Top 10 Questions NY Notaries Get About RON

If you have never experienced Remote Online Notarization (RON), you might be picturing a complicated technical ordeal. Honestly, it is much simpler than most people imagine. As a New York State Remote Online Notary, the same questions keep coming up from clients before a client’s session. Where do you need to be located? How much does it cost? What if your internet cuts out?

After years of helping people navigate the whole process – from the nervous first-timer to the busy professional who just wants their document notarized on a Tuesday night – I have decided to sit down and answer the ten most common questions I hear about remote online notarization in New York. Whether you need to sign a lease agreement for a property across the country, notarize a power of attorney while visiting family, or finalize a business document without leaving your home office, this guide will walk you through everything you should know.

Question 1: What exactly IS Remote Online Notarization (RON)?

Remote Online Notarization, commonly referred to as RON, is the digital version of what a traditional in-person notary does, except everything happens through secure live video and audio. Instead of meeting at my office or having me travel to your home, we connect over an approved video conferencing platform, much like a video call. During the session, I verify your identity through a government-issued photo ID and additional digital checks, watch you sign your document electronically, and then apply my digital notarial seal to the file. The entire process is recorded with both audio and video, so there is an official record of everything that happened.

Think of it like this: when you meet an in-person notary, the notary looks at your driver’s license, confirms you are the person on the ID, makes sure you are signing willingly and understanding what you are signing, and then affixes a seal and signature to your document. RON does all of that remotely. It just uses live two-way audio-video communication instead of face-to-face interaction, and advanced identity verification technology instead of a visual glance at your ID. The legal effect is exactly the same.

New York officially launched its electronic notary framework on January 31, 2023, under Chapter 277 of the 2021 Laws. The state refers to this process as “electronic notarization” rather than using the term RON that other states commonly use, but the concept is universally understood across the notary industry. To perform RON in New York, a notary must register as an Electronic Notary Public through the Department of State’s NY Business Express portal, submit a new Oath of Office, and provide an exemplar signature for the Department of State to approve. This means every remote notary in New York has gone through an additional registration process beyond the standard notary commission.

Question 2: Is RON legal and valid in New York? What about if I live out of state?

Yes, absolutely. RON is authorized under New York Executive Law Section 135-c and governed by regulations found in 19 NYCRR Part 182. Any document notarized through this process carries the same legal weight as a traditional in-person notarization. If you are in New York, your document was notarized here, or the document relates to a New York matter, then RON is fully enforceable.

One of the most common follow-up questions is whether you need to be in New York to use a remote notary. The answer is no – you, as the signer, can be anywhere in the world. You could be vacationing in Florida, living in California, or even abroad, and I can still notarize your document as long as I, the notary, am physically located in New York during the session. The requirement is that the notary must be in the state where they hold their commission. So I need to be here in New York, but you can be wherever life has taken you.

There is one small catch: for documents involving out-of-state principals, the document generally should relate to a New York matter or involve property or a transaction connected to the United States. If you are signing a contract for a piece of real estate in London, a simple New York RON may not be sufficient for the purposes of that foreign transaction. Always check with the receiving party or your attorney if the document has international connections.

Question 3: What do I need to participate in a RON session?

The basics are straightforward. You will need three things: a device with a camera and microphone, a stable internet connection, and a valid government-issued photo ID. Let me break that down so you know exactly what to prepare.

Your device can be a desktop computer, laptop, or tablet. A laptop is the most convenient option since it has a built-in webcam and microphone. If you are using a desktop computer, you may need an external webcam and microphone, but these are inexpensive and widely available. Any webcam with at least 720p resolution will work perfectly for showing your face and your ID during the session. Tablets such as iPads and Android tablets work well too – their built-in cameras and microphones are typically high quality. The only real consideration with tablets is screen size, since documents displayed during a session contain fine print, and a larger screen makes reviewing them much easier. A 10-inch tablet or larger is ideal.

