What is Online Notarization? A Complete Beginner's Guide for First-Time Users in New York

Your Step-by-Step Guide

Welcome to your comprehensive guide to online notarization in New York State! If you’re reading this, you’ve likely encountered a situation where documents need to be notarized, but traditional in-person appointments don’t fit your schedule or circumstances. Remote Online Notarization (RON) has revolutionized how New Yorkers handle document authentication—making it possible to complete notarizations safely, securely, and from anywhere!

As of January 31, 2023, remote online notarization became fully legalized in New York through comprehensive legislative updates, primarily under the framework established by Senate Bills S08663 and Assembly Bill A7241A. These were implemented through Executive Law Section 135-c (Electronic Notarization) and Executive Law Section 137-a (Remote Online Notarization), with implementing regulations codified in 9 NYCRR Part 540 effective January 10, 2024.

This groundbreaking legislation allows qualified notaries to perform notarizations using secure audio-video communication technology, opening doors for millions of New Yorkers who need convenient access to notarization services while maintaining the highest standards of fraud prevention and legal compliance.

Disclaimer: This guide provides general informational content only and does NOT constitute legal advice or official NY DOS interpretation. Notary laws and regulations change frequently. For specific legal questions about your particular documents, always consult a licensed attorney admitted to practice in New York State.

What is Online Notarization? Understanding the Basics

Online notarization, also known as Remote Online Notarization (RON), is a secure electronic process that allows a New York commission notary public to perform notarial acts using audio-visual communication technology rather than requiring physical presence in the same room. During an RON session, you’ll appear before a NY licensed electronic notary through a live video conference conducted through state-approved technology platforms.

The Legal Foundation

New York’s RON framework is established by three key components working together:

Executive Law §135-c: Authorizes electronic notarial acts generally
Executive Law §137-a: Specifically authorizes remote online notarization procedures (enacted 2022, amended via S08663/A7241A in 2024)
9 NYCRR Part 540: Administrative regulations implementing the law, effective January 10, 2024

These statutes and regulations work in tandem to ensure that remote notarization maintains equivalent or superior security standards compared to traditional in-person processes.

How It Differs from Traditional Notarization

Feature	Traditional In-Person	Online Notarization (RON)
Location Required	Must meet notary in person	Anywhere with internet connection
Technology Needed	None required	Video camera, microphone, stable internet
Identity Verification	Visual inspection of ID	Multi-factor authentication + credentials analysis
Session Recording	Optional (not required)	Mandatory minimum 5-year retention
Time Required	Travel + wait time	Typically 15-30 minutes total
Availability	Business hours only	Extended hours through many platforms

Why Remote Online Notarization Matters for New Yorkers

For busy residents and businesses across all five boroughs upstate, RON provides:

Geographic flexibility: Complete notarizations without traveling—ideal for those in rural Upstate areas or with limited mobility challenges
Time efficiency: No scheduling conflicts with work or family commitments; same-day appointments widely available through major platforms
Enhanced fraud protection: Video recordings create auditable proof of identity and voluntary execution far exceeding traditional ID-only methods
24-hour document workflow: Sign early morning, notarize afternoon; close deals across time zones seamlessly

How It Works: Step-by-Step Process for First-Time Users

Ready to complete your first New York online notarization? Follow this comprehensive step-by-step guide to ensure a smooth experience.

Step 1: Schedule Your Appointment (5-10 minutes)

Choose a certified New York RON platform that’s approved by the NY Department of State. Current self-certified compliant platforms include:

Pro Tip: Always verify the platform is still NY-compliant before booking. Check the NY Department of State website (dos.ny.gov/notary-public) for current approved vendor lists, as this list can change periodically with new platform certifications or compliance issues discovered through state audits.

