Getting Your NYS Remote Online Notary Commission: A Step-by-Step Guide

Getting Started

As of January 25, 2023, New York joined 39 states legalizing remote online notarization through Senate Bill 1780C (N.Y. Executive Law §135-c). This legislation, signed by Governor Kathy Hochul on December 22, 2021, removed an 80-year barrier preventing New York notaries from performing electronic notarial acts using secure communication technology. Signers can now access notarization services from anywhere globally while maintaining legal security equivalent to traditional in-person notarizations.

This guide walks you through every step of obtaining your remote online notary commission in New York State, covering all requirements under 19 NYCRR Part 182 and N.Y. Executive Law §135-c. Whether new to electronic notarizations or updating knowledge with current 2025-2026 regulations, this post provides the detailed information you need to successfully navigate the application process and maintain ongoing compliance as a New York remote online notary.

Do You Qualify?

Before applying for remote online notarization authorization, understand these foundational requirements:

Existing Traditional Commission Required

New York State requires you hold a valid traditional notary public commission before applying to perform remote online notarizations or electronic notarial acts. You cannot apply for RON independently—you need an active traditional commission as your foundation. Eligibility includes being at least 18 years old, meeting residency or business presence requirements, and passing the notary public examination unless exempt as a practicing New York attorney or court clerk.

Residency and Location Rules

The law specifies where you can physically be while performing electronic notarial acts. The notary public must be located within New York State boundaries at the exact time the electronic document is signed or executed by the signer. This critical requirement distinguishes New York from states with more flexible location provisions. However, significant flexibility exists regarding signers: they may be located anywhere in the world—including outside New York and even outside the United States—as long as you remain physically present in NY during the notarial act. This has made NY RON attractive for international transactions and real estate closings involving out-of-state parties.

Traditional Commission Steps

To obtain your traditional commission first, submit a completed application with the required $60 fee to the Department of State, pass the New York State notary public examination (attorneys and court clerks exempt), swear an oath of office in front of a commissioned notary, and await approval. Once you receive your traditional commission, pursue electronic authorization through the Business Express portal.

Application Process

Step 1: Choose an Approved RON Technology Vendor

Before submitting your application to the Secretary of State, secure a contract with a remote online notarization platform meeting New York State requirements outlined in 19 NYCRR Part 182. The quality and compliance status of your vendor directly impacts your ability to perform legally compliant remote notarizations throughout your commission period.

Vendor Selection Checklist:
When evaluating RON vendors for New York compliance:

Does your platform meet all credential analysis requirements specified in 19 NYCRR §182.6?
Can you provide proof of knowledge-based authentication (KBA) capabilities meeting state standards?
Do you offer audio-video recording capturing the complete notarial act uninterrupted?
What encryption and security certifications does your platform maintain (minimum 256-bit AES recommended)?
Do you guarantee 10-year minimum retention for recordings per NY law?
Can you provide sample electronic notarial certificates compliant with N.Y. Exec Law §135-c(d)?

Many notaries misuse platforms designed for other states without confirming NY compliance, select vendors that don’t explicitly support New York regulations, or commit to contracts without understanding additional fees beyond the $60 state application fee. Always request written confirmation of NY-specific feature support before purchasing service.

Step 2: Prepare Required Documentation

You’ll need several key documents prepared before submitting your application through New York Business Express:

Notary Public Oath of Office (Form DOS-2201): Complete and sign the official Notary Public Oath of Office form in physical presence of a currently commissioned notary public. This requirement applies even if already commissioned as a traditional notary—electronic notarization authorization requires a new, separate oath document filed with your electronic registration. The form must be notarized before uploading to your application. Make absolutely certain to use the exact same name on this document that you intend for your notary commission, as even minor discrepancies can cause processing delays or rejections requiring resubmission.

