How it works, where it’s allowed, and what to watch out for
1. What is online notarisation?
Online notarisation—often called Remote Online Notarisation (RON)—is the process by which a notary public performs notarial acts for a client remotely, using secure audio-visual technology rather than in-person attendance. Identity verification, document review, witnessing, and the notarial certificate are all completed digitally, typically with encrypted platforms, electronic signatures, and audit trails.
One common question is whether certified copies of documents—for example passports, birth certificates, academic transcripts, bank statements, or corporate records—can be notarised online. The short answer is: sometimes, depending on the law of the notary’s jurisdiction and the requirements of the receiving authority.
2. What does “certifying a copy” actually mean?
A certified copy is a statement by a notary that:
The copy presented is a true and accurate reproduction of the original document.
Traditionally, this required the client to physically present the original document to the notary. Online notarisation challenges this assumption and forces the law to answer a key question:
Can a notary certify a copy without physically holding the original?
Different jurisdictions answer this differently.
3. How online certification of copies works in practice
Where permitted, online certification usually follows this process:
- Identity verification
The client’s identity is verified using multi-factor checks (government ID, knowledge-based authentication, biometric comparison, or credential analysis). - Live audio-visual session
The notary and client meet via secure video link. The client displays the original document live on camera. - Document comparison
The client uploads a digital copy (scan or photo). The notary compares this with the original shown on camera. - Certification statement
The notary attaches a certificate stating that the copy is a true copy of the original as presented during a live audio-visual session. - Digital seal and audit trail
The notarised document is sealed electronically, with a timestamp, recording, and tamper-evident technology.
4. Jurisdictional differences (critical issue)
This is where most legal risk lies.
United States
Many U.S. states expressly allow RON, and some allow remote certification of copies, provided statutory conditions are met. Acceptance depends on:
- The state law governing the notary
- The receiving authority’s rules (courts, banks, universities, foreign governments)
Some agencies still insist on in-person certification, even if the notarisation itself is legally valid.
Australia
Australia is more conservative:
- Remote witnessing and notarisation is allowed in limited circumstances and often temporarily (e.g., during COVID reforms).
- Certified copies generally still require physical inspection of the original in most states.
- Online notarisation of certified copies for overseas use is not universally accepted, particularly for apostille or embassy legalisation.
An Australian notary must be extremely cautious not to exceed statutory authority.
International use
For documents intended for:
- Apostille under the Hague Convention
- Embassy or consular legalisation
- Immigration or citizenship applications
many authorities still require physical notarisation, regardless of whether RON is lawful in the notary’s home jurisdiction.
5. Acceptance risk: legal vs practical validity
A key distinction:
- Legally valid notarisation ≠ Accepted by the end user
Even if a remote certification is lawful, it may be rejected by:
- Foreign embassies
- Immigration departments
- Universities
- Banks and compliance teams
Best practice is to confirm acceptance in advance, especially for high-stakes documents.
6. Advantages of online notarisation
When accepted, online notarisation offers major benefits:
- 🌍 Access for overseas clients
- ⏱ Faster turnaround
- 🔒 Secure identity verification and recordings
- 📄 Fully digital records and audit trails
- 💼 Ideal for low-risk or domestic use cases
7. Limitations and compliance risks
Notaries and clients should be aware of:
- Jurisdictional limits on certifying copies remotely
- Professional liability risks for notaries
- Higher scrutiny by foreign authorities
- Incompatibility with apostille/legalisation processes in some countries
A notary who exceeds their statutory power risks professional discipline and invalid documents.
8. Best-practice guidance
For clients:
- Ask whether the receiving authority accepts online-certified copies
- Clarify whether physical notarisation is mandatory
- Keep recordings and audit logs if provided
For notaries:
- Verify statutory authority carefully
- Use precise certification wording (e.g. “as presented to me via audio-visual link”)
- Avoid online certification where physical inspection is clearly required
- Document client instructions and acceptance risks
9. The future of online certified copies
The trend is clearly toward digital notarisation, but progress is uneven. Expect:
- Broader statutory reform
- Gradual acceptance by institutions
- Continued resistance for identity-critical documents (passports, birth certificates)
For now, online notarisation of certified copies is a powerful but jurisdiction-specific tool, best used with legal caution and clear client advice.
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