Step 2: Prepare Your Technology Requirements

Your devices must meet specific technical standards per 9 NYCRR §540.7(a)(10):

Minimum System Requirements:

Device: Smartphone, tablet, or computer with working front-facing camera and microphone (recent models preferred; devices older than 3-4 years may struggle)
Internet Speed: Minimum 1 Mbps upload/download speed (2 Mbps+ recommended for optimal quality without dropouts)
Browser: Latest version of Chrome, Safari, Firefox, or Edge with JavaScript fully enabled
Location: Quiet, well-lit room where notary can clearly see your face (eyes and forehead visible), hands signing documents, and all ID pages in frame

Always Have Backup Connectivity!
Technical failures during sessions mean the entire notarization must be rescheduled—identity verification must remain continuous throughout. Download platform apps on BOTH computer AND mobile device, have a mobile hotspot ready (T-Mobile/Verizon prepaid phone works great as backup), and start sessions at least 30 minutes before your actual appointment time to handle unexpected issues without rushing.

Step 3: Submit Your Documents (Upload in Advance)

Prepare electronic PDF versions of all documents needing notarization:

Complete the document fully except for signature lines that should be left blank during session
Never sign anything until explicitly instructed by notary during live video
Format: PDF preferred (preserves signatures and formatting across devices); some platforms accept DOCX/DOC format as well
File Size: Keep total upload under 25 MB per file (split into multiple smaller files if larger)
Security: Never email sensitive documents unencrypted; use platform secure upload system only

Step 4: Verify Your Identity During Session (3-7 minutes critical step)

This is the most important part of your RON experience—New York requires rigorous identity verification per 9 NYCRR §540.7(a)(3). Expect three layers of authentication:

Method 1: Government-Issued Photo ID Examination

Present ONE valid government-issued photo ID clearly to your camera:

New York driver’s license or non-driver ID (most common and accepted)
Valid U.S. passport booklet OR passport card
Valid foreign passport with appropriate current visa documentation
U.S. military identification cards (current active duty OR veteran status with DD Form 214)
Permanent resident card (green card) with current address sticker
State ID from another U.S. state (if not expired and showing clear photo)

IMPORTANT REJECTION WARNING: IDs showing signs of tampering, damage, or expiration will be rejected immediately requiring alternative verification methods and possibly rescheduling your entire appointment. All IDs must show current, unexpired dates—expired IDs—even those expired within last year—are strictly NOT accepted per NY regulation.

Method 2: Digital Credential Analysis

The automated platform system verifies your ID’s authenticity through multiple checks:

Cross-referencing security features against government databases (holograms, microprinting, digital signatures embedded in modern IDs)
Photo analysis algorithms detecting signs of forgery or alteration using biometric matching to ID photo
Cross-reference with national fraud alert databases when available

Method 3: Knowledge-Based Authentication (KBA)

Answer 5-10 security questions generated from your credit history and public records. These are designed to be answers only you could know:

“What is the exact street address of your current residence?”
“Have you ever lived at [specific past address]? Answer Yes or No”
“What is the approximate monthly payment on credit card ending in XXXX?”

These questions require accurate answers to pass verification. Common failure points include misspelled addresses, incorrect dates from memory, or confusion over multiple identities under similar names—answer honestly! If you answer too many incorrectly, system may reject verification and require alternative ID method or reschedule.

Alternative Option: Credible Witness (If You Lack Acceptable Photo ID)

Per 9 NYCRR §540.7(a)(3)©, if you lack acceptable government photo identification, a credible witness known to both you and the notary may substitute as identity verification method. Requirements include:

Credible witness must be physically present with you during remote session (appearing in same video call)
Credible witness presents valid government photo ID of their own to camera
Credible witness swears under oath via video that they personally know you and can vouch for your identity
Credible witness also signs the same document during session, attesting to your identity before notary

Note: Not all platform providers offer credible witness option—confirm availability during scheduling process. This is more commonly available for elderly users without current ID or certain immigrant populations without state driver’s licenses.

Foreign Language Documents Handling

If your document is not written in English, provide a certified English translation alongside original document for the notary to perform the act. Notaries generally cannot execute notarizations on foreign language documents they cannot read themselves without proper certification documentation—request certified translator services in advance if needed.

