What Is a Remote Notary and How Does It Work?
Quick answer
A remote notary is a licensed professional who notarizes documents online using secure audio-visual technology instead of in-person meetings. You connect via a compliant platform, verify your identity, sign electronically, and receive a legally valid digital notary seal. Remote notarization saves time, works across distances, and is recognized in most U.S. states under specific laws like RON (Remote Online Notarization).
If you're exploring flexible ways to handle legal documents—whether for personal use, freelance work, or a side business—remote notarization offers a modern, efficient alternative to traditional methods. For those interested in becoming a remote notary themselves, this step-by-step guide walks you through launching a zero-upfront notary business using your existing skills.
What does a remote notary actually do?
A remote notary performs the same core duties as a traditional notary: verifying identities, witnessing signatures, and applying a notary seal to confirm a document’s authenticity. The key difference is how these steps happen. Instead of meeting face-to-face, you and the notary interact in real time through a secure online platform that records the session, checks your ID, and captures your electronic signature.
For example, if you’re closing on a home loan while traveling, a remote notary can notarize your mortgage documents from a hotel room. Or if you’re a freelancer signing a contract with a client in another state, remote notarization lets you finalize the paperwork without mailing physical copies or finding a local notary.
How the process works step by step
Remote notarization follows a clear, structured workflow to ensure security and compliance. Here’s what to expect:
- Choose a platform. Select a state-approved remote online notarization (RON) service. Some states provide a list of approved vendors; others allow any compliant platform. Check your state’s notary laws to confirm which platforms are valid.
- Schedule the session. Book a time with a remote notary. Many platforms offer same-day or next-day appointments, and some even provide 24/7 availability for urgent documents.
- Verify your identity. The notary will ask you to present a government-issued photo ID (like a driver’s license or passport) and may use knowledge-based authentication (KBA) questions—such as past addresses or financial details—to confirm your identity. Some platforms also use biometric verification, like facial recognition.
- Connect via video call. Join the session through the platform’s secure link. The notary will guide you through the process, ensuring you understand the document and its implications before signing.
- Sign electronically. You’ll use an electronic signature tool to sign the document. The notary will apply their digital seal and attach a notary certificate, which includes a timestamp and a unique session ID for tracking.
- Receive the notarized document. The platform will send you a digital copy of the notarized document, often within minutes. Some services also provide a downloadable audit trail or recording of the session for your records.
Is remote notarization legal?
Yes, remote notarization is legal in most U.S. states, but the rules vary. As of 2024, over 40 states have permanent laws allowing remote online notarization (RON), while others permit it temporarily or under specific conditions. A few states still require in-person notarization for certain documents, such as wills or real estate deeds. Always check your state’s notary laws or consult a legal professional if you’re unsure.
The legal framework for remote notarization is built on three key components:
- State laws. Each state defines whether RON is allowed, which documents qualify, and what technology must be used. For example, some states require notaries to use a platform that meets specific security standards, such as multi-factor authentication or tamper-evident seals.
- Federal recognition. The SECURE Notarization Act, passed in 2022, created a federal standard for remote notarization, ensuring that documents notarized remotely in one state are recognized in others. This law helps prevent legal challenges when notarized documents cross state lines.
- Technology requirements. Remote notarization platforms must comply with state and federal guidelines, including secure identity verification, encrypted video sessions, and tamper-proof digital seals. These measures protect against fraud and ensure the integrity of the notarized document.
When remote notarization isn’t an option
While remote notarization is widely accepted, there are situations where it may not be permitted. Here’s a quick comparison to help you decide whether remote or traditional notarization is the right choice:
| Situation | Remote Notarization Allowed? | Notes |
|---|---|---|
| Real estate deeds (some states) | No | Certain states require in-person notarization for real estate transactions, even if they allow RON for other documents. |
| Wills and trusts | Sometimes | A few states permit remote notarization for wills, but many require in-person signing to prevent fraud or undue influence. |
| Power of attorney documents | Yes (most states) | Remote notarization is typically allowed, but check your state’s laws for specific requirements. |
| Loan documents | Yes (most states) | Many lenders accept remotely notarized loan documents, but some may still require in-person signing for certain loans. |
| International documents | No | Remote notarization is generally not recognized for documents intended for use outside the U.S. In-person notarization is usually required. |
| Documents for minors | No | Most states require in-person notarization when a minor is involved, as additional identity verification steps are needed. |
If you’re unsure whether your document qualifies for remote notarization, contact the notary or platform in advance. They can confirm whether your state and document type are eligible.
