Remote online notarization, sometimes also called online notarization or virtual notarization, refers to notarization that relies on online audio-visual communication. The notary public and the document signer are not physically present in the same room, but rather communicate on an audio-visual platform. More and more states are taking steps to accommodate RONs and to specify the requirements the parties must meet. In many states, the notary is required to have special training or licensing to perform a remote online notarization.
The vast majority of states have now enacted permanent laws that address remote online notarization. These states include:
District of Columbia
When the COVID-19 pandemic began, with its stay-at-home orders and social distancing norms, nearly all of the states without existing RON laws issued emergency authorizations that allowed remote online notarization on a temporary basis. These temporary measures had expiration dates, though many were extended (several times), a few even into 2023. Many of these states then enacted permanent legislation when the temperature measures expired. If so, the state has been added to the list above.
The state laws (and executive orders) vary widely in what they allow. For example, although South Dakota has enacted a permanent RON law, the law is extremely limited in scope; it allows remote online notarization only of paper—not electronic—documents, and requires a notary to have personal knowledge of the signer's identity. Several other states also allow only remote ink-signed notarizations (or RINs). Delaware's (extended) temporary order allows only Delaware attorneys to perform RONs. The states also lay out different requirements for the RON process. In other words, when performing a remote online notarization, it's necessary to follow the very specific guidelines set out by a particular state's law.
Because estate planning documents trigger heightened concerns about fraud, undue influence, and mental capacity, some states' remote online notarization statutes either explicitly exclude wills and trusts from documents that can be notarized remotely, or impose more exacting requirements for these documents. But several states have enacted permanent laws allowing electronic wills, and many more seem poised to follow suit in the near future. (To check your state, see What Is an Electronic Will?) Again, in this area the pandemic has acted as a catalyst for state legislatures to act.
The exact requirements vary by state, but notarizing your document online typically requires the following steps:
Some states further require that an audio-visual recording of the virtual signing be stored for a number of years, typically between five and 10 years.
Remote online notarizations are rapidly becoming more prevalent, especially given the large push, borne of necessity, during the COVID-19 pandemic. The changing field has raised concerns related to cybersecurity, encryption, and storage of sensitive electronic documents, as well as whether certain identity authentication methods—such as when a notary views a photo I.D. over a camera—are sufficient.
At the end of the day, remote online notarizations remain relatively new in many states, and some state statutes might still leave gaps or raise questions. Some attorneys are still wary of relying on remote notarizations of documents if a traditional notarization is available, or will recommend re-executing (notarizing and signing again) documents once an emergency has passed. But it's clear that remote online notarizations are making major inroads and will eventually become more entrenched in our daily lives.