How to Notarize a Document Electronically: A Step-by-Step Guide
Meta Description: Learn how to notarize a document electronically in the United States, including remote online notarization, identity checks, state rules, fees, and document preparation.
Electronic notarization can save time by allowing a document to be signed and notarized digitally. In the United States, the process may happen in person using an electronic signature, or remotely through a live video session with a commissioned notary. The right option depends on the document, the notary’s authorization, and applicable state law. Understanding those distinctions helps signers avoid rejected documents, missed appointments, and unnecessary fees.
What Electronic Notarization Means
Electronic notarization is an umbrella term for notarizing a document in electronic form. The signer uses an electronic signature, and the notary completes the notarial certificate and applies an electronic seal or other authorized electronic marking. The notarization may take place face to face or, where permitted, through a secure audio-video connection.
Electronic notarization is not automatically the same as remote online notarization. In an in-person electronic notarization, the signer and notary generally meet in person, even though the document and signatures are digital. Remote online notarization, often shortened to RON, lets the signer and notary meet through live audio-video technology. RON also involves remote identity verification and a recording or other recordkeeping requirements set by law.
| Method | How it works | Common requirement |
|---|---|---|
| In-person electronic notarization | The signer and notary meet in person and use an electronic document and signatures. | The notary must be authorized to perform electronic notarizations under applicable state rules. |
| Remote online notarization | The signer and notary meet by live audio-video technology, and the document is signed electronically. | The notary must be authorized to perform RON and follow identity, technology, and recordkeeping rules. |
A scanned image of a paper document, an email approval, or a typed name does not by itself make a document electronically notarized. A valid notarization requires an authorized notary to complete the required notarial act, such as an acknowledgment or jurat, and to follow the rules that apply to that transaction.
Check Whether Electronic Notarization Is Allowed
Before booking, check the law and requirements that apply to the transaction. Notary commissions and notarization rules are generally administered by states, and laws vary. Some states authorize both in-person electronic notarization and RON; others authorize one method, impose additional conditions, or limit which notaries may perform it. A notary’s ordinary commission does not necessarily authorize remote online notarization.
Start with the state’s official notary or secretary of state website. Look for guidance on electronic notarization, remote online notarization, approved technology, notary registration, and any location restrictions. The National Association of Secretaries of State also maintains a state-by-state overview, but the relevant state authority is the best source for current requirements.
Also ask the document recipient whether it accepts the proposed format. A state may permit a type of electronic notarization while a receiving institution, court, recorder, or foreign authority has specific submission rules. Confirm those rules before signing, especially for real estate, court filings, estate documents, and documents intended for use outside the United States.
For interstate transactions, the signer, notary, document, and recipient may be connected to different states. Some state laws address whether a notarial act performed under another state’s law is recognized. Federal law also provides that an electronic signature or record may not be denied legal effect solely because it is electronic, including in certain notarization contexts. These rules do not remove every state-law or recipient-specific requirement, so cross-state matters warrant careful verification.
How to Notarize a Document Electronically
1. Confirm the document can be notarized electronically
Read the instructions from the person or organization requesting the document. Ask whether it accepts an electronic document and whether it requires an in-person electronic notarization or permits RON. Confirm the required notarial act, such as an acknowledgment or jurat, and whether a particular certificate wording or state is required.
Some transactions have special rules, and certain documents may be excluded from electronic or remote procedures under state law or recipient policy. Examples can include particular court, real estate, or family-law documents, depending on the jurisdiction. If the recipient requires an original paper document, a digital file may not meet its needs even if the online notarization itself is valid.
2. Find an authorized electronic or remote notary
For an in-person electronic notarization, find a notary authorized to notarize electronic records in the relevant state. For RON, confirm that the notary is specifically authorized to perform remote online notarizations and that the platform complies with state requirements. A commercial website can help arrange a session, but using a platform does not by itself guarantee that the notary or process meets the rules for the transaction.
Ask which state’s law governs the notarial act, where the notary will be physically located, what identification is accepted, and whether the document recipient accepts that type of notarization. The notary’s location may determine the law governing the act, even when the signer is in another state. The details can matter when the document will be recorded or used in a regulated transaction.
3. Prepare the document and identification
Use the final version of the document and follow the notary’s instructions for uploading it. Do not sign or date the document in advance unless the notary or recipient expressly allows it. For a jurat, the signer usually must swear or affirm that the document’s statements are true in the notary’s presence. The notary cannot advise the signer on how to complete the document or choose the correct notarial act.
Prepare an unexpired, government-issued photo ID that meets the notary’s state rules. For RON, the process may involve presenting identification on camera, answering knowledge-based authentication questions, or completing credential analysis. Requirements differ, and a platform may ask for additional information. A failed identity check can prevent the notary from completing the session.
