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Remote Online Notarisation

Remote Online Notarisation (RON) in the United States: A Practical Guide

Remote Online Notarisation (usually called Remote Online Notarization or RON in the U.S.) is a way to complete a notarial act when the signer and the notary are not physically in the same place. Instead, the notarisation happens over live audio-video (A/V) technology, with identity proofing and a digital “seal” applied to an electronic document.

It’s now a mainstream part of U.S. legal and commercial practice—especially in real estate, banking, and cross-border document workflows.

1) What RON is (and what it isn’t)

RON typically involves:

  • An electronic document (PDF or platform-native document)
  • The signer signing electronically
  • A commissioned notary performing the act via live A/V
  • A digital notarial certificate + electronic seal
  • Identity verification (often multi-step)
  • A recording of the session and/or a tamper-evident audit trail (requirements vary by state)

The term “remote notarization” can be confusing because states also use related models, including emergency/temporary COVID-era approaches. The key distinction is that true RON is designed as a rules-based, technology-enabled notarial act rather than a casual video call with a stamp.

2) How a RON session works (typical workflow)

While the exact steps depend on the state and platform, a common flow looks like this:

  1. Upload / prepare the document in a RON platform
  2. Identity proofing for the signer (e.g., credential checks, knowledge-based authentication in some states, etc.)
  3. Live A/V session connects signer and notary
  4. The notary confirms:
    • identity,
    • willingness and awareness,
    • (where required) that the act is lawful based on location rules
  5. Signer e-signs; notary completes the notarial certificate and applies an electronic seal
  6. The platform creates a tamper-evident final document, stores an audit trail, and often stores the video recording for the retention period required by the commissioning state

Industry standards exist to harmonize technical and procedural expectations across platforms (particularly in mortgage/closing contexts).

3) Is RON legal in the United States?

Broadly: yes, in most jurisdictions—but the rules are state-by-state.

A widely cited snapshot from the National Association of Secretaries of State indicates 47 states plus D.C. have laws allowing remote e-notarization (though details and implementation readiness vary).

Because state laws change and implementation dates differ, the safest approach is:

  • check the Secretary of State (or commissioning authority) for the notary’s state, and
  • confirm whether the specific document type (e.g., certain estate documents, some real estate instruments, court filings) is accepted for RON in the relevant context.

4) A bit of history: Virginia’s early lead

Virginia is commonly cited as the first mover in modern RON legislation, with early remote notarisation by webcam enabled around 2011.


Virginia’s current notary code also explicitly contemplates certificates indicating whether the act was performed in person or via RON.

5) Location rules: where must the notary and signer be?

This is one of the most important (and most misunderstood) parts of U.S. RON.

Common patterns include:

  • The notary must be physically located in their commissioning state when performing the notarisation (very common).
  • The signer may be located elsewhere, sometimes even outside the U.S., depending on state law and whether the act is prohibited where the signer is physically located at the time.

Some states include explicit “not prohibited where the signer is located” safeguards (examples discussed include Washington, Pennsylvania, and Idaho), and guidance warns notaries to consider the signer’s location-based legality.

Practical takeaway: the notary’s state law is necessary but not always sufficient—the signer’s location can matter too.

6) Core compliance requirements (what states tend to regulate)

Although the details vary, most permanent RON frameworks regulate:

  • Identity verification (methods and minimum standards)
  • A/V technology quality and reliability
  • Electronic journal requirements
  • Recording retention periods and storage safeguards
  • Tamper-evident technology / document integrity
  • Notarial certificate wording (sometimes mandated)
  • Platform approval (some states require using approved vendors)

For platform selection, some states require notaries to choose from state-approved providers, and practitioner resources often emphasize checking commissioning authority rules before choosing a platform.

7) Benefits and common use-cases

RON has become popular because it can reduce friction while improving traceability:

  • Cross-border signings (signer travelling, overseas, interstate)
  • Real estate & mortgage closings (where permitted)
  • Corporate and commercial documents (board resolutions, powers of attorney in many contexts, vendor forms)
  • Time-sensitive notarisation (deadlines, courier avoidance)

Major industry groups have pushed for broad adoption to support fully digital workflows in lending and settlement. MBA

8) Common limitations (what to watch)

Even where RON is legal, problems usually arise from:

  • Document acceptance: receiving agencies (county recorders, foreign consulates, banks, courts) may have their own rules.
  • Apostille/legalisation: RON documents may be accepted, but apostille processes and foreign acceptance can be inconsistent depending on destination and document type.
  • State variations: retention periods, identity methods, platform approval, and certificate wording differ.
  • High-risk documents: some states apply special rules for wills, trusts, or certain property instruments.

The result is that “RON is legal” doesn’t always mean “RON will be accepted for this purpose.”

9) Federal law: Is there a national RON?

Not in the sense of a single national notary commission.

However, Congress has considered bills aimed at enabling interstate recognition frameworks for RON in certain contexts—one example is the SECURE Notarization Act of 2023 (H.R. 1059). Congress.gov

In practice, notarisation authority remains primarily state-based, and interoperability is driven by state law + industry standards.

10) Practical “how-to” checklists

If you’re a signer (customer)

  • Confirm the document type can be notarised via RON in the notary’s state.
  • Ask the receiving party (bank/court/consulate/registry) whether they accept RON notarised documents.
  • Have ID ready and ensure you have stable internet + camera + microphone.

If you’re a notary (or building a notary business)

  • Verify your state’s RON authorization requirements (application, training, fees).
  • Confirm whether your state requires an approved platform.
  • Build a compliance workflow for:
    • identity proofing,
    • journal entries,
    • recording retention,
    • incident handling and data security.