Digital Transactions With Remote Online Notarization

We all know the importance of a good old handshake and a notarized signature to seal the deal. But in today’s business world, that isn’t always an option. With the rise of remote work and online transactions, you need remote online notarization to build that same level of trust when things are happening virtually.

But with this convenience comes a question that is as old as business itself: can I trust it? This guide has the answers. We will address all your questions about remote online notarization and show you how you can benefit from it. Plus, we will give you the 3 best platforms for the job.

What Is Remote Online Notarization?

Remote Online Notarization (RON) is a process where documents are notarized electronically using audio-visual technology over the Internet. It allows a notary public and the signer to be in different physical locations. 

The notary verifies the signer’s identity and witnesses the signing of documents through a secure digital platform. They then apply an electronic seal to ensure the same legal validity as traditional in-person notarization.

How Does Remote Online Notarization Work: Understanding The Process

Here’s how the RON process works:

• Choose a reliable remote online notary service provider like BlueNotary.

• Make sure all documents are scanned and saved as clear electronic files (PDF or any other image file). Double-check for any errors or missing information before your appointment.
• You’ll receive a link to join a secure online video call with the remote online notary. Make sure you have a webcam and microphone set up on your computer.
• The RON will ask you to present a valid government-issued ID and then compare it with your live image to confirm your identity. They may use additional verification methods like knowledge-based authentication (KBA) or biometric verification.
• The RON will walk you through the signing process, sharing the electronic documents with you on screen. Carefully review them before signing electronically using the platform’s electronic signature feature. 
• The remote notary public will then add their electronic signatures and affix their official notary seal or stamp with the commission number and expiration date.
• Once the remote notarization is complete, the RON will send you a tamper-proof electronic copy of the notarized documents. You can also request physical copies for your records at an additional fee.

Remote Online Notarization (RON) Vs. Remote Ink-Signed Notarization (RIN) Vs. In-Person Electronic Notarization (IPEN): Know The Differences

There is no doubt that the remote notarization technology made things easy. But with different terms like RON, RIN, and IPEN floating around, it can be confusing to know which is right for you. Here’s a breakdown to help you choose the best remote notarization solution.

1. Remote Online Notarization (RON)

You and the notary execute the signing via a secure video call. During the call, the notary will verify your identity electronically and witness you electronically signing the document. The document itself is also electronic with a tamper-evident seal added by the notary to ensure its validity. 

This method is the most streamlined with maximum convenience – no need to print anything or leave your office.

2. Remote Ink-Signed Notarization (RIN)

This option combines elements of traditional and remote notarization. You will still need a physical copy of the document you need notarized. During a video call with a notary, you will sign the document with a pen on paper while the notary observes the notarial acts through the video feed. 

The notary will then complete the notarization process electronically and add their seal and signature to the document.

3. In-Person Electronic Notarization (IPEN)

IPEN falls somewhere in between traditional and remote notarization. You will still need to meet the notary in person. But instead of a paper document, you will sign an electronic document on a specific secure platform. The notary will then witness your signature electronically and complete the notarization process.

Here’s a quick rundown of the differences among the 3 forms of notarization.

Is Remote Online Notarization Legal In All US States?

Even though a state might not allow RON itself, a document notarized online by a notary in a RON state should still be recognized as valid in all 50 states because of the Full Faith and Credit Clause of the US Constitution.

RON is not allowed for the individual notaries in all US states. While the number of states allowing RON is growing, there are still some that don’t permit it. Currently, these states have permanent legislation allowing RON:

• Alaska
• Arizona
• Arkansas
• California
• Colorado
• Connecticut
• Delaware
• Florida
• Hawaii
• Idaho
• Illinois
• Indiana
• Iowa
• Kansas
• Kentucky
• Louisiana
• Maine
• Maryland
• Massachusetts
• Michigan
• Minnesota
• Missouri
• Montana
• Nebraska
• Nevada
• New Hampshire
• New Jersey
• New Mexico
• New York
• North Dakota
• Ohio
• Oklahoma
• Oregon
• Pennsylvania
• South Carolina
• South Dakota
• Tennessee
• Texas
• Utah
• Vermont
• Virginia
• Washington
• West Virginia
• Wisconsin
• Wyoming
  

At this point, it’s less than 5 states that don’t allow their notaries to participate and require you to use a notary from a separate state for online notarization.