Step 5: The Live Video Session (10-20 minutes total)

Once successfully connected with notary via platform secure video conferencing system, the session unfolds as follows:

What Happens During Your Session:

Notary Introduction: Notary introduces themselves by full name and commission number; verbally confirms their NY electronic notary license is current and active through NYS DOS database (you can verify independently if desired)
Identity Confirmation Process: You display ID clearly to camera; notary visually inspects alongside automated credential verification results generated in background
Video Recording Begins: Entire session immediately recorded including video, audio, and screen capture of notary interface—this creates permanent audit trail per state mandate
Oath or Acknowledgment Questioning: Notary asks specific questions based on document type you’re signing (jurat vs. acknowledgment—see FAQ section below for detailed distinction)
Electronic Signature Execution: You sign electronically in real-time via notary’s platform interface using mouse, touch screen, or stylus as appropriate
Notarial Certificate Applied Automatically: Notary adds their electronic seal, digital signature, and all required statutory language per 9 NYCRR requirements
Document Distribution: Completed PDFs immediately downloadable through platform; typically backup copy emailed to your account after session completion

Certification Language Requirement:

Per 9 NYCRR §540.7(b)(3), all New York remote online notarization certificates MUST include exact verbatim wording:

“This electronic notarial act involved a remote online appearance involving the use of communication technology.”

Always verify your notary has included this language before session ends—if missing, request corrections immediately rather than accepting incomplete certificate!

Step 6: Understanding Session Recording & Data Retention

All RON sessions in New York must comply with strict storage requirements per regulations:

Recorded in Full: Including video of your face/hands/signing, audio capture of conversation, and screen capture showing document display and notary interface
Stored Immutable Format: Once recording created, cannot be altered, edited, deleted, or modified before expiration—ensures integrity of evidence
Retention Period Minimum: Five full years from date of notarization per 9 NYCRR §540.7(b)(6) (some platforms retain longer voluntarily)
Encryption Standard: AES-256 military-grade encryption minimum for all data at rest and in transit; platforms must demonstrate compliance during state audits
Access Control: Only the notary performing act and authorized users per NYS privacy regulations may access recordings—not available to general public unless subpoenaed or part of legal investigation

Why Recording Requirement Exists:

Video recordings protect all parties involved by creating permanent proof that:

You were who you claimed to be (identity verification documented visually)
You signed voluntarily without coercion or duress (your face/body language visible on recording)
The document you signed matched exactly what was described during session (screen capture proves document content)
Proper legal procedures were followed per NY law (compliance audit trail for DOS inspections)

Step 7: Understanding “Papering Out” for Government Recording

Even though your document was originally notarized electronically, many New York county clerk offices require printed versions for official recording. This process is called “papering out” and is absolutely critical for real estate documents like deeds, mortgages, liens, or any filing at local government offices.

What Papering Out Really Means:

After your electronic session completes successfully, you may need to print the document and certify it as a “true and correct copy” of original electronic notarization. This requires very specific elements on the printed paper version:

Date Stamp: Current date stamp clearly visible somewhere on printed copy
Notary’s Signature: Your notary’s signature must match EXACTLY what’s on their filed exemplar (digital sample they submitted to DOS for approval)
Commission Information: Either visible through physical notary seal stamp OR typed full name, title “New York Notary Public,” commission number, and expiration date prominently displayed
Certification Statement: Linking back to electronic original, typically worded: “This is a true and correct copy of an electronically notarized document originally executed on [DATE] via Remote Online Notarization.”

WARNING FOR FIRST-TIME USERS: Some county clerk offices across NY State REJECT papered-out copies if the notary seal stamp isn’t visibly imprinted OR if commission information doesn’t match exactly what’s on file with NYS DOS. ALWAYS confirm specific recording requirements with your local county clerk office BEFORE scheduling remote session—requirements vary significantly by location within NY State (for example, some Upstate counties are more strict than NYC boroughs)!

