How Remote Online Notarization Works: A Step-by-Step Guide

Monique Edwards-Robinson
Oct 15
4 min read

Updated: Oct 19

Remote Online Notarization (RON) allows documents to be notarized online via live video using secure, state-approved platforms—legally valid nationwide.

Four-step remote online notarization process showing scheduling, identity verification, video session, and completed document with digital notary seal

Coordinating in-person notarizations across multiple signers and time zones can delay critical transactions—and cost your clients time and money. Remote online notarization (RON) eliminates these bottlenecks with a secure, legally valid process you can complete from anywhere.

For attorneys, real estate professionals, and businesses, RON offers a faster, more secure, and more convenient alternative to traditional notarization. This step-by-step guide explains how online notary services work so you can confidently prepare your team and clients.

What Online Notarization Is

At its core, remote online notarization is a secure way to notarize documents using a live, two-way audio-visual connection. The process produces a legally valid, tamper-evident digital notarization that carries the same weight as an in-person act under Virginia law.

Benefits

No travel required
Faster turnaround (same-day possible)
Legally valid in Virginia and accepted nationwide
Enhanced security with tamper-evident seals
Multi-party coordination made easy

What You Need Before You Start

To ensure a smooth session, clients should be prepared with:

A computer with a webcam and a microphone
A stable internet connection
A valid government-issued photo ID (driver’s license or passport)
The completed document, ready for signing. The notary will provide instructions on how to submit it securely. Documents must be filled out completely, with no blanks, except for the date and signature.

Step 1: Schedule

Unlike traditional notarizations, which require coordinating travel and office visits, Virginia online notary appointments can be booked at a time that works best for everyone involved. This flexibility is especially valuable for attorneys coordinating multiple signers across locations.

Step 2: Identity Verification

Before the session begins, the notary verifies the signer’s identity using advanced security measures:

Knowledge-Based Authentication (KBA): personal questions that only the signer can answer.
Credential Analysis: technology checks the ID for fraud or tampering.
Visual Confirmation: the notary compares the signer to the photo ID during the live session.

These steps make the electronic notary process more secure than a basic in-person inspection.

Step 3: Live Signing

During the appointment, the notary guides the signer through the document. The notary confirms understanding, ensures voluntary participation, and witnesses the electronic signature. For professionals, this streamlined approach supports the notarization of business documents without disrupting workflow.

Step 4: Delivery & Next Steps

After the signing is complete, the client receives a digital notarization that is sealed, tamper-evident, and immediately ready for use. The notary also creates a secure electronic journal entry and retains the recording, establishing a verifiable audit trail. For corporate clients, this provides the reliability needed for corporate notary services and remote notary for contracts.

Schedule a secure RON session with us today and see how a professional Virginia online notary can save you time, reduce hassle, and protect your documents.

FAQ

Is remote online notarization legally valid?

Yes. Remote Online Notarization (RON) is legally valid in Virginia and recognized nationwide under federal law and interstate reciprocity agreements. That means documents notarized by a Virginia online notary are valid across the United States and its territories. Each notarization follows strict identity verification, recordkeeping, and security standards defined by Virginia law.

What documents can be notarized online?

Most documents that require notarization can be done online, including:

Power of Attorney (POA)
Trusts and estate planning documents
Deeds and real estate transfers
Loan and refinance packages
Affidavits and sworn statements
Business contracts and agreements

The key requirement: As long as the document can be legally notarized and the receiving party (court, agency, lender, or institution) accepts electronically signed and notarized documents, it can be completed through remote online notarization.

Exceptions:

Virginia notaries cannot notarize wills electronically.
Some jurisdictions or institutions may still require original ink signatures for specific filings—always confirm acceptance with the document recipient before scheduling your session.

Not sure if your document qualifies? Contact me for a free 15-minute consultation.

How long does a RON session take?

Most online notarization sessions take 15–30 minutes from start to finish.

Timing depends on:

The number of notarizations
How quickly the signer completes ID verification
Whether all required signers are ready and connected

What if my client doesn’t have a webcam?

A webcam (or built-in camera on a phone, tablet, or laptop) is required by law for online notarizations. The notary must see the signer live on video to verify identity and witness the signature.

If your client doesn't have a webcam:

They can use a smartphone or tablet instead of a computer.

Pro Tip: While smartphones work for RON sessions, I recommend using a computer or tablet for multi-page documents and real estate transactions. The larger screen makes it easier to read and review documents thoroughly before signing. This is especially helpful if you're less familiar with using mobile devices or prefer a clearer view of detailed legal language.

If no device with a camera is available, the notarization must be done in person instead of online.
Having a working camera and microphone ensures the session meets all legal and security requirements.

Ready to experience secure, convenient online notarization? Schedule your RON session today or book a free 15-minute consultation to discuss your specific needs.

Monique Edwards-Robinson