How Much Does Remote Online Notarization Cost?

The RON cost expense can vary based on different factors. Here’s a pricing breakdown:

• Many RON services charge a flat fee per document you need notarized. This fee ranges from $25 to $30. This is a great option if you need documents notarized quickly.
• Some remote online notaries charge a fee per notarization session, regardless of the number of documents. This can be cost-effective if you have several documents to notarize at once.
• A few remote notaries offer subscription plans that give you a certain number of notarizations per month for a fixed fee. This is a good option for businesses with frequent notarization needs.

State regulations can affect the cost. Some states set maximum fees that notaries can charge. Check your state’s regulations to understand any limitations on fees.

8 Types Of Documents You Can Notarize Online

Here’s a breakdown of some common business documents that are perfectly suitable for RON:

A. Contracts & Agreements

• Sales contracts
• Non-Disclosure Agreements (NDAs)
• Service agreements specifying services provided and payment terms

B. Real Estate Documents

• Deeds
• Leases
• Mortgage documents

C. Business Documents

• Incorporation papers
• Official records of business meetings
• Operating agreements for LLCs outlining management structure

D. Financial Documents

• Affidavits
• Loan agreements
• Trust documents related to managing trust assets

E. Legal Documents

• Powers of Attorney
• Wills and living wills
• Court documents required in legal proceedings

F. Employment Documents

• Employment contracts
• I-9 forms for employment eligibility verification

G. Intellectual Property Documents

• Patent applications
• Copyright agreements
• Trademark registrations

H. Vendor & Supplier Agreements

• Purchase orders
• Supply contracts

Adopting Remote Online Notarization: 6 Different Use Cases & Industry Examples To Inspire Change

Traditional businesses are already aware of the benefits of RON, but let’s explore some examples of how off-the-beaten-path businesses can also gain from it. 

I. Construction & Property Management: Fortune Restoration

Fortune Restoration specializes in restoration and property management services for residential and commercial properties. With their wide range of services, they handle lots of contracts and permits that need notarization. In many instances, clients needed to sign documents but couldn’t do so in person because of busy schedules, travel, or being in remote locations. 

This makes Fortune Restoration a great example of a company that could really use RON. With it, both parties can sign and have documents notarized remotely. This means no more dealing with mailing paperwork or trying to schedule in-person meetings. It saves time and makes starting projects much smoother. 

Here are specific situations where they can put RON to good use:

• Fortune Restoration works with a network of subcontractors. RON can let them securely notarize subcontractor agreements electronically.
• Change orders are common in construction. With RON, homeowners can approve these changes electronically with a secure and legal e-signature. 
• For rental property management, Fortune Restoration can securely notarize lease agreements with tenants.

II. Online Retail: Tailored Athlete

Tailored Athlete is an online retailer specializing in custom-made athletic wear. It is a perfect case for RON because they operate online, which means many of their important business dealings involve electronic documents and international partners. Their success depends on efficient communication and streamlined processes – exactly what RON provides.

Imagine Tailored Athlete secured a deal with a supplier in Italy, for a new line of performance apparel. The supplier requires a signed contract before they can proceed. Traditionally, they would have to wait days or even weeks for the physical paperwork to complete the loop.

But with RON, they can get this done in minutes. They can lock in deals quicker and avoid delays – all without having to worry about lost or damaged paperwork. This lets Tailored Athlete bring their products to market faster and capitalize on market opportunities.

The convenience of RON isn’t just about speed. It also offers enhanced security for Tailored Athlete. Traditionally, disputes over contracts can arise if the authenticity of signatures or the contract itself is questioned. With RON, electronic signatures and tamper-proof audit trails provide a clear record of the entire signing process.

III. Health & Wellness: Transparent Labs

Health-related searches make up 5% of all Google searches. It shows how much people care about health and wellness. But as the health industry grows, things can get complicated. This is where RON can make a big difference.