New York State Specific Requirements: What Makes NY RON Unique

New York has very specific rules governing remote online notarization that differ substantially from other states. Here’s everything you MUST know before booking your appointment:

Who Can Perform Remote Online Notarization in NY? (Notary Qualifications)

To be legally authorized to perform remote sessions, NY notaries must satisfy ALL these requirements:

Hold active New York State notary public commission (traditional or electronic version acceptable)
Register separately as Electronic Notary Public with NYS Department of State using online application portal
Pay $60 eNotary registration fee charged by DOS (separate from traditional commission fees paid annually)
Contract with approved electronic technology platform meeting all state regulatory standards
Submit exemplars (sample digital seal image, stamp impression, certificate sample) for EACH platform before conducting ANY remote sessions
Complete any required training on RON procedures, identity verification protocols, and security requirements provided by approved vendor or third-party provider

Important Timeline Notice: After submitting eNotary registration application to DOS, you must wait for NOT ONLY commission approval BUT ALSO exemplar approval before performing ANY remote sessions. Notaries have been known to start accepting appointments prematurely only to discover their digital stamp samples aren’t yet approved, leaving clients stranded with cancelled sessions and rescheduling delays—always confirm notary’s EXEMPLAR STATUS with them directly before booking!

Technology Standards All Platforms Must Meet

Per 9 NYCRR §540.7(a)(10), all NY RON platforms must comply with:

NIST 800-63-3 Digital Identity Guidelines: Minimum identity assurance level IAL2 (identity verification) required for ALL sessions regardless of document type or value
AES-256 Encryption Standard: All data transmission and storage must meet military-grade encryption standards; platforms demonstrate compliance during state audits annually
United States-Based Server Location: All session recordings, journals, certificates, and metadata MUST be stored on servers physically located within United States only—foreign server hosting strictly prohibited for NY RON sessions per regulation
Real-Time Communication Standards: No artificial delays beyond normal network latency; video cannot have delays exceeding 500 milliseconds between parties (prevents recording/replay attacks)
Session Monitoring Capability: Platform must enable notary to monitor entire session environment; can’t have blind spots where someone else could sign on your behalf

Journal & Recordkeeping Requirements Per State Law

Per 9 NYCRR §540.7(b)(6), NY electronic notaries MUST maintain digital journals including ALL these elements:

Date and time (including timezone) session occurred
Specific type of notarial act performed (acknowledgment, jurat, copy certification, signature witnessing, etc.)
Signature of principal (signer) captured electronically via platform interface
Clear description or title of document notarized sufficient to identify content
Detailed method of identity verification used (ID type presented + credential analysis results summary + KBA questions answered correctly if applicable + credible witness name if used)
Notary’s commission number AND expiration date displayed on certificate clearly visible
Name and contact information for RON platform vendor/service provider used

CRITICAL: These journals must be retained indefinitely (beyond the 5-year recording retention period), separate from video recordings but accessible immediately upon written request by NY DOS during routine audits or investigations. Failure to maintain proper journals can result in commission suspension or revocation proceedings.

Identity Proofing Standards: Three-Factor Authentication Mandatory

New York strictly mandates multi-factor authentication meeting or exceeding three-factor model per 9 NYCRR §540.7(a)(3)—stricter than many other states allowing only two factors:

Something You KNOW: Knowledge-based authentication (KBA) security questions generated from credit bureaus and public records databases
Something You HAVE: Physical government-issued photo ID physically present and presented to camera during session
Something You ARE: Biometric analysis (facial recognition matching your live video face in real-time against ID photo embedded in chip OR credible witness attestation if primary ID unavailable)

This multi-factor approach significantly reduces fraud risk compared to traditional single-factor ID-only verification used in many jurisdictions without advanced technology requirements.

Required Certificate Language

Per 9 NYCRR §540.7(b)(3), ALL New York remote online notarizations MUST include verbatim language stating remote nature of session. The notary MUST add to acknowledgment or jurat certificate exactly this wording:

“This electronic notarial act involved a remote online appearance involving the use of communication technology.”

WARNING: Without this exact phrase appearing somewhere visible on your certificate, NY certified notaries risk commission suspension for non-compliance with state regulations, AND receiving offices (counties, banks, title companies) may reject your document as defective and require re-doing entire notarization. ALWAYS verify your notary has included this exact phrase BEFORE session ends!

Benefits and Limitations: The Complete Truth About NY RON

Let’s discuss both advantages and constraints completely honestly so you can make informed decisions about using online notarization for your particular needs.

