Notarizing a document no longer always requires an appointment at a physical office. With online notarization, a signer can upload a document, verify their identity, meet a certified notary by live video, and retrieve the completed file through one platform. This guide walks through the process from preparation to download so you know what to expect before the session begins.
What Actually Happens During an Online Notary Session
Normally, people search for information on how online notarization works whenever they need a form completed but can’t make it to an office. The odd point is that the same task can be done using a screen. There’s no counter to stand at, and no paper stamp is handed across a desk. Nevertheless, the notary still has to see the person signing, check their identity, watch them sign the document that is required and carry out the notarization.
BlueNotary brings all these steps together on one platform; the signer begins by creating an account, uploading the document, choosing when to connect, verifying their identity, and then takes part in a video session. The notary then guides the signer through the session. After it has been completed, the finished document can be accessed through the account.
Creating Your Account and Uploading the File
To begin with, you need to establish a signer account by providing your email address and a password; this account will give you access to the session and make sure that the document stays linked to the right user. You should use an email address that you are able to access easily since it will also allow you to retrieve your account later on.
The following stage is to upload the document. Using BlueNotary, you can either drag the file onto the platform or use your device to browse for and choose the file. PDF files are appropriate for this. Make sure the document is open before you upload the document and check again that you are uploading the correct version of the document. It is easy to get mixed up if the file names of the document look alike, especially if the form has been changed multiple times.
Look at the page of the document, the last page of the document, and every page that needs a signature in the document. If the document is to be signed in front of a notary, leave the signature box empty in the document. BlueNotary will ask the signer to confirm that the document has not already been signed before the signer can continue.
Choosing When the Meeting Will Take Place
Once the file has been added to the account, you can then choose at that moment to connect right away or to plan the session for a later time. The option you take will be based on whether all the relevant people are ready. If someone else is needed to sign the document, such as an observer or a witness, you should add that person before continuing.
BlueNotary operates 24 hours a day every day of the week. This makes it very helpful when documents come in late at night or when traveling to an office would take more time than the appointment allows. BlueNotary has over 20,000 certified notaries available on its platform, so you can find one anytime, no matter the hour.
If you pick a session, take a short moment to check your surroundings. Keep your identification close by, confirm the camera is working properly, and sit in a way that clearly shows your face to the screen.
How Identity Verification Works
Before going to the notary appointment, you will have to carry out identity verification. BlueNotary’s identity verification process requires personal information and a clear image of government issued identification, such as a driver’s license or passport. The platform also performs a biometric verification check.
Entering the Live Video Meeting
When your identity has been checked and you have given your payment details, the platform will lead you to the live session. A qualified notary will attend the meeting and show you the steps that are needed. This is an interactive conversation, not a recording that you view on your own.
The notary will verify that all the necessary items are present and let you know when it’s time to sign; if any part of the screen is unclear then you should ask before clicking on it. It is of no advantage to go through an important document quickly, and the reason for the meeting is so that the notary can observe you and perform the required notarial act while you are both connected.
An online notarization through BlueNotary generally takes about ten minutes. Although this is a reasonable estimate, the actual time can differ depending on the readiness of the document, the identity verification, the number of people involved, and the quality of the internet connection. However, two of the most common causes of delays can be avoided if the correct file and identification are already prepared.
Receiving and Saving the Completed Document
After the session is over, you can obtain the completed document through BlueNotary. When you have downloaded the file, open it and check that all the pages are present and that you have selected the completed version rather than the one that was first uploaded.
Online Notary Process at a Glance
| Stage | What the signer does | What to check |
| Create an account | Enter an accessible email address and password | Use an email account you can return to later |
| Upload the file | Choose the final PDF | Review the first page, last page, and signature areas |
| Choose a time | Connect when ready or select a later session | Confirm that every required participant is available |
| Verify identity | Provide the requested information and identification | Use a clear image and follow each prompt |
| Meet the notary | Join the live video session and follow instructions | Wait for the notary before signing |
| Download the result | Save and open the completed document | Confirm that every page is present |
The Role of Each Person in the Session
The signer and the notary have different responsibilities. The signer brings the correct document, provides identification, answers the verification prompts, and signs when instructed. The certified notary conducts the live session and completes the required notarial act. Other people may also need to attend. A second signer signs the same transaction, a witness observes when the document requires one, and an observer may be included for another permitted purpose.
