The global mobile notary service market is projected to reach USD 1,885.5 million by 2031, mainly driven by the growing demand for remote online notarization (RON). This solution enables individuals and firms to notarize documents online securely.
As more businesses adopt digital workflows and remote operations, RON and the role of the remote notary have become increasingly essential. However, rapid adoption often demands clarity around legal frameworks, jurisdictional differences, and best practices. This article explores what RON is, its key advantages, and what you need to know to stay compliant when using this service online, ensuring secure and efficient notarization.
What is remote online notarization (RON)?
Remote Online Notarization (RON) is a digital process in which a certified online notary performs notarization remotely using secure audio-visual technology. It typically involves:
- Identity verification through multi-factor authentication (MFA),
- Real-time video conferencing with a commissioned notary
- Digital signatures and notarization using secure electronic platforms.
The demand for online notarization of documents has gained significant traction since the COVID-19 pandemic, when physical distancing necessitated remote solutions. It offers a great modern alternative to traditional notarization—it’s faster and legally binding.
3 Key benefits of using online notary services
#1. Increased convenience and efficiency
With RON, you can easily notarize documents online from anywhere, at any time, bypassing in-person notary visits. Traditional notarization often requires scheduling, travel, and waiting, all of which can delay important transactions. Online notary services streamline this by connecting users with notaries 24/7, helping individuals and firms move faster. This is one common strategy to optimize business operations in today’s digital-first world.
#2. Fraud minimization
RON uses robust identity verification, including knowledge-based authentication (KBA), government-issued ID checks, and biometric scans. This enables the verification of the authenticity of signers, thereby reducing the risk of impersonation or document tampering.
Additionally, by creating a real-time recorded session, the notarization process becomes more transparent and traceable than traditional pen-and-paper methods. In case of disputes, the session log and video recording serve as additional layers of protection.
#3. Security and enforceability
When you notarize documents online, most online platforms protect the integrity of documents with tamper-evident digital seals, encryption protocols, and secure data handling practices. Many of these platforms comply with internationally recognized security standards such as ISO 27001 and SOC 2, ensuring your information is kept safe.
Moreover, as long as the process adheres to relevant legal frameworks, RON is legally binding and enforceable in many jurisdictions, providing peace of mind for both parties.
Legal Considerations for RON Compliance
As with any technology that intersects with legal standards, RON compliance is critical. Truly, the legality and regulatory framework vary by country, which can create complexity for businesses operating in multiple regions today.
Is RON legal in all countries, regions, and states?
The answer is “No”. RON is not universally recognized—its legality depends on local laws.
In the United States, online notary services are permitted in most states; however, each state sets its own rules for documents and the role of notaries. Some states also require the notary to be physically located within state lines, even when performing remote online notarization (RON).
Similarly, the UK and EU have adopted frameworks that allow online notarization under specific conditions, like qualified electronic signatures and certain types of documents. However, the eIDAS regulations serve as the primary legal framework supporting cross-border recognition of notarized documents, helping to simplify the e-notarization.
RON-related laws and regulations
In the US, online notarization is governed by a mix of federal and state-level regulations. While the Uniform Electronic Transactions Act (UETA) and the Electronic Signatures in Global and National Commerce Act (ESIGN) are foundations for electronic signatures, state-specific laws mandate additional rules for how notarization should be conducted.
As mentioned above, using and delivering online solutions need to align with eIDAS regulations for signatures in the UK and EU. Additionally, Know Your Customer (KYC) requirements under Anti-Money Laundering (AML) laws play an essential role. These mandate online notaries to verify user identities and assess risk profiles carefully. Notably, data privacy laws in the UK and EU, such as the General Data Protection Regulation (GDPR), also govern the handling of personal data during the notarization process.
While the UK and EU frameworks share similarities, there are key post-Brexit differences, including in how standards are enforced and how cross-border notarization is controlled. Therefore, you need to clarify everything to achieve the best results with using the services.
General criteria for performing RON
For a notarization to be valid under most RON laws, several conditions should be met:
- The notary must be commissioned in a jurisdiction that allows RON.
- Individuals and businesses need to provide proper proof of identity, as regulated.
- Real-time with both parties using audio-visual communication technology.
- Application of electronic signatures, electronic seals, and digital certificates.
- Adherence to common RON-related frameworks and local regulations.
If you’re new to online notarization, it’s better to partner with a trusted online notary platform that understands the legal landscape and provides a user-friendly experience. And Legitify, Notarize, and Notarity are three top-rated online notary services to consider:
- Legitify.eu
This online notary platform is trusted by many established brands worldwide, such as Sotheby’s, Remote, Vance, Zimpler, Avask, and Revolut Business. Legitify specializes in cross-border notarizations across the EU, UK, and other countries using a simple process. Its pricing is flexible for different demands, including the Business and Individual plans.
- Notarize.com
Notarize is a fully compliant online notary service accepted in all 50 U.S. states. It allows individuals and businesses to notarize documents online 24/7 through a secure process. It’s widely used for real estate transactions, legal documents, and business agreements.
- Notarity.co.uk
Compared to Notarize and Legitify, Notarity is especially well-suited for notarizing documents related to German-based businesses. That said, it also performs reliably for basic English-language documents involved in cross-border transactions within the EU.
What documents can be notarized using RON?
Here are the common types of documents that you can notarize remotely::
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- Financial services and insurance: loan agreements, mortgage documentation, investment authorizations, and insurance claim affidavits.
- Legal services: powers of attorney, affidavits, settlement agreements, and business formation documents.
- State and local governments: licensing applications, permit requests, and voter registration forms.
- Other documents: employment verification letters, consent forms, adoption paperwork, and academic transcripts and diplomas.
Note: Some documents cannot be notarized via RON, depending on local regulations. Common examples include wills, trusts, and marriage certificates, which often require in-person notarization in most countries due to strict legal standards or fraud prevention.
Conclusion
RON has become an essential tool for individuals and businesses looking to streamline the notarization of documents with less time and effort. By working with a trusted platform, you can ensure your documents are secure, legally binding, and enforceable. More importantly, for the best results, choose a platform that stays up to date with RON compliance across different markets like the UK, US, or EU, or an expert in each market.