Application Examination Pass Slip (or Exemption Proof): If applying as a traditional notary who hasn’t passed the NY notary examination, include your “pass slip” documenting successful completion of the test with the required fee payment. If you’re already commissioned and simply adding electronic notarization authorization to your existing commission, this requirement may not apply—confirm current requirements with the Secretary of State’s office at application submission time.

Current Commission Information: Have your existing traditional notary commission information accessible in digital format, including your commission number, commission expiration date, and county of appointment. Save digital copies (PDF or scan) before beginning the application process to avoid delays.

Step 3: Submit Your Application Through NY Business Express Portal

All applications for electronic notary authorization must be submitted electronically through New York State’s official Business Express portal—paper submissions no longer accepted. This online system became available on February 1, 2023, when the first electronic notaries began receiving remote online notarization commissions following state regulations publication on January 25, 2023.

When creating your account or logging in, use the exact same name and contact information you used for any previous traditional commission applications to maintain consistency. After logging in, navigate to “Notary Public Commission” options and select “Electronic Notary Registration.” The system walks you through uploading required documents, entering your RON vendor selection, and confirming your notary details. Ensure all digital file uploads are under 5MB each for system compatibility.

After submission, receive confirmation emails tracking your application status. Processing times vary depending on volume but typically range from 2-4 weeks during normal periods. The Secretary of State’s office may email requesting additional documentation if something is unclear or missing—respond promptly to avoid further delays. Once approved, access your electronic notary license and verify your commission status through the same portal used for submission.

Step 4: Pay Your Application Fee

New York State charges a $60 application fee for electronic notary authorization, which equals traditional notary commission applications but is significantly less than some other states’ RON-specific fees. This fee pays directly to the Secretary of State’s office through the Business Express payment system.

The Business Express portal accepts major credit cards (Visa, MasterCard, Discover, American Express) or e-check (electronic check/bank transfer). Keep confirmation receipts for tax purposes as these are business expenses related to professional services. While the $60 state application fee is fixed by law, you’re also responsible for RON vendor subscription fees ($30-$200+ monthly depending on features and volume), hardware requirements (webcam minimum 720p HD, quality microphone, computer meeting system specifications), and potential training certification costs if your chosen vendor requires notary-specific certification.

Step 5: Receive Your Authorization

After submitting your application and fee, the Secretary of State’s office reviews your submission for completeness and compliance with all statutory requirements. While processing times vary depending on application volume and time of year, most applications receive an approval decision within two to four weeks from date of complete submission. You’ll receive email notification when your application has been approved or if additional information is needed to complete the review process.

Once approved, access your electronic notary license through the Business Express portal and verify your commission status on the Department of State’s public lookup website. This serves as official authorization to begin performing remote online notarizations in New York State immediately upon notification—no physical license card issues for electronic-only commissions, though verification is publicly available online for signers and other parties needing confirmation of your credentials.

Technology & Platform Requirements

Obtaining approval for remote online notarization is only one part—the equation equally critical is selecting, implementing, and maintaining the right technology infrastructure that meets ongoing compliance standards:

Identity Verification Standards (19 NYCRR §182.6)

New York State adopted comprehensive identity verification requirements for remote online notarizations beyond simple document presentation and personal knowledge of the signer. The regulation specifies multiple primary methods working together to establish principal identity with reasonable certainty:

Credential Analysis Requirements: This process involves using third-party services to authenticate identification credentials presented by signers during video conferencing sessions. Analysis must confirm government-issued photo IDs (driver’s license, state ID card, or U.S. passport) are authentic, not counterfeit, fabricated, or invalid for notarial purposes. This requires automated software capable of detecting tampering, verifying security features in modern identification documents, confirming credentials aren’t reported lost or stolen, and cross-checking against government databases where available.

