Remote Online Notarization vs. Traditional Notarization

Remote Online Notarization (RON) and traditional notarization both serve the same fundamental purpose: verifying the identity of a signer and deterring fraud. However, the way they are performed differs significantly. Understanding the key differences between RON and traditional notarization helps clients choose the method that best suits their needs.

In traditional notarization, the signer and notary must meet in person. The notary checks a government-issued photo ID, witnesses the signature, and applies a physical stamp or seal to the paper document. This process often requires travel, printing, and scheduling logistics. It also relies on paper documents, which must be physically stored, copied, or mailed after notarization.

RON allows the entire notarization to take place online using secure video conferencing technology. The signer and notary connect remotely from different locations. The notary verifies the signer’s identity using credential analysis and knowledge-based authentication, then watches as the signer signs the document electronically. The notary applies a digital certificate and seal, and the platform generates a tamper-evident PDF. The session is recorded and archived for legal and audit purposes.

One of the biggest advantages of RON is convenience. Signers can complete the process from home or anywhere with internet access. RON also accommodates clients with mobility limitations, busy schedules, or urgent needs outside of business hours. Traditional notarization, by contrast, is limited to physical availability and geographic proximity.

RON adds security features that are not part of traditional notarization. These include multi-factor identity verification, digital audit trails, tamper-evident technology, and full video recordings. These safeguards can reduce the risk of forgery and increase the verifiability of the notarization.

However, traditional notarization may still be required for certain documents or jurisdictions. Some courts, agencies, or financial institutions may request a wet-ink signature, especially for highly regulated filings or historical procedures. In such cases, RON may not be accepted, and a paper-based notarization may be necessary.

In summary, both methods are legally valid when performed according to the laws of the notary’s commissioning state. RON offers speed, flexibility, and enhanced security. Traditional notarization offers in-person interaction and is still required in select cases. Clients should choose based on convenience, legal requirements, and the preferences of the document recipient.