✅ Benefits of Online Notarization in New York

Convenience and Accessibility

Extended availability: Most platforms offer evening and weekend appointments (though not literally 24/7 since licensed NY notaries must be available during their specific commission hours)
No travel required: Ideal for those living remotely in Upstate regions, with mobility limitations, or extremely busy professional schedules juggling multiple obligations
Immediate turnaround: Same-day notarization often available; no months-long waitlists common with some mobile notaries in high-demand areas like NYC

Cost-Effectiveness

Typical total cost range: $25-$75 per signature depending on document complexity and urgency level requested
Crucial fee structure clarification: Only $5 maximum of this total can legally be the notary’s commission fee under NY General Law §136. The remainder ($20-$70) covers:
- Electronic platform service fees charged by technology vendor
- Identity verification technology costs (KBA question generation, credential analysis services)
- Session recording storage, security infrastructure, and cloud management fees

Enhanced Security & Fraud Protection

Video recordings create immutable audit trail protecting all parties from future disputes about identity or coercion
Multi-factor identity verification reduces impersonation risk far below traditional ID-only methods used in most states without advanced technology mandates
Electronic seals are cryptographically secured, difficult to forge compared to traditional ink stamps that can be counterfeited easily
Mandatory journaling ensures every transaction documented and retrievable if questions arise years later during audits or investigations

Limitations You Must Consider Before Using RON Services

Document Restrictions: What CANNOT Be Notarized Remotely in NY

Under New York State Technology Law §307 (aligned with Electronic Records and Signatures Act), these document types cannot be notarized electronically under any circumstances:

Wills and last testaments of any kind (even electronic wills)
Most trusts including revocable living trusts used for estate planning
Powers of attorney (except extremely narrow, specific circumstances like certain salvage car title transfers explicitly permitted by statute)
Health care proxies (advance medical directives specifying treatment preferences)
Living wills / end-of-life decisions / do not resuscitate orders
Certain beneficiary designation forms where physical possession of original determines rights
Negotiable instruments requiring physical custody for transfer of title

Practical Rule of Thumb for Users: If document concerns what happens when YOU DIE or become INCAPACITATED, assume it CANNOT be done electronically unless you confirm otherwise with receiving party! These exceptions exist because electronic signatures and notarizations lack same legal protections for personal property rights upon death/incapacity as handwritten documents witnessed traditionally.

Technology Dependency Challenges

Reliable high-speed internet required (rural areas without broadband or during severe weather outages may experience connectivity failures requiring rescheduling)
Must possess compatible device with functional camera and microphone; smartphone cameras older than 3-4 years may struggle with quality requirements leading to rejection of session due to poor visibility
Technical glitches can cause complete session failure requiring entire notarization process to be restarted from beginning, wasting time and potentially money on both appointments

Geographic Recognition Complications

NEW YORK IS NOT A ULONA STATE! The Uniform Law on Notarial Acts (ULONA) was specifically designed to make notaries recognized automatically across state lines – but New York has NOT adopted this uniform law despite its benefits. This creates important legal consequences for users:

Documents notarized in NY may face additional acceptance barriers when used in other states expecting ULONA-style recognition
Some counties outside NY may reject NY electronic seals even if legally valid within New York boundaries
Real estate closings with out-of-state title companies require explicit confirmation they accept NY RON certificates before you book!
If document will be recorded or filed in another state (California, Texas, Florida, etc.), call their county clerk or recorder’s office FIRST to confirm acceptance policy before scheduling your remote session

Examples of Cross-State Acceptance Variations:

Florida and Texas: More lenient foreign notary acceptance policies often permit NY eNotary commissions without additional requirements
California: Requires additional certification from NY notary stating commission validity before accepting electronic seals for out-of-state recordings
Other states: May require apostille or state-specific certificate language additions

Best Practice: Before using remote notarization services, call recipient office handling document and ask directly: “Do you accept remotely online notarized documents from New York State with current eNotary commission?” Don’t assume acceptance! This is the #1 reason documents get rejected causing costly delays for closing dates.

Frequently Asked Questions (FAQ) for First-Time Users

Q: Can I use online notarization for real estate transactions in New York?

