Is Remote Online Notarization Legal in Washington? (2025)

As digital solutions become increasingly prevalent, the way we handle official documents has evolved.

Remote Online Notarization (RON) offers a convenient and efficient alternative to traditional notarization. For those in Washington State, understanding the legality and process of remote notarization is crucial. This article explores the legal framework, requirements, and benefits of remote notarization in Washington State.

The Legal Framework for Remote Notarization in Washington

Remote Online Notarization became legal in Washington State in March 2020. Initially, the laws were set to take effect in October 2020, but the COVID-19 pandemic expedited their implementation. Washington was the ninth state to legalize RON, demonstrating its commitment to modernizing notarial services. Here are the key aspects of Washington’s RON legislation:

• Enactment Date: Washington’s RON laws were enacted in March 2020.
• Implementation: The laws were originally scheduled to take effect in October 2020 but were accelerated due to the pandemic.
• State Approval: Notaries must hold a traditional notary commission and be approved by the Washington State Department of Licensing to perform remote notarizations.

Requirements for Remote Notarization in Washington State

To perform remote notarizations in Washington State, notaries must meet specific requirements. These include:

• Current Notary Commission: You must be a commissioned notary public in Washington State.
• Approval for RON: Obtain approval from the Washington State Department of Licensing to perform remote notarizations.
• Approved Technology: Use a state-approved RON platform that ensures the security and integrity of the notarization process.
• Identity Verification: Implement robust identity verification methods, including multi-factor authentication and credential analysis, to confirm the signer’s identity.
• Record-Keeping: Maintain an electronic journal of all remote notarizations, including the date, time, type of document notarized, and signer’s information.
• Training and Certification: Complete any required training or certification programs specified by the Washington State Department of Licensing.

The Process of Remote Notarization in Washington

Here is a step-by-step overview of how remote notarization works in Washington State:

• Step 1: Verify Identity: The notary verifies the signer’s identity using approved methods such as personal knowledge, credible witnesses, or multi-factor authentication.
• Step 2: Conduct the Session: The notary and signer participate in a live audio-visual session where the notary witnesses the signing of the document.
• Step 3: Apply Electronic Signature: The signer applies their electronic signature to the document during the session.
• Step 4: Complete the Notarial Act: The notary completes the notarial certificate, applies their electronic seal and digital signature, and saves the session recording.
• Step 5: Maintain Records: The notary makes an entry in their electronic journal, keeping a detailed record of the notarization.

Benefits of Remote Notarization

Remote notarization offers numerous advantages for both notaries and clients in Washington State:

• Convenience: Allows notarizations to be completed from any location with internet access, eliminating the need for in-person meetings.
• Accessibility: Provides greater access to notary services for individuals in remote or rural areas, as well as those with mobility issues.
• Efficiency: Speeds up the notarization process, reducing turnaround times for document handling and execution.
• Security: Enhances the security of notarizations through advanced digital tools and verification methods, ensuring the integrity of the process.
• Flexibility: Offers flexible scheduling options for both notaries and signers, accommodating various needs and timelines.

Challenges and Considerations

While remote notarization provides many benefits, there are also challenges to consider:

• Technological Requirements: Notaries and signers must have access to reliable technology, including a computer with a webcam, microphone, and a secure internet connection.
• Regulatory Compliance: Notaries must stay informed about Washington State’s specific regulations and compliance requirements for remote notarization.
• Security Measures: Implementing robust security measures to protect sensitive information and prevent fraud is crucial.
• Legal Acceptance: Ensure that the notarized document will be accepted by all parties involved, as some entities may have specific requirements regarding the notarization process.

How to Get Started with Remote Notarization in Washington

If you’re a notary in Washington State and interested in offering remote notarization services, here are the steps to get started:

• Verify Your Eligibility: Ensure you meet all the requirements to perform remote notarizations in Washington, including holding a current notary commission.
• Choose a RON Platform: Select a state-approved RON platform that meets Washington’s security and functionality standards.
• Complete Required Training: Enroll in and complete any mandatory training or certification programs specified by the Washington State Department of Licensing.
• Set Up Your Technology: Ensure you have the necessary technology, including a reliable computer, webcam, microphone, and secure internet connection.
• Promote Your Services: Market your remote notarization services to potential clients through online platforms, social media, and local business networks.

Frequently Asked Questions

1. How much does it cost to become a remote online notary in Washington State?

The costs include the fees for obtaining your traditional notary commission, any training or certification programs, and the technology setup costs. Additionally, you may need to subscribe to a state-approved RON platform.

2. Can I notarize documents for clients outside of Washington State?

As a remote online notary in Washington State, you can notarize documents for clients located outside of the state, as long as you are physically present in Washington when performing the notarization. Ensure you comply with the laws and regulations of both states involved.

3. What types of documents can be notarized remotely in Washington?

Most documents that require notarization can be notarized remotely, including affidavits, contracts, deeds, and more. Always verify that remote notarization is acceptable for the specific document and jurisdiction involved.

4. How long does it take to become a remote online notary in Washington?

The timeline varies depending on how quickly you complete the required training and certification. The application process with the state can also vary, but generally, it can take a few weeks to a couple of months to become a remote online notary.

Remote notarization is legal in Washington State, offering notaries and clients a convenient and secure way to handle notarizations. By following the steps and meeting the requirements outlined in this guide, you can take advantage of this innovative service. Whether you’re a notary looking to expand your services or a client seeking convenient notarization options, remote notarization in Washington State provides a modern solution for your needs.

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