Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government.
Need something notarized, but dread the hassle of finding a local office? You’re not alone. The good news is remote online notary laws help to simplify notarizing documents, letting you skip the trip to a physical notary. But, these laws vary from state to state. This post explains these laws to help you feel confident no matter your role in the process (however, as noted above, this post only provides an overview of laws and is not to be taken as legal advice. Please consult your own attorney to determine whether or not RON is right for you and your documents in your situation).
Understanding Remote Online Notary Laws
Remote online notarization (RON) lets notaries and signers connect via secure video conference on a computer, rather than getting together in a physical office. But, it’s important to know the remote online notary laws that impact your signing.
Many states now allow RON, speeding up transactions. However, laws vary by state, so double-check yours before starting your RON transaction.
Some states have permanent RON, others have temporary rules, or haven’t addressed it at all. This makes things confusing, especially for interstate notarizations.
It’s also important to remember some documents may have specific requirements. So, understanding current remote online notary laws is crucial, even if you are not a notary public.
Which States Allow Remote Online Notarization?
As of February 2025, 45 states and the District of Columbia have permanent RON laws. This comes after California started its RON implementation in 2024 (to be completed by 2030), Massachusetts and Illinois introduced RON in January 2024, and the District of Columbia removed prior restrictions to fully authorize RON.
Some additional states with permanent RON laws include Alaska, Arizona, Arkansas, Colorado, Connecticut, Delaware, Florida, Hawaii, Idaho, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, Montana, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, Virginia, Washington, West Virginia, Wisconsin, and Wyoming.
To stay up to date on changing RON laws and regulations, we recommend visiting the National Notary Association’s Knowledge Center.
More states will likely authorize RON in the future. A few states have introduced temporary RON laws, such as Georgia, where RON was temporarily legal from March 30, 2020 to April 15, 2022. This was due to the COVID-19 pandemic and social distancing recommendations. Many of these states have since introduced permanent RON laws. As of February 2025, both Georgia and Mississippi have introduced bills to allow RON permanently in the state. Additionally, a few states, like Alabama, allow Remote Ink Notarization (RIN).
If your state doesn’t permit RON, a traditional in-person notary visit is required.
Navigating the Legal Landscape: Remote Online Notary Laws
Navigating the legal landscape of remote online notary (RON) laws requires understanding both federal and state-level legislation. The SECURE Notarization Act, a proposed federal legislation, aims to establish nationwide standards for RON, potentially revolutionizing the notarization process across the United States.
The SECURE Notarization Act, if passed, would:
- Legalize RON nationwide
- Create federal standards for RON practices
- Provide guidelines for states to implement RON
- Offer protection for notaries and signers
This act could significantly streamline the notarization process on a national level for certain documents (particularly documents governed by federal jurisdictions), potentially reducing document turnaround times and increasing efficiency in legal and business transactions.
Implications and Challenges
While the standardization of RON practices offers numerous benefits, it also raises new questions and challenges:
- Legal Proceedings: The integration of RON into existing legal frameworks may require adjustments to court procedures and document admissibility standards. Courts might insist that the RON platform, which also provides notary journal and video storage (like NotaryCam does), be the one to provide the audit trail and video to ensure it has not been tampered with.
- Responsibilities: There is a need for a clear delineation of responsibilities for notaries, signers, and technology providers in the RON process.
- State-Level Adaptation: States may need to revise their existing notary laws to align with federal standards while maintaining state-specific requirements.
The Need for Clear Guidelines
As RON laws evolve, it’s crucial that they provide comprehensive guidelines addressing:
- Technology requirements and security standards
- Identity verification protocols
- Record-keeping and document retention policies
- Training and certification requirements for remote notaries
- Procedures for handling technical difficulties during remote notarizations
These guidelines will help ensure the integrity of the notarization process and protect all parties involved in remote transactions.
How Remote Online Notarization Works
Remote online notarization typically involves these steps:
- The signer uploads the document to a secure RON platform.
- The signer verifies their identity, often through credential analysis and multi-factor authentication.
