How to Become a Remote Online Notary in Texas: A Comprehensive Guide

What is a Remote Online Notary?

A remote online notary (RON) is a notary public who is authorized to perform notarizations online via audio-visual technology. Unlike traditional notarizations that require the signer to be physically present, remote notarizations enable the notary and the signer to be in different locations, making the process more flexible and accessible.

For more information see our article: What is a Remote Notary? Understanding Remote Online Notarization

Benefits of Becoming a Remote Online Notary

There are several advantages to becoming a remote online notary, including:

• Convenience: Offer notary services to clients from the comfort of their homes or offices, eliminating the need for in-person appointments.
• Efficiency: Reduce the time and travel required for traditional notarizations, making the process quicker and more streamlined.
• Market Expansion: Reach a broader client base by offering digital notarization services, which can attract clients from remote or rural areas.
• Increased Earnings: Take advantage of the growing demand for online notarizations to boost your income potential.
• Enhanced Security: Utilize digital tools and encrypted platforms that offer robust security features, ensuring the integrity of documents and the privacy of clients.
• Recorded Sessions: The video recordings of notarization sessions provide an additional layer of security and accountability, helping to prevent fraud and disputes.

Steps to Become a Remote Online Notary in Texas

Step 1: Hold a Traditional Texas Notary Public Commission

To become a remote online notary, you must first be a commissioned notary public in Texas. If you’re not already a traditional notary, you’ll need to complete the requirements to become one. This involves filling out an application, undergoing a background check, and obtaining your notary commission certificate. You can check your current commission status using the Notary Public Search tool on the Texas Secretary of State website.

Step 2: Choose a State-Approved RON Technology Provider

Once you have your traditional notary commission, select a state-approved Remote Online Notarization (RON) technology provider. This platform will support the digital tools necessary for online notarizations, ensuring compliance with state regulations. A reliable RON platform will offer features such as encrypted transactions, secure storage for notarization records, and seamless integration with your workflow.

Make sure you get:

• Digital certificate
• Electronic seal
• Electronic journal

The digital certificate must be issued by a trusted third-party provider, using Public Key Infrastructure (PKI) technology, and be X.509 compliant. The electronic seal should include specific information as mandated by Texas state law, such as your name, notary identification number, and commission expiration date. The electronic journal will help you maintain accurate records of your notarizations, including storing audio-visual recordings of each session.

Step 3: Complete the Application Process through the Texas Secretary of State

Next, visit the Texas Secretary of State’s website to fill out the application form for becoming a remote online notary. Follow these steps:

1. Fill out the online application form with your personal and notary information, including your current commission name, notary identification number, date of birth, and social security number.
2. Sign the Statement of Officer form using your digital certificate. This step ensures that your notarized documents are legally binding and meet state requirements.
3. Upload your electronic seal to the application system in the specified format (BMP, JPEG, PNG, or TIF). Ensure the seal meets the state’s size and design requirements.

Ensure you have all your information ready and that it matches the details on the notary public database. Any discrepancies can delay your application process.

Step 4: Further Application Requirements

Additional Application Steps

Following the initial application steps, there are additional requirements to ensure a complete and compliant application:

You need to provide certain personal and notary-specific details, including your notary identification number, date of birth, the last four digits of your social security number, your last name as registered, and a valid email address. This email will be used for all further communication, including sending your online notary public commission.

All provided information must match the current notary public database entry to proceed with the application.

Acknowledgment and Compliance

During the application process, you must acknowledge and agree to meet specified standards and requirements:

• Compliance with Texas Administrative Code, Chapter 87, relating to identity proofing and credential analysis.
• Use of a third-party provider supporting an electronic technology standard with Public Key Infrastructure (PKI) technology from an X.509 compliant service provider.
• Timely provision of necessary instructions or techniques from your vendor to the Secretary of State for reading and authenticating your digital certificate and seal upon request.
• Eligibility criteria including being at least 18 years of age, a resident of Texas, and free from felony convictions or crimes involving moral turpitude.

Failure to meet these obligations or to check the acknowledgment box will halt your application process.

Statement of Officer and Digital Seal

Post acknowledgment, you will download and sign the Statement of Officer using your digital certificate. This signed document must then be uploaded to the application system. Additionally, your electronic seal needs to be in an acceptable image format (BMP, JPEG, PNG or TIF), containing all required elements such as your name, identification number, and commission expiration date. The seal should conform to specific size and border requirements as defined by Texas state law.

Fee Payment and Submission

Finally, enter your payment details to cover the application fee, which typically amounts to $50 plus a 2.7% convenience fee. Double-check all information for accuracy before final submission.