Knowledge-Based Authentication (KBA) Specifications: If credential analysis alone doesn’t provide sufficient confidence in identity verification, New York law requires systems perform knowledge-based authentication—a multi-factor identity proofing approach using commercially available consumer credit history databases, public records, and other data sources to generate unique questions only signers reasonably could know. Typical KBA questions reference previous addresses on file with credit reporting agencies (Equifax, Experian, TransUnion), loan or mortgage payment history from financial institutions, account opening dates with banking or credit card companies, employment verification from payroll systems, utilities or subscription service payment histories.

Biometric Verification Options: While not explicitly mandated as a primary standard, many vendors offer biometric verification layers using facial recognition technology comparing signers’ live video appearance against identification photographs to confirm credentials match the document holder. Some RON platforms also offer voice verification as an additional confirmation method during video sessions.

Technical Specifications for Hardware Setup: To conduct remote online notarizations successfully, notary office equipment must support minimum requirements:

Webcam capability with at least 720p HD resolution and autofocus features
Quality microphone and speaker for clear audio communication (noise cancellation recommended)
Computer or tablet capable of supporting video conferencing software without interruption
Internet connection with minimum 3 Mbps upload/download speed for stable video quality
Backup power source during outages if business-critical documents may need notarization

Journal & Recordkeeping Requirements

One of the most significant changes brought by New York’s electronic notarization law is enhanced recordkeeping obligations extending far beyond traditional paper journal requirements. All notaries must now maintain comprehensive digital records of their notarial acts for extended periods, with specific retention mandates and state inspection rights:

Electronic Journal Requirements (19 NYCRR §182.9)

The regulation requires electronic notaries maintain secure, searchable electronic journals or logs of all notarial acts they perform, whether through traditional paper transactions or remote online methods. For remote online notarizations specifically, this electronic journal must include detailed information for every act performed:

Exact date and precise time the notarial act was performed (including time zone notation)
Type of notarial act (acknowledgment, jurat, copy certification, oath/affirmation, etc.)
Full signature of each signer or person on whose behalf an act was performed
Complete description and identification of each document notarized including title and date
Specific method used for identifying the principal (personal knowledge of notary, credential analysis with vendor name, KBA verification, credible witness testimony)
For electronic acts specifically: identification of communication technology platform used during session
Certification authority credentials and third-party verification providers employed
Electronic certificate number if applicable
Notary’s signature or electronic authentication method

Audio-Video Recording Requirements and Specifications

Recordings must capture the complete, uninterrupted notarial act from initial video connection through final signature completion. Must clearly show verification procedures being performed (credential presentation, KBA question responses), display any signatures required for completion of the notarial act on screen, and include verbal descriptions by both parties identifying the type and content of document being notarized. The recording must be clear enough to distinguish facial features and readable document text during the session.

All electronic journals and audio-video recordings must be retained for a minimum of ten (10) years from date of the notarial act—this is an important distinction requiring longer retention than many states’ requirements for traditional paper journals. During this period, all records must remain accessible and retrievable without degradation or corruption rendering them inadmissible during state audits or legal investigations.

New York State Department of State auditors have full authority to request access to electronic journals and recordings at any time during the 10-year retention period. When served with a proper audit notice, notaries must be prepared to produce complete copies of requested records within statutory timeframes (typically 30 days). During audits, inspectors may review random samples or targeted selections based on complaints or compliance concerns. Failure to maintain records properly can result in commission suspension or revocation proceedings.

After the 10-year retention period expires, you may securely destroy electronic records provided destruction methods render data unrecoverable through normal forensic techniques. This typically involves specialized software overwriting digital files multiple times before permanent deletion or physical media destruction for backup storage devices. Keep documentation of when and how destruction was performed in internal compliance files as proof of regulatory adherence even after records are no longer required by law.

