONs.
Requirements:
- Existing notary commission in good standing.
- Completion of an approved remote notarization training program.
- Disclosure of the RON technology provider the notary intends to use.
- Procurement of a digital certificate and electronic seal.
- Maintenance of a surety bond and errors & omissions insurance (optional but recommended).
Once registered, the notary may conduct both electronic notarizations (in-person) and remote online notarizations (virtual).
3. How remote online notarization works in Illinois
Step 1: Real-time communication
The notary and signer connect using real-time audio-video technology that enables direct visual and verbal interaction.
The entire session must be recorded and stored securely for at least seven years.
Step 2: Identity verification
The signer’s identity must be verified using multi-factor authentication, including:
- Credential analysis: Automated review of a government-issued photo ID.
- Knowledge-based authentication (KBA): Dynamic questions drawn from public or credit records.
If the signer is personally known to the notary or has previously been verified under Illinois law, KBA may be waived.
Step 3: E-signature and e-seal
During the session, the signer electronically signs the document.
The notary applies their digital certificate and electronic seal, creating a tamper-evident, cryptographically secure notarial certificate.
Step 4: Notarial certificate
The certificate must include language indicating the use of communication technology, for example:
“This notarial act was performed remotely pursuant to the Illinois Remote Notarization Act (Public Act 102-0160).”
Step 5: Recordkeeping
The notary must maintain:
- An electronic journal recording each RON transaction.
- The audio-video recording for seven years.
- Backup copies in a secure, access-controlled environment.
4. Location and jurisdiction
- The notary must be physically located within Illinois at the time of the notarization.
- The signer can be located anywhere, within the U.S. or abroad, as long as:
- The notary verifies identity through approved means.
- The notarization does not violate the laws of the signer’s jurisdiction.
- The document pertains to U.S. law.
This flexibility allows Illinois notaries to serve international clients and out-of-state businesses remotely.
5. Technology standards
Illinois law requires remote notarization platforms to meet strict security and data integrity standards, including:
- End-to-end encryption of all communications.
- Tamper-evident document protection.
- Multi-factor authentication for both notary and signer.
- Secure long-term data storage for recordings and journals.
- NIST SP 800-63A compliance for identity proofing.
Approved RON providers in Illinois include:
- DocuSign Notary
- BlueNotary
- Notarize
- SIGNiX
- Nexsys Clear Sign
- OneNotary
Each provider must be disclosed and approved in the notary’s registration with the Secretary of State.
6. Eligible documents
Illinois allows most documents to be notarized remotely, including:
- Real estate deeds, mortgages, and lease agreements.
- Business contracts and corporate filings.
- Powers of attorney and affidavits.
- Government and court-related documents.
Exceptions:
Remote notarization cannot be used for:
- Wills, codicils, or testamentary trusts, unless specifically permitted under other statutes.
- Documents requiring in-person witnessing under Illinois law.
7. Fees
Notaries may charge the same fees for remote acts as for traditional ones, currently capped at $5 per notarial act under Illinois law, unless otherwise authorized.
However, RON providers may charge additional platform or service fees, typically ranging from $10–$25 per session.
8. Legal validity and interstate recognition
A document notarized under the Illinois Remote Notarization Act:
- Has the same legal effect as a notarization performed in person (§6-102).
- Must be recognized by other U.S. states under the Full Faith and Credit Clause and ESIGN Act.
- May be apostilled by the Illinois Secretary of State for use in foreign jurisdictions that are parties to the Hague Apostille Convention.
9. Advantages of Illinois RON
| Benefit | Description |
|---|---|
| Convenience | Signers can appear from anywhere in the world. |
| Efficiency | Speeds up closings and business transactions. |
| Security | Strong encryption and verification reduce fraud risk. |
| Transparency | Full video recording provides an auditable record. |
| Legal reliability | Grounded in uniform law (RULONA) and recognized nationwide. |
10. Compliance checklist for Illinois remote notaries
✅ Be physically located in Illinois during each RON.
✅ Verify signer identity through credential analysis and KBA.
✅ Use a state-approved RON platform with end-to-end encryption.
✅ Maintain recordings and electronic journals for seven years.
✅ Include required statutory language in every certificate.
✅ Keep all data confidential and accessible only to authorized parties.
11. Summary
| Aspect | Illinois Online Notarization (2025) |
|---|---|
| Governing law | Illinois Remote Notarization Act (Public Act 102-0160) |
| Effective since | January 1, 2022 |
| Location of notary | Must be in Illinois |
| Signer’s location | Anywhere (domestic or international) |
| Recording retention | 7 years |
| Identity verification | Credential analysis + KBA |
| Technology standards | NIST-compliant encryption and secure storage |
| Legal validity | Equal to in-person notarization |
| Exclusions | Wills, codicils, testamentary trusts |
| Fee limit | $5 per notarial act (plus tech fees) |
Final Thoughts
Illinois’ Remote Notarization Act represents a balanced modernization of traditional notary practice—expanding access while maintaining strict security, privacy, and authenticity standards.
With nationwide recognition, digital seals, and robust recordkeeping, Illinois RON enables notaries and clients to complete legally binding transactions quickly and securely, whether across town or across continents.