Identify these roles before the meeting. Someone who only needs a copy of the finished document may not need to join the video call. By contrast, a person whose signature must be notarized will need to be present and complete the required steps. Confirming this early helps you choose the correct participants during setup.
What Can Slow the Process Down
The online notary process is easier when the document is final, and everyone is ready. A poor connection can interrupt the video meeting. A dark room can make identity checks more difficult. An expired or unclear identification document can prevent the signer from moving forward. A missing page or a document that was signed too soon may also require the session to stop.
These problems are usually avoidable. Open the file before uploading it. Keep your identification nearby. Test the camera and microphone. Ask every additional signer or witness to do the same. If the receiving organization gave special instructions, read them before selecting the session type. Preparation does not change the formal steps, but it removes many of the practical issues that make a short appointment take longer.
What to Review After the Meeting
Downloading the file is not the final check. Open the completed document and confirm that it contains every page. Compare the filename with the original so that the unsigned copy is not sent by mistake. Save the completed version in a folder you can locate later, especially when the document must be submitted through another website or emailed to a recipient.
Follow the recipient’s delivery instructions after downloading the completed document. Some organizations request a portal upload, while others accept an email attachment or require the file to be added to an existing application.
When an Online Session Is a Practical Choice
An online appointment is very handy when local offices are closed, travel is inconvenient, or many people need to work from different places. BlueNotary lets a signer ask for a session when the signer is ready or pick a time. Flexibility makes the process easier to fit around work, family responsibilities, and document deadlines.
The best option depends on the document and the recipient’s requirements.
Check the instructions first, prepare the file and identification, and then follow the platform prompts in order. That is the complete online notary process from the signer’s perspective.
How to Coordinate More Than One Participant
A session becomes more complicated when another signer or a witness must attend. Start by confirming who is required and whether everyone needs to join at the same time. Send the participants the appointment details early enough for them to prepare their identification, device, and internet connection. Ask each person to use a quiet location with enough light for the camera.
Do not assume that a person who helped prepare the document must attend. The document instructions and the receiving organization should identify the required roles. Add people to the session according to those roles so the notary can see who will sign and who will witness. If one participant is not ready, scheduling a later time may be better than opening an immediate session and waiting.
When the meeting begins, allow the notary to lead the sequence. Each person should wait until asked to sign. Participants should avoid speaking over one another and should ask for clarification if a name, signature field, or instruction is unclear. After the session, the person responsible for delivery should download the completed file, check every page, and send the correct version to the recipient.
A smooth session also depends on simple preparation. Open the final version of the document, confirm that every page is present, and keep your identification close by. Join from a quiet place with clear lighting and a steady internet connection. If another signer must attend, make sure that person understands when to join. These small steps help the notary focus on identity verification, the document, and the signatures that need attention. They also reduce avoidable pauses once the live session begins.
You can review the complete BlueNotary online notarization service and its current pricing before creating your session.
Conclusion
The online notary process follows a clear sequence: prepare the final document, upload it, select a meeting time, complete identity verification, and join the certified notary by live video. Careful preparation helps the session move smoothly. After the meeting, download the completed document, check every page, and follow the recipient’s delivery instructions.
Frequently Asked Questions
Q1. Do I meet a real notary on video?
Yes. A certified notary attends the live video session and guides the signer through the required steps.
Q2. What identification can I use?
BlueNotary asks for official identification; the document provided to the person signing lists a driver’s license or a passport as examples and also involves a biometric verification check.
Q3. Can I schedule the session for later?
You can either connect then or pick another time after you have uploaded the document.
Q4. How long can the session take?
The process usually takes about ten minutes, but the total time can vary with the document, identity verification, number of participants, and internet connection.
Q5. Can I access the completed file again?
Yes. Users can return to their accounts after the session to retrieve the completed document.
Begin your online notarization with BlueNotary when your document and identification are ready.