Your internet connection should be stable broadband with at least 5 Mbps download and 2 Mbps upload speed. You can test your connection before the session using free tools like Speedtest by Ookla. If you have home Wi-Fi, sitting close to your router makes a big difference. For the most reliable connection, a wired Ethernet cable is preferred, though this is not always practical. Avoid using public Wi-Fi at coffee shops or airports – those networks are often congested and can drop during your session.

Your government-issued photo ID should be current and not expired. A driver’s license, state ID card, or passport all work. The ID you use should have your name exactly as it appears on the document you are signing. If there is a mismatch, it can cause delays. Have your physical ID card within arm’s reach of your camera, because during the session I will ask you to hold it up to the camera for credential analysis.

A couple of additional tips that save a lot of frustration: use Google Chrome or Safari as your browser, and make sure it is updated to the latest version. Do not use incognito or private browsing mode, as these sometimes block the platform from accessing your camera. Also, make sure you are not running a VPN or anonymizing service during identity verification, as these can interfere with the verification process.

Question 4: How do you verify my identity remotely?

Identity verification is one of the things RON handles even more thoroughly than in-person notarization does. In a typical traditional session, a notary asks to see your ID, glances at the photo, and compares it to your face. With RON, the process goes several steps further, and it all happens in real-time during our video session.

First, there is credential analysis. I will ask you to hold your government-issued photo ID up to the camera. The RON platform will then digitally analyze your ID to check for security features and confirm that it has not been altered. It scans the ID for authenticity markers that are invisible to the naked eye – things like magnetic strips, barcodes, and holographic elements.

Second, there is identity verification. The platform may ask you a few quick knowledge-based questions to confirm your identity. These are typically drawn from credit or public records data, and they are simple things like naming a previous address or identifying a past loan account. You do not need to prepare for these – they are automatically generated and completely routine.

Finally, throughout the session, I am watching you live through video. I compare your appearance to your photo ID in real-time, confirming that the person signing the document is who they claim to be. The entire audio-video session is recorded, so there is a permanent visual record of this verification process.

If you do not have a standard government-issued photo ID, or if the digital verification does not work for some reason, we can use the credible witness method. This means two people who know you personally can appear in the session to vouch for your identity. Each credible witness must also undergo their own identity verification process. This option is not commonly needed, but it is a reliable backup if your standard ID presents an issue.

Question 5: How much does RON cost?

New York State sets a maximum fee cap for notarial acts. For a traditional in-person notarization, the cap is $2 per signature. For a Remote Online Notarization, the cap is $25 per notarial act. That $25 fee covers the notarization itself, the identity verification process, the use of the technology platform, the recording of the session, and the application of the digital notarial seal.

Now, here is something many clients do not realize: if your document needs to be recorded at a county clerk’s office – such as a deed, a mortgage, or certain recorded agreements – the county clerk will typically ask for a Certificate of Authenticity attached to the printed copy. This process, sometimes called “papering out,” involves me certifying that the printed document is a true and correct reproduction of the electronically notarized original. The state fee for the Certificate of Authenticity is $2, which is added to the total if needed.

Some notaries may bundle service fees on top of the state fee, such as scheduling coordination or after-hours availability. Always ask for a clear breakdown of charges before booking your session. In my practice, I am transparent about all costs upfront, and I never add hidden platform charges or surprise fees. The $25 RON fee is the standard rate, and any additional charges are clearly communicated before we begin.

Question 6: What documents can be notarized remotely?

The good news is that most commonly notarized documents are eligible for RON. You can remotely notarize things like:

Real estate closing documents, including purchase agreements, deeds of trust, and affidavits
Powers of Attorney (both general and specific)
Lease agreements and rental contracts
Business documents, such as partnership agreements, corporate resolutions, and board minutes
Affidavits and sworn statements
Loan documents and refinancing paperwork
Healthcare proxies and advance directives
Certificates of incorporation and business filings
Gift and donation documents

There are a few documents that are better done in person, or that have specific requirements making RON less ideal. Wills and codicils (additions to a will) are traditionally done in person. Some trusts may require in-person presence depending on their specific terms. If a document specifically states that it must be signed in the physical presence of a notary, then RON will not satisfy that requirement.