Answer: Yes, RON is widely accepted for most real estate documents including deeds, mortgages, refinance paperwork, purchase agreements, and closing documents. However, always confirm with your title company or closing attorney first, as some still require wet-ink signatures even though NY law explicitly accepts electronic notarizations. Additionally, county clerk offices may require “papered-out” versions for recording (discussed in detail earlier). Never assume acceptance without verifying—this is the #1 reason documents get rejected and cause costly delays in real estate transactions!

Q: What if I don’t have a New York driver’s license?

Answer: You can use multiple valid government-issued photo IDs beyond NY licenses including:

U.S. passport (full booklet or card)
Foreign passport with appropriate current visa documentation attached
U.S. military identification cards (current active duty OR veteran status with DD Form 214 showing discharge status)
Permanent resident card (green card) with current address sticker visible
State ID from another U.S. state (if not expired and showing clear photo matching present appearance)

Important: All IDs must show current, unexpired dates clearly visible on face of document. Expired IDs—even those expired within last year—are strictly NOT accepted per NY regulation §540.7(a)(3). If all your IDs are expired, consider applying for replacement BEFORE appointment or explore credible witness alternative option with approved platform offering this service.

Q: How much does it typically cost to get documents notarized online in NY?

Answer: Total fees typically range from $25-$75 per signature depending on document type, complexity, and requested urgency level. Crucially, only $5 maximum of this total can be the notary’s commission fee under NY General Law §136. The remainder ($20-$70) covers technology platform service fees, identity verification services (KBA questions generation, credential analysis processing), and session recording storage infrastructure—these are business expenses platforms charge separately from the legal notarial act itself performed by licensed NY notary. Never pay more than $5 per signature as notary’s commission fee; anything above is for convenience/service charges which platforms may reasonably assess but must be clearly disclosed to consumers upfront before booking!

Q: Will my session be recorded? What happens to that recording and who can access it?

Answer: YES—all New York RON sessions MUST be recorded and kept for minimum five years from notarization date per 9 NYCRR §540.7(b)(6). Recordings include comprehensive video, audio, and screen capture of entire session maintained in immutable format (cannot be altered or deleted before expiration). Only the notary performing act and authorized users (per NYS privacy regulations outlined on platform terms of service) may access recordings—not available to general public unless subpoenaed by court order or part of formal legal investigation into fraud allegations. If you have privacy concerns about recording specifics, discuss with notary upfront—they should explain data handling practices, retention policies, and who exactly has access before session begins!

Q: Can I notarize documents while traveling outside New York (or outside the U.S.)?

Answer: YES! A New York commission electronic notary can perform remote online notarizations regardless of where the signer is physically located—whether in California, London, Tokyo, or anywhere else with reliable internet connection providing stable video quality. The notary’s physical location also doesn’t matter; they could be based in Buffalo while client appears from Manhattan (or even from another country entirely). Commission remains valid regardless of geographic position as long as technology requirements are met per state regulations and all identity verification steps completed correctly.

Q: What happens if my internet connection fails or drops during the session?

Answer: Unfortunately, most platforms cannot continue the notarization if connectivity is lost because identity verification must remain continuous throughout entire process per 9 NYCRR §540.7(a)(3). One momentary disconnection that prevents notary from seeing your face clearly or hearing you respond to questions may void the entire session requiring complete reschedule—wasting both parties’ time and potentially money already paid for appointment slot.

Recommendation: Always have backup internet (mobile hotspot on different carrier or secondary phone with cellular data) ready before starting; don’t schedule until 30+ minutes before actual appointment time to handle unexpected issues without panic. Check your bandwidth using free speed test tools beforehand—if upload/download under 1 Mbps consistently, expect frequent dropouts that could interrupt session and require rescheduling!

Q: Can I notarize documents for someone else (third parties) during a single session?

Answer: Generally NO, unless those individuals are also appearing WITH YOU in the video session (if permitted by platform’s specific policies). As NY notary, you typically can only perform notarial acts for individuals who are present—even remotely via video connection to your screen. You cannot notarize:

Your own documents directly (conflict of interest prohibition)
Documents where you have financial interest that could benefit from completion
Documents for relatives or business associates if compensation received from both sides creating appearance of impropriety

Exception: Notaries CAN act as neutral third-party impartial witnesses if no financial stake in document outcome, but must disclose relationship to all signers present and obtain written consent documenting this disclosure before performing notarial act.