How to prepare for a remote notarization session
Remote notarization is designed to be convenient, but a little preparation can help avoid delays or technical hiccups. Here’s a checklist to ensure your session goes smoothly:
- Check your state’s requirements. Confirm that your document can be notarized remotely in your state. Some states have restrictions on certain document types, such as wills or real estate deeds.
- Gather your ID. Have a government-issued photo ID ready, such as a driver’s license, passport, or state ID. The name on your ID must match the name on the document you’re signing.
- Test your technology. Ensure your device (computer, tablet, or smartphone) has a working camera, microphone, and stable internet connection. Close unnecessary apps to avoid slowdowns during the session.
- Use a supported browser. Most remote notarization platforms work best with Chrome, Firefox, or Edge. Avoid using Safari or mobile browsers unless the platform explicitly supports them.
- Prepare your document. If you’re signing a PDF, make sure it’s the final version and that all fields are fillable. Some platforms allow you to upload the document in advance, while others require you to share it during the session.
- Choose a quiet, well-lit space. The notary needs to see and hear you clearly. Avoid backlighting (e.g., sitting in front of a window) and minimize background noise.
- Have a payment method ready. Remote notarization fees vary by state and platform, typically ranging from $10 to $50 per document. Some platforms accept credit cards, while others require PayPal or bank transfers.
Troubleshooting common issues
Even with preparation, technical issues can arise. Here’s how to handle some of the most common problems:
| Issue | Solution |
|---|---|
| ID not scanning properly | Ensure your ID is flat and well-lit. If the scanner still can’t read it, try taking a photo of the ID and uploading it manually. |
| Video call freezing or lagging | Close other apps and browser tabs to free up bandwidth. If the issue persists, switch to a wired internet connection or restart your router. |
| Microphone or camera not working | Check your device settings to ensure the correct microphone and camera are selected. Restart your device if the problem continues. |
| Document not uploading | Verify that the file is in an accepted format (usually PDF) and under the platform’s size limit. If the issue persists, try converting the file to a different format or compressing it. |
| Payment declined | Double-check your payment details and ensure you have sufficient funds. If the problem persists, contact the platform’s support team or try a different payment method. |
Who can become a remote notary?
Becoming a remote notary is an accessible way to expand your professional skills or start a flexible side business. The requirements vary by state, but most follow a similar process. Here’s what you’ll typically need:
- Be a commissioned notary public. In most states, you must first become a traditional notary before applying for remote notarization authorization. This involves completing an application, passing an exam (in some states), and paying a fee.
- Complete additional training. Many states require remote notaries to complete a separate training course on remote online notarization. These courses cover topics like identity verification, electronic signatures, and platform compliance.
- Use a compliant platform. You’ll need to choose a remote notarization platform that meets your state’s requirements. Some states provide a list of approved vendors, while others allow any platform that complies with state laws.
- Obtain a digital certificate. A digital certificate is an electronic credential that verifies your identity as a notary. You’ll use it to apply your digital seal to documents. Some states require you to obtain this certificate from an approved provider.
- Pass a background check. Some states require remote notaries to undergo a background check to ensure they have no criminal history that could disqualify them from the role.
- Pay the application fee. Fees for remote notary authorization vary by state, typically ranging from $50 to $200. Some states also require you to purchase a surety bond, which protects the public from errors or misconduct.
If you’re already a notary or have freelance experience, transitioning to remote notarization can be a natural next step. The process is designed to be straightforward, and many states offer resources to guide you through the application. For a detailed roadmap on launching your own remote notary business—including how to market your services and attract clients—this ebook provides a step-by-step guide tailored for freelancers and side hustlers.