A practical tip I always share with clients: before scheduling a remote session, check with the person or organization that will receive the document to confirm they accept remotely notarized signatures. Most offices and institutions accept RON without issue now, but a few government agencies and older county clerk offices still prefer traditional notarizations. A quick phone call ahead of time can save everyone from a frustrating discovery after the session is complete.

Question 7: Is RON secure? How do you protect my information?

This is a fair question that I get asked more often than you might think. RON in New York is governed by specific regulations designed to ensure security. The electronic notary must use a third-party platform that meets the NIST Identity Assurance Level 2 standard (based on Special Publication 800-63-3, Revision 3). This means the platform uses government-grade security protocols for identity verification.

Here is what happens behind the scenes to protect your data:

Your session is recorded. Every RON session produces a complete audio-video recording that captures the entire notarization process, including my verification of your identity and your electronic signing of the document. This recording is retained for at least 10 years, as required by state law. It serves as proof that the notarization was conducted properly.

An electronic journal entry is created. Since January 25, 2023, all New York notaries – whether performing traditional or electronic acts – must maintain an electronic journal. Every RON session generates a journal entry that records the date, the type of notarial act, the document description, your identity information, and even the identity of the third-party platform used.

A digital seal is applied. The notarial seal I apply to your document is not just a scanned image of a rubber stamp. It is a digital seal backed by a cryptographic certificate that verifies my identity as a commissioned notary and makes the document tamper-evident. If anyone alters the document after the seal is applied, the seal will show the change.

Your data is encrypted. Reputable RON platforms use encryption both while your data is being transmitted and while it is stored on their servers. Your identity information, your documents, and your session recording are all protected.

Can I honestly tell you that no technology is completely immune to breaches? Yes. But the RON platforms used by New York notaries are built to the same security standards that financial institutions use. If keeping your documents safe is a concern, RON is actually one of the more thoroughly documented and recorded methods available.

Question 8: Can I use my smartphone for the session?

Technically, yes. Most modern smartphones have better cameras and microphones than many desktop computer setups, and they run the same web browsers used by computers. The challenge with a smartphone is simply the screen size. During a RON session, documents are displayed on screen for you to review, and they often contain fine print – legal language, signature lines, numbered paragraphs. Reading all of that on a 6-inch phone screen requires a lot of zooming and scrolling.

If your smartphone is your primary or only device, I would recommend propping it up on a stable surface so the camera stays steady and captures your face clearly throughout the session. And make sure your phone is fully charged – there is nothing worse than your battery dying right in the middle of a notarization.

For the smoothest experience, I always recommend a laptop or tablet when possible. But if a smartphone is what you have, it absolutely works. I have completed dozens of successful RON sessions on phone devices, and there is no requirement that you use anything specific.

Question 9: What happens if my internet connection drops during the session?

It happens more often than you would think. I always tell my clients upfront that technology is reliable but never perfect. If your connection drops or your camera glitches in the middle of a session, here is what happens:

The session simply pauses. When you reconnect, I will resume exactly where we left off. If you had not yet signed the document, we continue with the signing. If you had already signed it but I had not yet applied the seal, we apply the seal once the connection is stable. The only thing that matters is that the signing itself happens while we are both present live on camera.

To minimize disruptions, I recommend a few things before your session: close other applications on your computer that might be using bandwidth, such as streaming services or cloud backups. If possible, ask other household members not to stream video during your appointment. Position yourself close to your Wi-Fi router, or use a wired connection if one is available.

If the disruption is brief – a few seconds – it will not affect anything. The full audio-video recording captures the interruption, and I note all disruptions in my journal with timestamps. The notarization remains valid even if there was a momentary glitch, as long as the signing itself was completed properly.