Transparent Labs is a great example of a company using RON to simplify their workflows. This business sells sports nutrition supplements and bases its formulas on scientific research at effective dosages. Transparency is their top priority as they list all ingredients, even minor ones, on their labels. 

This focus on transparency and collaboration makes them a perfect fit for the secure and efficient world of RON. Let’s see how.

Since Transparent Labs’ products require research and development, they partner with external researchers. Traditionally, contracts outlining the research scope and ownership of findings would need physical signatures and notarization. This adds unnecessary steps to the process.

With RON, things are faster. Transparent Labs can use a secure online platform where both parties upload and e-sign contracts. A remote online notary can then verify the signatories’ identities and notarize the document online. 

Plus, clinical trials are an important part of developing new supplements. Transparent Labs can use RON for the electronic signing and notarization of clinical trial agreements with participating institutions. This streamlined process ensures smooth collaboration and eliminates the hassle of paperwork. In short, it saves everyone time.

IV. Athletic Apparel: Gain The Edge

Gain The Edge is an apparel company that sells athletic clothing and accessories with deliveries across the globe. To reach their global audience, they work with influencers who have a wider online presence, making the most of the $17 billion global Instagram influencer market. 

Now this makes them a prime candidate for RON to securely notarize endorsement deals with influencers electronically.

With traditional notarization, partnering with international fitness influencers can be a logistical nightmare. But RON eliminates the hassle of mailing contracts and waiting for signatures. Influencers can sign from anywhere in the world, and Gain The Edge can have agreements notarized instantly, speeding up the entire process.

RON can be useful for Gain The Edge in other ways too. They can electronically notarize Non-Disclosure Agreements (NDAs) with designers and manufacturers. This protects their unique designs from being copied and protects their intellectual property.

V. Career Services & Job Marketplaces: Prosple

Prosple is an online job board for graduate students. Their business model relies heavily on agreements with various parties. These could be contracts with employers to post jobs on their platform or with event organizers for the different events they hold. This makes them an ideal candidate for using RON.

Now, these employers and event organizers could be spread across the country. Dealing with traditional paper contracts and physical signatures can slow things down and make the process cumbersome.

Using ROE, Prosple can draft the agreement and schedule a secure online session with a notary public whenever the other party is ready to sign. This ensures faster onboarding and increases their platform’s value to job seekers.

VI. Human Resources & Headhunters: Genius

Genius is a headhunting firm that connects businesses and C-level executives with global talent. It is an ideal case for RON because of the nature of their work. They deal with high-level contracts with geographically dispersed parties. Their focus on efficiency and remote work matches perfectly with the benefits of RON.

Traditional paper-based contracts with physical signatures can create delays for them. Imagine they connect a virtual assistant to a tech CEO in California. The process could become chaotic, and by the time the paperwork is sorted, the client might lose interest and move on.

But with remote online notarization, they can handle contracts instanly, no matter where the parties are located. This means less hassle and happier clients who don’t have to wait around for paperwork to be completed. Like client onboarding, Genius can also use RON and eSignature to offer remote signing of NDAs with talent.

7 Proven Benefits Of Remote Online Notarization

Running a business is all about efficiency. Every saved minute and streamlined process adds up. Here’s how remote online notarization can help with this.

a. Offers More Convenience

Remote online notarization lets you notarize documents without leaving your office. You and clients can complete the process from your computer or mobile device. You can also notarize documents outside regular business hours. Many remote notary services are available 24/7. So if you work with international clients or have urgent documents to notarize, it can be very helpful.

b. Expands Accessibility

Remote online notarization increases accessibility for everyone – employees, clients, and partners. Anyone can access notary services from anywhere. This is particularly useful if you have a distributed or remote workforce. It also reduces logistical challenges and makes it easier to finalize important documents.

c. Saves Time

Remote online notarization is quick and efficient and you can complete the process in a matter of minutes. Plus, you don’t need to spend time commuting to and from a notary’s office. You can use this saved travel time for more productive business activities.

d. Improves Security

Traditional notarization relies on physical documents and manual verification which are vulnerable to errors or fraud. RON platforms use advanced security measures like digital signatures, two-factor authentication, and tamper-evident seals. This reduces the risk of document manipulation.

