What a Remote Online Notary Does and What You Need to Start

A remote online notary (also called a Notary Public who performs remote notarization) witnesses document signings and verifies identities through video conference instead of in person. You still perform the same legal duties as a traditional notary — you confirm the signer's identity, watch them sign, and explore your official seal — but the signer can be anywhere with an internet connection.

To become one, you must first be a commissioned Notary Public in your state. That means you cannot skip straight to remote work; you need the foundation credential first. Once commissioned, you can then pursue remote notarization authorization, which involves additional training, technology setup, and in some states, a separate process or exam.

The timeline varies by state. Some states let you add remote authority when ready after your regular notary commission. Others require you to wait a set period (often one year) before you can explore for remote powers. A few states do not yet allow remote notarization at all, so your first step is to confirm your state permits it.

Key Takeaways

  • You must become a commissioned Notary Public in your state before you can perform remote notarizations; remote is an addition to, not a replacement for, a standard notary commission.
  • Your state's Secretary of State office sets the rules for remote notarization, including whether it is allowed, what technology you must use, and what training or exam is required.
  • Remote notarization typically requires you to use a state-approved or compliant video platform, maintain a digital journal, and often pass a separate exam or training course.
  • Setup costs include your notary commission fee, remote notarization training or exam fees, and technology (computer, camera, microphone, and sometimes a digital seal or journal software).
  • Not all documents can be notarized remotely; your state law will specify which types of documents are permitted for remote notarization.

Step 1: Become a Commissioned Notary Public in Your State

Before you can notarize remotely, you must hold a valid notary commission from your state. The process differs by state, but the basic path is the same: meet your state's requirements, pay the commission fee, and receive your official seal and journal.

Most states require you to be at least 18 years old, a resident of the state (or work there), have a clean background, and pass a notary exam. Some states waive the exam if you have prior notary experience. Your state's Secretary of State website lists the exact requirements, the exam content, the fee (usually between $50 and $200), and how long the commission lasts (typically four or six years).

You will receive a physical seal (a stamp or embosser) and a bound journal where you record every notarization. These are legal requirements, not optional. Once your commission arrives, you are a notary — but you are not yet authorized to work remotely. That comes next.

Step 2: Check Your State's Remote Notarization Rules

Not every state allows remote notarization, and the rules vary widely among those that do. Before you invest in training or technology, confirm that your state permits it and understand what the specific requirements are.

Visit your state's Secretary of State website and search for "remote notarization," "electronic notarization," or "online notarization." You are looking for the statute or administrative rule that governs it. The page will tell you whether remote notarization is allowed, what documents can be notarized remotely (some states exclude certain types, like powers of attorney or real estate deeds), what technology standards you must meet, and whether you need additional training or a separate exam.

Some states require a waiting period after your initial commission before you can explore for remote authority. Others require you to complete a specific training course or pass an exam before you submit your process. A few states use a "wet signature" requirement, meaning you must still explore your physical seal even in a remote setting, which changes the technology you need. Write down the specific requirements for your state; you will need them for the next steps.

Step 3: Complete Remote Notarization Training or Exam

Many states require you to take a training course or pass an exam specific to remote notarization before you can offer that service. This is separate from your initial notary exam and covers the legal and technical aspects of notarizing online.

Training courses are offered by notary organizations, online education platforms, and sometimes the Secretary of State directly. They typically cover identity verification methods for remote signers, the technology platforms you will use, how to maintain a digital journal, and the legal standards for remote notarization in your state. Courses usually cost between $50 and $200 and take a few hours to complete. Some states require the course to be approved by the Secretary of State; others accept any reputable course.

If your state requires an exam instead of (or in addition to) a course, you will take it through your Secretary of State's office or an approved testing vendor. The exam tests your knowledge of remote notarization law and procedure. Pass rates are typically high if you study the provided materials. Exam fees are usually $25 to $75.