Approval and Follow-Up

Upon submission, you will receive a reference number and an email confirming receipt of your application. If approved, you can expect a response within three business days. If issues arise, promptly rectify them as directed.

Refer to the Online Notary Login to apply and manage your notary commission.

Step 5: Pay the Application Fee

Use your credit card to pay the application fee, typically around $50, plus any applicable convenience fees. Double check all your information before submitting the application to ensure it is correct. Paying the fee promptly will help expedite the approval process.

Step 6: Await Approval

Once your application is submitted, it will be reviewed by the Texas Secretary of State. You will receive an email notification with your online notary public commission details within a few business days if your application is approved. If there are any issues with your submission, you will be informed of how to rectify them. During this waiting period, ensure you have all your digital tools and records ready to start your remote notarization services immediately after approval.

Maintaining Your Commission

Your online notary commission will expire on the same date as your traditional notary commission. Therefore, it is crucial to renew your traditional notary commission first before renewing your online notary commission. When renewing, make sure you have your new notary public commission certificate and update any changes to your digital certificate and electronic seal in the Secretary of State’s records. Failing to maintain updated records can result in disciplinary actions, including the revocation of your commission.

Best Practices for Remote Notaries

As a remote online notary, there are best practices you should follow to ensure you provide the best possible service:

• Stay Informed: Keep abreast of the latest laws and practices in the notary public field. Regulations can change, and staying updated will help keep your services compliant.
• Invest in Quality Technology: Use high-quality, secure remote notarization platforms to provide efficient and reliable services. Ensure your technology setup complies with state regulations concerning security and data protection.
• Maintain Accurate Records: Keep detailed records of each notarization, including video recordings and digital copies of documents. This helps protect both you and your clients and ensures compliance with legal requirements.
• Provide Exceptional Customer Service: Building strong relationships with clients through exceptional customer service can lead to repeat business and referrals. Respond promptly to inquiries, maintain professionalism, and offer flexible scheduling to accommodate clients’ needs.
• Market Your Business: Utilize digital marketing strategies, including social media, search engine optimization (SEO), and online directories, to reach a broader audience and attract new clients. A strong online presence can significantly boost your business.
• Secure Client Data: Ensure the security and privacy of client documents and personal information. Use strong encryption and secure data storage solutions to protect sensitive information.

By adhering to these best practices, you can establish a reputation for reliability and professionalism, which will help you grow your business and attract more clients.

FAQs About Becoming a Remote Online Notary in Texas

Do I need to be in Texas when performing remote notarizations?

Yes, you must be physically present in Texas during the notarial act. This requirement ensures that you comply with Texas notary laws and regulations, even if your client is in a different location.

Can I notarize documents for clients in other states?

Yes, as a remote notary, you can notarize documents for clients located in other states. However, you must ensure that you are compliant with both Texas laws and the laws of the state where the document will be used. It’s essential to verify whether the receiving state’s laws accept remote notarizations.

Are there specific training requirements for remote notaries in Texas?

While Texas does not mandate specific training for remote notaries beyond the requirements for traditional notaries, it is highly recommended to undergo additional training. This training will help you understand the procedures, security measures, and technology involved in remote notarization, ensuring you can perform your duties accurately and confidently.

How often do I need to renew my remote notary commission?

Your remote notary commission will expire on the same date as your traditional notary commission. Therefore, you should renew your traditional notary commission first, then update your remote notary commission accordingly. Typically, this renewal cycle occurs every four years, but it’s crucial to check your expiration dates and renew them timely.

What should I do if my digital certificate or electronic seal changes?

If you replace, update, or change your digital certificate or electronic seal, you must promptly update this information with the Texas Secretary of State. Failing to provide timely updates can result in disciplinary action, up to and including revocation of your commission.

Can I charge additional fees for remote notarization services?

Yes, in addition to the standard notarization fees, you can charge additional fees for services such as identity verification, video and audio recording storage, platform costs, and transaction fees, as long as your state permits it. These additional fees can help you enhance your earning potential.

Conclusion

Becoming a remote online notary in Texas opens up new opportunities for providing notarial services in a modern, efficient manner. By following the steps outlined in this guide, you can get commissioned and start offering remote online notarization services to clients, enhancing your career and increasing your earning potential. Remember to stay compliant with state regulations, invest in quality technology, and continuously update your skills to provide the best possible service. In this rapidly evolving digital age, remote online notarization is an essential service that brings convenience and efficiency to notarization processes.