Also, each notarization session is recorded which creates a verifiable audit trail. You can refer back to the recording if any issues arise.

e. Reduces Costs

Think about all the expenses of traditional notarization: printing documents, courier fees, notary travel charges, and employee TIME spent coordinating appointments. RON eliminates these costs. You can upload documents and the entire process happens online. 

Plus, remote online notarization platforms offer subscription plans which are more cost-effective than paying for individual notarizations.

f. Increases Efficiency

Remote online notarization can be completed in minutes. BlueNotary offers Online Notarization API integration so you can integrate remote online notarization into your document management systems. This reduces the need for physical document handling and minimizes the risk of lost or misplaced documents. Plus, digital notarizations are easier to organize, store, and retrieve.

g. Ensures Compliance & Legal Validity

Almost every state has uniquely adopted laws and regulations to recognize the validity of electronic notarizations. These laws ensure that RON meets the same legal requirements as traditional in-person notarization. 

RON platforms use sophisticated security features like digital signatures and tamper-evident seals. These features create a clear audit trail and provide a verifiable record of the notarization process. 

Plus, every RON transaction is documented in a secure electronic notarial journal. This journal can be accessed if needed for future reference or verification.

3 Best Remote Online Notarization Services

Here’s a look at 3 top-rated RON services to consider. Check out what each offers to help you choose the right one.

i. BlueNotary

BlueNotary is a leading platform for remote online notarization. Having been the top choice for 3,000+ businesses, it combines ease of use with advanced security features.

Key Features

• BlueNotary uses multi-factor authentication and tamper-evident audit trails to keep your documents safe throughout the notarization process.
• BlueNotary has an on-demand network that consists of 5,000+ pre-vetted notaries across all US states with a proven track record to ensure a smooth and professional experience.
• Schedule a notary appointment 24/7 that fits your busy schedule. 
• BlueNotary operates in all US states that allow RON, and works via cross state notarization for those that don’t yet have laws passed, so you can get your documents notarized no matter your location.
• With BlueNotary, you can upload multiple documents in one go. You can also add documents during an ongoing notarization session.
• BlueNotary offers API integration to help you incorporate notarization into your existing workflows and document management systems.

ii. Notarize

Notarize is one of the most popular remote online notarization platforms. It is known for its wide range of services and strong reputation in the industry.

Key Features

• Notarize offers screen-sharing functionality for a smooth and efficient notarization experience.
• Notarize uses audio-visual technology to verify your identity and ensure the signing process is secure. 
• The platform securely stores your notarized documents electronically. 
• You can schedule notarization sessions at your convenience or opt for on-demand services.

iii. DocVerify

DocVerify is a robust platform offering different electronic notarization services. It is well-known for its security features and ease of use.

Key Features

• The user interface is straightforward and easy to use which minimizes the learning curve and makes the notarization process quick and simple.
• Upload multiple documents at once for efficient processing. DocVerify can handle a high volume with minimal wait times.
• Save time by using DocVerify’s library of pre-built templates for frequently notarized documents like contracts or NDAs.
• DocVerify has a network of qualified notaries across the country. You can schedule appointments with notaries in your time zone

Conclusion

With remote online notarization, you are in control. The best part? This flexibility doesn’t sacrifice security. The question isn’t whether RON will succeed but how fast we will adapt and make the most of it. This will determine how we move through the exciting, more digital world of transactions.

But how do you make sure you are using a secure and reliable RON platform? Look no further than BlueNotary. BlueNotary is on the cutting edge of RON services, with a user-friendly platform that connects you with a professional notary public via secure video call – from anywhere, anytime.

Chat with a BlueNotary representative now or email us your questions – we are happy to help.

Author Bio:

Burkhard Berger is the founder of Novum™. He helps innovative B2B companies implement modern SEO strategies to scale their organic traffic to 1,000,000+ visitors per month. Curious about what your true traffic potential is?

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