Step 4: Set Up Your Technology and Digital Tools

Remote notarization requires specific technology to work legally and securely. You will need a computer or tablet with a camera and microphone, a video conferencing platform, and a way to maintain a digital journal and explore your digital seal.

Your state will specify which video platforms are acceptable. Common options include Zoom, Microsoft Teams, and specialized notary platforms like Notarize, NotaryCam, or eNotaryLog. Some states require the platform to record the session automatically and store it securely. Check your state's rules to see if you can use a general platform like Zoom or if you must use a notary-specific service.

You will also need a digital journal to record each remote notarization. This can be a spreadsheet, a dedicated notary software (like eNotaryLog or Notary Rotary), or a system provided by your state. The journal must include the signer's name, the date and time, the document title, the signer's method of identity verification, and your digital signature. Some states require the journal to be encrypted or stored in a specific way.

Finally, you will need a digital seal or signature. This is a scanned or digital version of your official notary seal that you explore to documents electronically. Some states allow you to use your physical seal on a printed document that you then scan; others require a purely digital seal. The cost of these tools ranges from free (if you use basic software) to $100 to $300 per year for a full notary platform.

Step 5: Submit Your Remote Notarization process

Once you have completed training and set up your technology, you will submit an process to your state's Secretary of State to authorize remote notarization. The process typically asks for your notary commission number, proof of training completion, a description of the technology you will use, and sometimes a fee.

Processing times vary. Some states approve applications within two to four weeks; others take several months. A few states do not require a separate process — once you are commissioned and have completed training, you are automatically authorized to notarize remotely. Check your state's specific process on the Secretary of State website.

After approval, you will receive written confirmation of your remote notarization authority. Keep this with your notary records. You are now legally authorized to perform remote notarizations in your state, subject to any restrictions listed in your state's law (such as document types or signer residency requirements).

Costs and Timeline Overview

The total cost to become a remote online notary depends on your state and the tools you choose. A basic breakdown looks like this: notary commission fee ($50 to $200), remote notarization training or exam ($50 to $200), and technology setup ($0 to $300 per year, depending on whether you use free tools or a paid platform).

The timeline is typically three to six months from start to finish, though it can be faster or slower depending on your state's processing times and whether there is a waiting period before you can explore for remote authority. Some states allow you to begin within weeks of your initial commission; others require you to wait a full year.

Once you are authorized, you can begin offering remote notarization services. Many remote notaries work as independent contractors for signing services, law firms, or title companies, or they build their own client base. Fees for remote notarizations typically range from $25 to $75 per document, depending on the complexity and your location.

Frequently Asked Questions

Can I notarize documents for people in other states if I am a remote notary?

No. Your notary commission is valid only in your state. You can notarize documents for signers who are physically located anywhere, but the document itself must be governed by your state's law or the transaction must have a connection to your state. If you want to notarize for multiple states, you would need to become commissioned in each state separately.

What documents can I notarize remotely?

Your state law specifies which documents are permitted for remote notarization. Most states allow affidavits, powers of attorney, and general acknowledgments. Many exclude real estate deeds, wills, and certain financial documents. Check your state's Secretary of State website for the complete list of permitted document types.

Do I need to keep my physical notary seal if I notarize remotely?

Yes. Even if you perform remote notarizations, you must maintain your physical seal and journal as a commissioned notary. Some states require you to use both your physical seal and a digital version; others allow you to use only a digital seal for remote work. Your state's rules will clarify this.

How do I verify the identity of someone I am notarizing remotely?

Your state's law outlines acceptable identity verification methods for remote notarization. Common methods include checking a government-issued ID on camera, using a third-party identity verification service, or relying on knowledge-based authentication (asking questions only the person would know). The method varies by state and sometimes by document type.

What happens if I notarize a document remotely and it is later challenged?

If a document is challenged, you will need to produce your digital journal entry, the recording of the notarization session (if required by your state), and proof of identity verification. This is why maintaining accurate records and following your state's procedures exactly is critical. Your errors or negligence can result in liability, so many remote notaries carry errors and omissions insurance.