If your connection stays down for an extended period, we will simply reschedule. It is inconvenient, but it is far better than rushing through a notarization with choppy video and missed confirmations. Most clients find that their second attempt goes perfectly because they know exactly what to expect.

Question 10: Do you keep records of my notarization? For how long?

Yes, and the law requires it. Under New York regulations, every Remote Online Notarization must have two types of records maintained:

The electronic journal records the details of the session: the date and time, the type of notarial act performed (acknowledgment, jurat, or affidavit), a description of the document, your name, the method of identity verification used, and the identity of the third-party platform that was used for the session. This journal is maintained electronically and is available for inspection if ever needed.

The audio-video recording captures the entire session – my verification of your identity, our conversation during the session, and your electronic signing of the document. This is not just a video call recording. It is a formal legal record tied to the specific notarial act.

Both the journal entries and the audio-video recordings must be retained for a minimum of 10 years from the date of the notarial act. That means if you have a document notarized today, I am required to keep the records of that session until at least June 2036. This applies to every RON session – there are no exceptions based on document type or client preference.

If you ever need to verify that a notarization was performed properly, or if there is a dispute about a document you signed remotely, these records serve as definitive proof. In my experience, clients rarely need to access them, but the peace of mind that comes from knowing the session was professionally recorded is one of the biggest benefits of RON over a traditional in-person stamp-and-go process.

Tips for First-Time RON Clients

If you have never done a remote notarization before, here is my list of practical tips to make your first session as smooth as possible:

Schedule enough time. Most RON sessions take 15 to 30 minutes. Do not book a session right before you need to be somewhere. Give yourself a comfortable window so there is no pressure.
Do a test run. Join the session link a few minutes early. Check that your camera is showing your face clearly, your microphone is working, and the browser has permission to access both. I am happy to do a quick tech check before we officially begin.
Have your document ready. Documents are typically uploaded to the RON platform before the session starts. If you are responsible for uploading the document yourself, do so well in advance – at least 24 hours if possible – so there is time to review and set up the signature fields. Only PDF files are accepted for most platforms.
Read your document before the session. I know it is tempting to wait until the live session to review everything, but going through your document beforehand means you can focus on the signing and verification during the actual session without feeling rushed.
Choose a quiet location. Background noise can interfere with the audio recording of your session, and the notary needs to clearly hear your responses during identity verification. A quiet room, preferably without children or pets walking by, is ideal.
Good lighting matters more than camera quality. Sit facing a window or a light source so your face is evenly lit. Do not sit with a bright window or lamp behind you – the backlighting will turn your face into a shadow and make verification much harder.
Close unnecessary programs. Having Zoom, Teams, or streaming apps running in the background can interfere with the RON platform’s access to your camera and microphone. Close what you do not need before joining.

Why RON Has Become the New Standard

Remote Online Notarization was a convenience during the pandemic, but it has stayed a permanent fixture in the notary industry for good reason. I have watched it go from being a novelty to being the preferred method for most of my clients. The convenience of not having to travel, the flexibility of scheduling sessions during evening hours, the thorough identity verification, and the permanent audio-video record all combine to make RON not just an alternative but an upgrade over traditional notarization.

For a notary like me, it opens up the ability to serve clients anywhere in the state – or anywhere in the country, for that matter. A client relocating to New York can finalize their paperwork before they even arrive. A business owner in Buffalo can sign agreements with partners in New York City without any travel. A healthcare proxy for an elderly parent can be notarized while the adult child is hundreds of miles away.

If you are on the fence about trying RON, I genuinely encourage you to give it a shot. The whole process is well-established, legally sound, and far less intimidating than it sounds. And the best part is that your notary does most of the technical heavy lifting – you just need to show up on camera with your ID and your document, and everything else is handled.

Disclaimer: This blog post is provided for informational purposes only and is based on current New York State notary regulations as of June 2026. It does not constitute legal advice. If you have specific questions about a document or a transaction, please consult with a qualified attorney in your jurisdiction.