4. Complete the live notarial session
For an in-person electronic notarization, the signer appears before the notary and signs the electronic record as directed. For RON, the signer joins a live audio-video session, verifies identity, and communicates directly with the notary. The notary confirms willingness and awareness, checks that the signer can participate, and administers any oath or affirmation required for the selected act.
The signer should be alone unless the notary permits an appropriate support person, have a stable internet connection, and use a device with a working camera and microphone. The notary may stop the session if the signer’s identity cannot be verified, the audio-video connection is inadequate, the signer appears unwilling or unaware, or the notary cannot meet legal requirements.
5. Sign and receive the completed electronic record
After the required appearance and identity checks, the signer applies an electronic signature in the manner specified by the notary or platform. The notary completes the certificate, adds the authorized electronic seal or signature, and records the act. Depending on state law, the notary may also retain an electronic journal entry, an audio-video recording, or both.
Download the completed document and check that the notarial certificate, date, names, and electronic seal appear correctly. Do not alter the notarized file afterward; changes can affect its integrity or verification. Save the file securely and send it using the recipient’s required method. If the recipient needs a paper copy, ask whether a printed copy is acceptable or whether a certified paper copy is available under local rules.
Identity Verification and Security
Remote identity verification is more involved than simply showing an ID on camera. Depending on the state and service, the process may combine credential analysis of an identification document with knowledge-based authentication or another approved method. The notary must follow the legal standard that applies; the platform’s process should not be assumed to substitute for the notary’s duties.
RON platforms often use encrypted connections, access controls, tamper-evident documents, and electronic records. These safeguards can help establish whether a file has been changed and provide evidence of the session. They do not make every transaction risk-free. Signers should use a trusted service, protect account credentials, avoid public Wi-Fi when possible, and confirm the recipient’s delivery instructions before uploading sensitive documents.
Electronic notarization is not a substitute for legal advice. A notary verifies identity and performs a notarial act; the notary generally does not confirm that the document is legally sufficient, that its statements are true, or that it serves the signer’s interests. For documents with significant legal or financial consequences, an attorney or other qualified professional can review the document separately.
Documents Commonly Notarized Electronically
Depending on state law and the recipient’s rules, electronic notarization may be available for documents such as affidavits, acknowledgments, business forms, and some real estate or financial documents. Availability is not universal. A document category being eligible in one state does not mean every version of that document can be notarized remotely or accepted by every institution.
Documents involving wills, trusts, powers of attorney, real estate transfers, or court proceedings deserve extra checking. State law may impose special signing, witnessing, recording, or format rules. A recipient may require wet-ink signatures, witnesses, original documents, or a specific type of notarial certificate. Confirm the complete execution requirements before starting an online session.
Costs, Timing, and Common Reasons for Rejection
Fees vary by state, notary, and platform. Some states set maximum notary fees, including separate limits or rules for remote notarization; a platform may also charge a technology or service fee. The total can depend on the number of signatures, certificates, or documents. Check the full price before booking, and compare it with the cost of an in-person appointment.
A straightforward session can take only a short time once the document and identification are ready, but identity checks, technical problems, or document corrections can add delays. Common causes of rejection include using a notary without the required RON authority, submitting a file the recipient will not accept, choosing the wrong notarial act, incomplete certificate wording, failed identity verification, or an improperly executed document.
- Before the appointment: Confirm acceptance, state requirements, document format, identification, and the correct notarial act.
- During the appointment: Follow the notary’s instructions, remain on camera for RON, and do not sign early.
- After the appointment: Review the completed file, preserve the original electronic record, and submit it as instructed.
Electronic Notarization for International Use
A document notarized electronically in the United States may need additional authentication before a foreign government or organization will accept it. Depending on the destination country and document, that can involve an apostille or another form of authentication. The process is separate from notarization, and not every authority accepts electronic records or remote notarizations for every purpose.
Before arranging the notarization, ask the receiving foreign authority or its official representative what form it requires. Confirm whether it accepts RON, whether the notary must be commissioned in a particular state, and whether the electronic record can be authenticated. Requirements can differ by country and document type, so early confirmation can prevent repeating the process.
Reliable Sources for State-Specific Rules
For current, jurisdiction-specific information, consult the relevant state secretary of state, commissioning authority, or official notary regulator. The National Association of Secretaries of State provides a useful overview of state notary resources at NASS.org. Federal electronic-signature law is available through the U.S. Code, including 15 U.S.C. § 7001. These sources help explain the framework, but the state authority and document recipient determine the practical requirements for a specific transaction.