Best Practices

Once you’ve obtained your remote online notary commission and set up your technology infrastructure, maintaining ongoing compliance requires continuous attention to regulatory updates and operational best practices:

Fee Limitations and Consumer Protection Regulations

New York State established specific fee limitations and consumer protection rules for electronic notarial acts distinguishing NY from some other RON-legal jurisdictions:

Notaries may charge up to $25 per electronic notarial act performed through remote online notarization (traditional notarizations remain subject to existing fee schedules)
Law explicitly prohibits exclusive requirements—no notary public or business employing the services of a notary public operating in New York State shall exclusively require notarial transactions to utilize electronic notarization when traditional paper services are available
Consumers must be offered reasonable alternative methods for receiving notarial services regardless of your commission type
Fee disclosures must be provided prior to rendering notarial services so signers can make informed choices

Keeping Current with Law Changes and Regulatory Updates

The legal landscape around remote online notarization continues evolving rapidly across all RON-legal states. As of 2025-2026, several states enacted permanent RON legislation (rather than emergency or temporary provisions), and New York’s regulatory framework remains subject to ongoing updates from the Department of State and Office of Information Services.

Essential Resources for Staying Current:

New York State Department of State Notary Public page: https://dos.ny.gov/notary-public (update every 30 days)
Secretary of State regulatory announcements: Subscribe to DOS email notifications
New York Notary Alliance: Industry advocacy group providing legislative alerts
National Notary Association NY-specific guidance and webinars
Office of Information Services circulars regarding electronic records standards

Create calendar reminders for quarterly verification of fee limits, biannual review of technology vendor contract compliance, and annual update of all security certifications on RON platform. Many notaries lose compliance through neglected contract renewals rather than intentional violations—set auto-renewal notices to prevent gaps in service availability.

Continuing Education and Professional Development Recommendations

While New York doesn’t currently mandate continuing education for notaries at any commission level, maintaining currency with technological developments and legal obligations through ongoing learning is strongly recommended for professional credibility and risk mitigation:

Platform training courses on new features and security updates from your RON vendor
Data protection best practices workshops addressing emerging cyberthreats (minimum annual requirement)
Legal requirement refreshers focusing on regulatory changes affecting electronic notarization law
Industry certification programs in remote notarization practices through NNA or other professional organizations
Peer networking with other NY notaries to share compliance experiences and vendor recommendations

Security Best Practices Beyond Vendor Requirements

Given the sensitive nature of documents processed through electronic notarization systems and increasing sophistication of cyberattacks, implementing robust security measures beyond your platform’s baseline requirements is increasingly prudent:

Technical Security Measures:

Use encrypted personal devices exclusively for RON sessions (no shared computers or guest networks)
Implement multi-factor authentication on all notary accounts and business email
Maintain separate backup copies of journals and recordings in geographically distributed secure locations (where permitted by vendor contracts)
Conduct quarterly cybersecurity audits of your notary technology environment
Subscribe to vendor security bulletins and implement patches within 30 days of release

Operational Security Practices:

Never store documents or recordings on local hard drives—rely exclusively on encrypted cloud storage provided by compliant vendors
Use virtual private networks (VPNs) when connecting to RON platforms from public or semi-public locations
Establish protocols for handling suspected identity fraud attempts during sessions including immediate session termination and documentation procedures
Create incident response plans covering data breach scenarios, recording corruption recovery, and state audit preparation workflows

Congrats on your RON Commission!

Obtaining your remote online notary commission in New York State through the Department of State’s Business Express portal is straightforward when you understand the specific requirements and follow each step methodically. Remember that while the initial $60 application fee and technology investment are costs, RON services allow you to expand your reach beyond geographical limitations, serve clients internationally, and modernize your notary practice for today’s digital world.

The key to success lies in choosing compliant technology vendors, maintaining meticulous records for 10 years as required by law, and staying current with ongoing regulatory updates from the Secretary of State’s office. With proper preparation and adherence to NY Executive Law §135-c and 19 NYCRR Part 182 requirements, your remote online notarization services can become a valuable addition to your notary practice while maintaining the highest standards of security and legal compliance.

Disclaimer: This guide provides general information based on research as of March 2026. Always verify current requirements with the New York State Department of State before submitting your application, as regulations may change.