Do’s and Don’ts of Remote Online Notary

With the rise of digital technology, remote online notarization has transformed how notarizations are performed. But entering this field means understanding the essential do’s and don’ts that keep your process smooth, compliant, and professional. Getting these right protects your commission, your clients, and your reputation. Here’s what every remote online notary should know.

What is Remote Online Notary?

Remote online notarization allows notaries to perform notarizations via secure audio-visual technology, so signers can notarize documents without being physically present. Identity is verified digitally, and the entire session is recorded and stored — which is exactly why following best practices matters so much.

The Do’s of Remote Online Notary

1. Do Familiarize Yourself with State Laws

Each state has its own rules for remote online notarization — approved platforms, fee caps, journal and recording requirements. Staying current is non-negotiable. Check your state’s framework in our RON legality by state guide before performing any session.

2. Do Use a State-Approved, Secure Platform

Only use a RON platform that is approved for your state and employs encryption for video and document handling. Using a non-compliant platform — even one that works technically — can invalidate every notarization performed on it.

3. Do Keep a Detailed Electronic Journal

Maintain thorough records of each notarization, including the identity verification steps and the documents notarized. Most states mandate an electronic journal and require you to retain session recordings for a set period. Good recordkeeping is your best protection if a notarization is ever questioned.

4. Do Master the Identity Verification Process

Know exactly how to verify signers remotely — credential analysis, knowledge-based authentication (KBA), and any state-specific requirements. Confident, correct verification is the core of a valid RON session.

5. Do Prepare Signers Before the Session

Send clear pre-session instructions: what ID they need, what the KBA step involves, what device and connection to use, and how long it will take. A prepared signer means fewer failed sessions and a better experience.

6. Do Run a Pre-Session Equipment Check

Test your camera, microphone, internet connection, digital certificate, and electronic seal before every appointment. A five-minute check prevents most of the technical failures that derail sessions.

The Don’ts of Remote Online Notary

1. Don’t Skip or Shortcut ID Verification

Never skip identity verification or improvise a workaround when KBA fails. If verification can’t be completed through authorized methods, stop and document it — proceeding anyway creates personal legal liability.

2. Don’t Use Unapproved or Consumer Video Tools

Avoid generic video-call apps for the notarial session. Only professional-grade, compliant RON platforms meet the legal standards for identity verification, recording, and tamper-evident signing.

3. Don’t Proceed with a Poor Connection

Most states require clear audio-video throughout the entire session. If the connection degrades, pause and reconnect — never push a session through with choppy video, as it can invalidate the notarization.

4. Don’t Give Legal Advice

Notaries can notarize signatures but cannot practice law. Don’t explain what a document means or advise a signer whether to sign — refer those questions to an attorney. Crossing this line is one of the most serious compliance risks.

5. Don’t Neglect Continuing Education

RON laws and platform requirements change regularly. Stay informed and renew training where required — an outdated workflow is a compliance failure waiting to happen.

6. Don’t Overlook Clear Client Communication

Set expectations before, during, and after the session. Clear communication prevents confusion, reduces no-shows, and generates the referrals that grow your practice.

How to Become a Remote Notary

New to the field? Start with our step-by-step guides on how to become a remote notary for the commission process, required training, and setup specific to your state.

What You Can Earn

Curious about the financial side? See our breakdown of how much a remote online notary makes to understand the earning potential once your practice is running.

Ready to Get Started?

Following these do’s and don’ts is what separates a reliable, professional remote notary from one who runs into compliance trouble. Once you’re ready to build your practice the right way, our how-to guides by state walk you through every step from commission to your first paid signing.