How much can you earn as a remote notary?
Earnings for remote notaries vary based on factors like location, demand, and how you structure your business. Here’s a breakdown of what to expect:
- Per-document fees. Remote notaries typically charge $10 to $50 per document, depending on the state and the complexity of the notarization. Some states cap fees, while others allow notaries to set their own rates.
- Volume and demand. Freelancers or side hustlers who market their services effectively can notarize dozens of documents per week. For example, if you notarize 20 documents a week at $25 each, you could earn $500 weekly—before expenses.
- Additional services. Some remote notaries offer value-added services, such as document preparation, mobile notarization (for clients who prefer in-person signing), or expedited processing for an extra fee.
- Platform fees. If you work through a remote notarization platform, the platform may take a percentage of your earnings (typically 10% to 30%). Working independently can increase your profits but requires more effort to find clients.
For those looking to maximize their earnings, this ebook covers strategies for setting competitive rates, attracting high-paying clients, and scaling your remote notary business without significant upfront costs.
Remote notarization vs. traditional notarization: Which is right for you?
Choosing between remote and traditional notarization depends on your needs, the type of document, and your state’s laws. Here’s a quick comparison to help you decide:
| Factor | Remote Notarization | Traditional Notarization |
|---|---|---|
| Convenience | High. No travel required; sessions can be scheduled 24/7 in some cases. | Low. Requires in-person meetings, which may involve travel and limited availability. |
| Speed | Fast. Documents are notarized and delivered digitally within minutes. | Slower. May require mailing or hand-delivering documents, adding days or weeks to the process. |
| Cost | Moderate. Fees are comparable to traditional notarization, but you save on travel costs. | Moderate. Fees are similar, but travel expenses (gas, parking, etc.) can add up. |
| Security | High. Platforms use encrypted video, identity verification, and tamper-evident seals. | High. In-person verification is reliable but lacks the digital audit trail of remote notarization. |
| Document types | Limited. Not all documents can be notarized remotely, depending on state laws. | Broad. Most documents can be notarized in person, with fewer restrictions. |
| Accessibility | High. Ideal for people with mobility issues, busy schedules, or those in remote locations. | Low. Requires physical presence, which can be challenging for some individuals. |
If you value speed, convenience, and flexibility, remote notarization is likely the better choice—provided your document and state allow it. For documents that require in-person signing or for those who prefer face-to-face interactions, traditional notarization remains the gold standard.
Who this ebook is for
If you’re considering becoming a remote notary but aren’t sure where to start, Remote Notary Side Hustle: Launch a Zero-Upfront Notary Business Using Your Freelancer Skills is designed for you. This ebook is ideal for:
- Freelancers and gig workers. If you already have experience with contracts, client management, or administrative work, transitioning to remote notarization can be a natural fit. The ebook shows you how to leverage your existing skills to build a profitable side business.
- Aspiring entrepreneurs. If you’re looking for a low-cost, flexible way to start your own business, remote notarization offers a scalable model with minimal overhead. The ebook provides a step-by-step roadmap for launching your business without upfront investments in inventory or equipment.
- Notaries expanding their services. If you’re already a commissioned notary but want to modernize your practice, this guide helps you navigate the transition to remote notarization, including training, platform selection, and marketing strategies.
- Side hustlers seeking passive income. Remote notarization can generate consistent income with part-time hours. The ebook includes tips for automating your workflow, attracting repeat clients, and maximizing your earnings with minimal effort.
The ebook breaks down the process into actionable steps, from meeting state requirements to setting up your digital workspace. It also includes real-world examples, templates for client communications, and strategies for overcoming common challenges—like finding your first clients or handling technical issues during sessions.
Frequently asked questions
Do I need special equipment for remote notarization?
No special equipment is required, but you’ll need a few basics: a computer, tablet, or smartphone with a working camera and microphone; a stable internet connection; and a government-issued photo ID. Some platforms may recommend using a specific browser (like Chrome or Firefox) for the best experience. If you’re becoming a remote notary, you’ll also need a compliant platform and a digital certificate, which the ebook covers in detail.
