How to Vet a Remote Online Notary Before Hiring One
Remote Online Notarization (RON) is a convenient and secure way to get documents notarized from virtually anywhere. However, just because a notary offers remote services does not mean they are qualified or operating within legal guidelines. RON requires additional authorization, specialized technology, and adherence to strict state laws. Failing to properly vet an online notary could result in an invalid notarization, legal issues, or security risks.
Before hiring a remote notary, take the time to verify their credentials, experience, and ethical standards. A reputable notary will have no issue providing proof of their qualifications. Here’s what you should ask and check before moving forward with a remote notary.
⸻
- Ask Which Remote Notary Platform They Use and Verify Its Legality in Their State
Not all RON platforms are created equal, and some may not be legally recognized in certain states. Many states require notaries to use platforms that comply with their security and technology requirements, such as specific identity verification processes and audit trails.
Ask the notary which platform they use and verify that it is allowed in their state. Commonly used platforms include:
• BlueNotary
• Notarize
• Nexsys
• SIGNiX
• DocVerify
• Pavaso
You can check the notary’s state’s notary regulatory agency website to confirm that the platform they are using is legally recognized. If a notary cannot tell you which platform they use or if it is not approved in their state, consider it a red flag.
⸻
2. Request a Copy of Their Notary Commission and Remote Online Notary Authorization
Being a commissioned notary in a state does not automatically grant the ability to perform remote online notarizations. Many states require notaries to obtain additional authorization specifically for RON services.
Request the following documents from the notary:
• A copy of their notary commission — This verifies they are legally authorized to perform notarial acts in their state.
• A copy of their RON authorization or registration — Some states require separate approval to conduct remote notarizations.
If a notary cannot provide proof of their commission or remote notarization authorization, they may not be legally permitted to perform online notarizations.
⸻
3. Ask for Proof of Their Experience in Remote Online Notarization
Performing online notarizations requires technical knowledge, familiarity with platform security features, and experience handling different types of documents. Every legitimate RON platform tracks the number of electronic notarizations a notary has completed.
Ask the notary for proof of how many remote notarizations they have conducted. A high number of completed notarizations suggests they are experienced, efficient, and well-versed in the legal and technical requirements of RON. If a notary has little to no experience with online notarizations, you may want to consider someone with a more established track record.
⸻
4. Check If They Are Background Screened and Certified by the National Notary Association (NNA)
The National Notary Association (NNA) is a well-known organization that provides training, certifications, and background screenings for notaries. While not required in all states, NNA certification indicates that a notary has met high ethical and professional standards.
Ask if the notary is background screened and certified by the NNA. A background check helps ensure they have no criminal history that could impact their ability to serve as a trusted notary. If a notary is not NNA-certified or has not undergone a background screening, they may lack essential qualifications that demonstrate their professionalism.
⸻
5. Verify If They Are Certified on Their Remote Online Notary Platform
Many RON platforms offer training and certification to ensure notaries understand how to use their systems properly. Certification on the platform means the notary has demonstrated competency in:
• Identity verification procedures
• Secure document handling
• Proper use of electronic signatures and seals
• Session recording and data security compliance
Ask the notary if they have completed certification on the platform they are using. If they have not, it may indicate they are unfamiliar with key security and compliance features required for a legally valid remote notarization.
⸻
6. Confirm They Have at Least $100,000 in Errors & Omissions (E&O) Insurance
Errors & Omissions (E&O) insurance protects both the notary and the signer in case of mistakes or negligence during the notarization process. Many states require notaries to carry E&O insurance, and a reputable notary should have at least $100,000 in coverage.
Request a copy of their E&O insurance policy and verify the coverage amount. This ensures that in the event of an error, there is financial protection in place. A notary who does not carry adequate insurance may put your documents at risk if a mistake occurs.
⸻
7. Check Their Reviews and Reputation
A professional notary should have a track record of positive client experiences. Before hiring a remote notary, research their online reviews and ratings on platforms such as:
• Google Reviews
• Trustpilot
• Yelp
• Their RON platform’s directory
Look for reviews that mention:
• Timeliness and responsiveness
• Professionalism and accuracy
• Security and trustworthiness
If a notary has no online presence or multiple negative reviews, it could be a warning sign that they are inexperienced or unreliable.
⸻
8. Ask If They Have Ever Refused Clients Based on Discriminatory Factors
A notary public is a public officer who is responsible for providing services impartially to all individuals. Discrimination based on race, gender, religion, nationality, disability, or any other protected characteristic is illegal and unethical.
Ask the notary directly:
“Have you ever refused service to a client based on race, gender, religion, or other discriminatory factors?”
A professional and ethical notary should be willing to serve all clients equally and should have a clear non-discrimination policy. If a notary hesitates to answer or has a history of refusing service based on personal biases, it is best to look for another provider.
⸻
Final Thoughts
Hiring a remote online notary requires more than just finding someone with a digital seal. You need to verify their credentials, experience, and ethical standards to ensure they are legally authorized, competent, and professional.
Before hiring a notary, be sure to:
✅ Verify the platform they use and ensure it is legal in their state.
✅ Request copies of their notary commission and RON authorization.
✅ Ask for proof of experience in online notarizations.
✅ Confirm they are background screened and certified by the NNA.
✅ Ensure they are certified on their RON platform.
✅ Verify they have at least $100,000 in E&O insurance.
✅ Review their ratings and reputation online.
✅ Ask about their non-discrimination policy to ensure ethical service.
Taking these steps will help you find a reliable, professional, and legally compliant remote notary who can handle your documents securely and efficiently. Never hesitate to ask for verification — an experienced notary will be more than happy to provide proof of their qualifications.
