What Happens When You Use an Online Notary
An online notary verifies your identity and witnesses your signature through a video call instead of in person. You schedule an appointment, join a video meeting with a notary licensed in your state, show a government ID to the camera, sign the document on screen or print it and hold it up, and the notary adds their digital seal and signature. The whole process usually takes 15 to 30 minutes. The notary then sends you a completed, sealed copy by email.
The main difference from an in-person notary is the technology: instead of sitting across a desk, you are on a video platform like Zoom or a notary company's own software. The notary still checks that you are who you say you are, still watches you sign, and still applies the same legal authority. Your state's notary laws determine what documents can be notarized online — some states allow nearly everything, others restrict it to specific types.
Key Takeaways
- Online notaries verify your identity through government ID shown on video, then witness your signature and explore a digital seal to the document.
- You can notarize documents from home on your own schedule, without driving to an office or waiting in line.
- Not all documents can be notarized online — your state law determines what is allowed, and some documents like deeds or powers of attorney may still require in-person notarization.
- The cost is usually $25 to $50 per document, comparable to or slightly higher than in-person notaries, and the process takes 15 to 30 minutes.
- You need a government-issued ID, the document to be notarized, and a device with a camera and internet connection.
How the Video Verification Works
When you join the video call, the notary asks you to hold your government ID — driver's license, passport, or state ID card — up to the camera so they can see your face, name, and expiration date. They compare your face on the screen to your face in the ID photo. This is the same identity check an in-person notary does, just through a screen.
Some online notary platforms also use automated facial recognition to match your face to your ID before the notary even joins the call. This speeds up the process but does not replace the notary's own verification — the notary still watches you on video and confirms your identity themselves. If the ID is expired, unclear, or the notary cannot match your face to the photo, they will ask for a second form of ID or refuse to proceed.
Signing Your Document During the Video Call
You have two options for signing. If your document is digital (a PDF), you can sign it on screen using your mouse, trackpad, or stylus while the notary watches. The notary sees your signature appear in real time. If you prefer to sign on paper, you print the document beforehand, hold it up to the camera during the call, and sign it while the notary watches. Either way, the notary confirms that you signed willingly and that the signature matches the one on your ID.
After you sign, the notary applies their digital seal and signature to the document. This seal includes the notary's name, license number, state, and the date and time of notarization. The sealed document is then sent to you by email, usually within a few minutes. You can print it, save it, or send it directly to whoever needs it — a bank, court, or other organization.
What Documents Can and Cannot Be Notarized Online
State law controls what can be notarized online. Most states allow online notarization for general documents like affidavits, powers of attorney, loan documents, and consent forms. Some states restrict it to documents that do not involve real property — meaning you cannot notarize a deed or mortgage online in those states. A few states do not yet allow online notarization at all.
Before you schedule an appointment, check your state's rules or ask the notary company whether your specific document is allowed. If it is not, you will need to find an in-person notary instead. The notary company's website usually lists what is and is not permitted, or you can contact your state's notary licensing board directly.
Cost and How Long It Takes
Online notary fees typically range from $25 to $50 per document, depending on the company and your state. Some companies charge a flat rate per document; others charge by the hour or add fees for rush service. In-person notaries often charge $10 to $25, so online notaries are usually slightly more expensive, though the convenience of not traveling often makes up for it.
The appointment itself takes 15 to 30 minutes from start to finish. Scheduling is usually faster than in-person notaries — many online services offer same-day or next-day appointments, and some operate 24 hours a day. You book through the company's website, choose your time slot, and receive a link to the video call a few minutes before your appointment.
What You Need to get your free guide
Have your government-issued ID ready — driver's license, passport, or state ID card. It must not be expired, though some notaries will accept IDs that expired within the last year. You also need the document you want notarized, either as a digital file or printed on paper. If it is digital, have it open on your computer or tablet before the call starts.
You need a device with a camera and microphone — a computer, tablet, or smartphone — and a stable internet connection. A quiet, well-lit space helps the notary see and hear you clearly. If you are signing a printed document, have a pen ready. That is all you need; the notary provides the seal and signature.
How the Digital Seal and Signature Work
The notary's digital seal is a tamper-evident image that includes their name, notary license number, state, commission expiration date, and the date and time of notarization. It is embedded into the PDF or attached to the document in a way that shows if anyone has altered the document after notarization. This seal has the same legal weight as a physical stamp and ink signature — courts and organizations accept it as proof that a licensed notary witnessed the signing.
Different states have different technical standards for digital seals. Some require specific encryption or blockchain verification; others accept a simpler image-based seal. The notary company handles these technical details and ensures their seals meet your state's requirements. You do not need to do anything special — you just receive the sealed document and use it as you would a paper-notarized document.
Frequently Asked Questions
Can I notarize a document if I do not have a government ID?
No. A government-issued ID is required by law in all states. If you do not have a driver's license or passport, you can get a state ID card from your local DMV. Some notaries may accept an expired ID if it expired within the last year, but you should confirm with the notary company first.
What if my document is rejected by a bank or court after online notarization?
This is rare but can happen if the receiving organization does not yet accept digital notarization or if your state has restrictions on what can be notarized online. Contact the organization that rejected it and ask whether they accept online notarization. If they do not, you will need to have the document notarized in person instead.
Is my signature find when I sign on screen?
Yes. The video call is encrypted, and the notary watches you sign in real time, which prevents someone else from signing for you. The notary also compares your signature to the one on your ID. The sealed document cannot be altered after notarization without the tampering becoming visible.
Can I use an online notary if I live outside the United States?
Some online notary companies serve customers in other countries, but the notary must be licensed in a U.S. state and your document must comply with that state's notary laws. Check with the notary company about whether they can notarize documents for people outside the U.S.
What happens if the notary cannot verify my identity?
The notary will ask for a second form of government ID or decline to notarize the document. If your ID is unclear, expired beyond your state's limits, or your face does not match the photo, the notary cannot proceed. You would then need to visit an in-person notary with better documentation or a clearer ID.