Can I use remote notarization for documents outside the U.S.?
Generally, no. Remote notarization is primarily recognized within the U.S. and its territories. Documents intended for use outside the U.S. typically require in-person notarization, often with additional steps like apostille certification. Always check the requirements of the country where the document will be used before proceeding.
How do I know if a remote notary is legitimate?
Legitimate remote notaries are commissioned by their state and authorized to perform remote online notarization (RON). To verify a notary’s credentials, check your state’s notary database or ask the notary for their commission number. Reputable platforms also vet notaries and provide secure, encrypted sessions. Avoid notaries who ask you to sign blank documents or skip identity verification steps.
What happens if the video call disconnects during a remote notarization session?
If the video call disconnects, the notary will typically pause the session and reconnect. Most platforms record the entire session, so the notary can review the recording to ensure no steps were missed. If the disconnection occurs before the document is signed, the notary may restart the process from the beginning. Always confirm with the notary or platform how they handle interruptions before starting the session.
Are electronic signatures legally binding?
Yes, electronic signatures are legally binding in the U.S. under the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA). These laws ensure that electronic signatures carry the same legal weight as handwritten signatures, provided they meet certain requirements—such as intent to sign and consent to do business electronically. Remote notarization platforms use compliant electronic signatures to ensure your documents are legally valid.
How long does a remote notarization session take?
Most remote notarization sessions take 10 to 20 minutes, depending on the complexity of the document and the number of signers. The process includes identity verification, reviewing the document, signing, and applying the notary seal. Sessions for simple documents (like affidavits) may take less time, while more complex documents (like loan agreements) may require additional steps and take longer.
Remote notarization offers a modern, efficient way to handle legal documents without the hassle of in-person meetings. Whether you’re a signer looking for convenience or an aspiring notary exploring new opportunities, understanding the process and legal framework is the first step. If you’re ready to turn your skills into a flexible side business, this ebook provides the tools and guidance to get started.
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Do I need special equipment for remote notarization?
No special equipment is required, but you’ll need a few basics: a computer, tablet, or smartphone with a working camera and microphone; a stable internet connection; and a government-issued photo ID. Some platforms may recommend using a specific browser (like Chrome or Firefox) for the best experience. If you’re becoming a remote notary, you’ll also need a compliant platform and a digital certificate, which the ebook covers in detail.
Can I use remote notarization for documents outside the U.S.?
Generally, no. Remote notarization is primarily recognized within the U.S. and its territories. Documents intended for use outside the U.S. typically require in-person notarization, often with additional steps like apostille certification. Always check the requirements of the country where the document will be used before proceeding.
How do I know if a remote notary is legitimate?
Legitimate remote notaries are commissioned by their state and authorized to perform remote online notarization (RON). To verify a notary’s credentials, check your state’s notary database or ask the notary for their commission number. Reputable platforms also vet notaries and provide secure, encrypted sessions. Avoid notaries who ask you to sign blank documents or skip identity verification steps.
What happens if the video call disconnects during a remote notarization session?
If the video call disconnects, the notary will typically pause the session and reconnect. Most platforms record the entire session, so the notary can review the recording to ensure no steps were missed. If the disconnection occurs before the document is signed, the notary may restart the process from the beginning. Always confirm with the notary or platform how they handle interruptions before starting the session.
Are electronic signatures legally binding?
Yes, electronic signatures are legally binding in the U.S. under the Electronic Signatures in Global and National Commerce (ESIGN) Act and the Uniform Electronic Transactions Act (UETA). These laws ensure that electronic signatures carry the same legal weight as handwritten signatures, provided they meet certain requirements—such as intent to sign and consent to do business electronically. Remote notarization platforms use compliant electronic signatures to ensure your documents are legally valid.
How long does a remote notarization session take?
Most remote notarization sessions take 10 to 20 minutes, depending on the complexity of the document and the number of signers. The process includes identity verification, reviewing the document, signing, and applying the notary seal. Sessions for simple documents (like affidavits) may take less time, while more complex documents (like loan agreements) may require additional steps and take longer.