- The signer and notary have a live, secure audio-visual session (to which the signer consents, as the video is recorded).
- The notary confirms the signer’s identity and willingness to sign electronically.
- The signer applies their online signature, often through e-sign software with audit trails.
- The notary applies their electronic signature and notarial seal.
- The notarization is recorded in the online journal, completing the process.
- The video and journal are stored in the RON platform’s vaults.
Specific laws dictate acceptable ID. So, both individuals and businesses must familiarize themselves with these requirements before the virtual meeting. While RON providers can help, you should always check with either a local notary, or your state’s Secretary of State, or a local attorney for acceptable forms of identification. Most states require an ID with a picture and a signature (but this can vary), and certain IDs may not be used due to prohibitions on copying the IDs.
Benefits of Remote Online Notarization
RON can transform the notarization process, offering numerous benefits that enhance convenience, security, and efficiency. This digital approach enables:
- 24/7 document validation, helping to eliminate the need for in-person meetings and reducing travel costs, which is particularly valuable in today’s fast-paced world.
- Advanced security measures, RON can help improve security with:
- Digital signatures
- Comprehensive audit trails
- Multi-factor authentication
- These measures help provide robust protection against fraud while addressing privacy concerns.
The streamlined process not only expedites notarial acts, but also helps to ensure consistent availability, overcoming the limitations often associated with traditional notary services. By adhering to higher standards of authentication and verification, RON can raise the bar for fraud deterrence in document notarization.
Versatility and Flexibility
RON’s versatility extends to various document types, including:
- Powers of attorney
- Property deeds
- Employment documents (if allowed by the employer)
- Car titles (only in some states – check your local state laws)
Making it an invaluable tool for both individuals and businesses. The ability to complete notarizations remotely and efficiently addresses the inconsistent availability and potential inconvenience of traditional notary services, offering a more flexible and cost-effective solution.
FAQs about Remote online notary laws
In what states is remote online notarization legal?
Remote online notarization (RON) is allowed in 45 states and the District of Columbia as of February 2025, with most adopting permanent legislation.
Key states that recently implemented RON include California (phased in through SB 696 starting January 2024), Massachusetts, and Illinois (both effective January 1, 2024). The District of Columbia also fully authorized RON in 2024. Rhode Island permits temporary RON under specific conditions, while Delaware restricts it to licensed attorneys. The SECURE Notarization Act, advancing through Congress, aims to establish federal RON standards nationwide. For real-time updates, consult state-specific Secretary of State resources.
What does every electronic notarization performed remotely require?
Every remote online notarization requires secure technology compliant with state laws (which typically require simultaneous sight and sound communications between the notary and the signer, in real, live time, secure transmission, clear audio and visual feeds, allow for the affixing of the electronic notarial seal, sealing the document with tamper-evident technology, and the ability to generate paper copy of the document), notaries who are familiar with the technology platform and RON signings (and have the state’s permission to perform RON notarizations, if applicable), a valid form of government-issued ID, and a document that pertains to business in or governed by the United States (or a court therein). Otherwise, requirements vary and are subject to laws like the Revised Uniform Law of Notarial Acts (RULONA) of 2018 and the Uniform Electronic Transactions Act (as adopted by the states, or an equivalent act).
Digital forms must adhere to rules for multi-factor authentication and required personal information. These ensure transparency while minimizing privacy intrusion.
Conclusion
As remote online notary laws continue to evolve, it’s essential to stay informed about the latest developments. These changes aim to make remote transactions easier and improve remote work opportunities. However, with constant updates, it’s crucial to always check current laws regarding acceptable identification.
Whether you’re a notary looking to perform remote online notarization or an individual in need of a document notarized online, RON provides a convenient and accessible solution.
Staying aware of local laws benefits both notaries and customers alike. As standards increase for both in-person and digital notarizations, being informed helps reduce stress and makes transactions smoother.
By staying up-to-date on the latest laws and regulations, you can ensure a seamless and efficient remote notarization experience.