Q: Does the recipient (bank, court, government agency, out-of-state entity) have to accept electronically notarized documents?

Answer: While NY law explicitly permits electronic notarization for most document types per Executive Law §135-c, some institutions still require traditional paper originals with wet-ink signatures. There’s no state law mandating that private entities or some government bodies must accept RON-certified documents even though they’re legally valid in New York.

Best practice: Always call recipient BEFORE appointment and ask: “Do you accept electronically notarized documents for this type of transaction?” Don’t assume acceptance! If they require traditional paper notarization, you’ll need to schedule in-person or mobile notary instead, wasting time and potentially money on both appointments if discovered too late after paying for remote service!

Q: How do I become a remote online notary in New York?

Answer: Follow these exact steps available at https://dos.ny.gov/notary-public:

Ensure you hold active NY State traditional notary public commission (already commissioned or apply for new)
Register as Electronic Notary Public via NYS DOS online portal ($60 registration fee required)
Contract with approved RON technology platform meeting state standards (choose from list provided earlier on this page—verify current compliance status before signing contract!)
Submit exemplars (sample digital seal image, stamp impression, certificate sample) for EACH platform you’ll use—state must approve each individual one separately before you conduct ANY remote sessions!
Complete any required training on RON procedures (platforms often provide this as part of onboarding process at no additional cost)
Once approved by DOS for all platforms + exemplar clearance complete, begin accepting RON appointments

Important Note: Exemplar approval takes longer than commission processing—notaries have been known to start booking before state approves their digital stamp samples, leaving clients with cancelled sessions and scheduling nightmares. Always confirm NOTARY’S EXEMPLAR STATUS with them directly before paying any fees!

Q: Can I be charged extra or a surcharge for using credit card payment?

Answer: NO—New York General Business Law §518 explicitly prohibits passing credit card surcharges onto customers. This means you CANNOT be charged additional fee specifically because you pay by credit instead of cash or check. However, differential pricing IS allowed: a business may charge $30 for cash payment and $35 for credit card payment if BOTH prices clearly posted in advance AND higher price is stated as the “regular” total displayed to all customers visibly. This prohibits hidden surcharges at checkout but allows advertised differential rates provided they’re communicated transparently before transaction begins.

Q: What’s difference between Acknowledgment and Jurat notarizations?

Answer: Two common types of notarial acts with different certificate language requirements and legal effects:

Type	Purpose	When Required	Certificate Language Example
Acknowledgment	You acknowledge signing voluntarily; document doesn’t contain oath-sworn statements of truthfulness	Contracts, deeds, loan documents, most business paperwork, real estate transfers	“State of NY, County of ____, before me personally appeared [Name], proved to me through identification…”
Jurat (Oath/Affirmation)	You swear under oath that content within document is true and correct subject to penalties for perjury	Affidavits, sworn statements, declarations, court filings, financial disclosures	“Subscribed and sworn to before me this ____ day of ____ by [Name]…”

Your document type determines which certificate form notary uses. If unsure which you need, ask document preparer or attorney drafting document—using wrong type may invalidate entire notarization requiring re-execution!

Disclaimer: This comprehensive guide provides general informational content only based on research completed through March 26, 2026. It is NOT legal advice, does NOT constitute official interpretation of New York State Notary Public Law, and should NOT be relied upon as authoritative source for all requirements. Notary laws and regulations frequently change; the NY Department of State updates rules periodically, sometimes without public notice or reasonable advance warning to practitioners or users.

Before using online notarization services: 1. Verify document type is acceptable for electronic notarization (see prohibited list in limitations section) 2. Confirm recipient accepts remote online notarized documents through direct communication 3. Verify notary’s eNotary commission status AND exemplar approval via NYS DOS database or platform verification tool 4. Understand your specific county clerk’s requirements for recording if document will be filed with government office 5. For legal questions about particular documents, ALWAYS consult licensed attorney admitted to practice New York State

What is Online Notarization? A Complete Beginner’s Guide for First-Time Users in New York