You did it! Your electronic notary commission has arrived, you have processed the $60 application through NY Business Express, submitted your exemplar to the Department of State, and you are officially an electronic notary in New York. Congratulations – that is genuinely exciting news! I know exactly where you are right now because I have been there myself. You are probably staring at your desk, commission letter in hand, asking yourself a million questions all at once.
Can I still do in-person notarizations too? What do I need to buy before I can book my first client? What do I bring when someone actually shows up at my door for a traditional appointment? What if the internet goes down right in the middle of a RON session?
These are all questions I had when I first started, and this guide is going to answer every single one of them. Think of this as the roadmap I wish someone had handed me on day one of my RON journey. Let us dive right in.
How the NYS Electronic Notary Commission Actually Works
Before we talk about supplies and clients, I want to clarify something that confuses almost every new electronic notary: how the commission itself works.
In New York, you cannot be a remote online notary without also being a traditional notary. There is no such thing as an electronic-only commission. Your standard Notary Public commission gives you the power to perform in-person notarizations. The electronic notary endorsement is simply an additional authorization layered on top of that existing commission.
In other words “an electronic notary commission will authorize the license holder to provide both electronic remote online notarial services and traditional notary services,” cited directly from NYS Department of State. [https://dos.ny.gov/notary-public-frequently-asked-questions]
So whether you applied for both simultaneously (traditional commission plus the electronic endorsement) or you added the electronic endorsement later to an existing traditional commission, the result is the exact same: you hold one commission letter that authorizes you to perform traditional in-person notarizations, in-person electronic notarizations, and remote online notarizations. All three service types come with your commission.
This means you never lose your in-person capabilities by adding RON. You are a Notary Public first, and an Electronic Notary second. Those traditional face-to-face powers are permanently part of your commission as long as it is active.
Yes, You Can Absolutely Provide In-Person Services Too
Now let me expand on the service types your commission actually covers, because understanding the distinction between them changes how you price and market your business.
Traditional in-person notarization is the classic experience. The signer sits in front of you, shows their identification, signs the document, and you affix your physical ink stamp. This is the bread and butter of notary work, and it will always be in demand. You charge $2 per signature for a standard acknowledgment under Executive Law Section 135-c.
In-person electronic notarization (IPEN) happens when the signer is physically present, but you are using an approved electronic platform for the notarization instead of paper. This is useful for signers who want the convenience of meeting face-to-face but also want an electronic record. Many real estate closings prefer this exact workflow.
Remote online notarization (RON) is what we have all been preparing for. The signer appears through live two-way audio-video from any location, you verify their identity through credential analysis, they sign electronically, and you attach your eSeal along with a digital certificate. This is where the $25 fee per act comes in, and it is absolutely worth every penny when you consider the efficiency gains over traditional travel.
The beauty of holding an electronic commission is that you now have three revenue streams instead of one. If a local client needs a quick acknowledgment, you meet in person and charge $2. If a client across the state needs a RON session, you handle it from your desk and charge $25. If you need to paper out an electronically notarized document for county clerk recording, that is another $2 certificate of authenticity. Every single service type has its place, and the more services you can offer, the more opportunities you create.
My honest advice? Do not think of yourself as exclusively a RON notary. The notaries who build sustainable income streams offer everything they can legally provide. Some of your best long-term client relationships will come from traditional in-person work – local real estate agents, attorneys, and businesses who need reliable notaries on demand.
What You Need to Start Your RON Business
Now let us talk about the actual startup checklist. I am going to give you a complete breakdown of everything I purchased before booking my very first RON session, along with approximate costs so you can budget accordingly.
1. Your Computer Setup
You need a reliable computer with a built-in or external webcam and a microphone. A laptop or desktop works perfectly fine. The key requirement is a stable internet connection – New York mandates live two-way audio-video for every RON session, so your connection needs to actually stay live. Aim for at least 5 Mbps download and 3 Mbps upload speeds.
If you work from home, I highly recommend getting a cellular hotspot as a backup. When your primary internet goes down, a prepaid data plan on an old phone can be a literal lifesaver. I keep mine plugged in on my desk at all times, and it has already saved me twice from dropped sessions with clients.
2. A RON Platform (Your Communication Technology)
New York does not maintain an official list of approved RON platforms, which means the choice is entirely yours. However, the platform you select must meet the NIST Identity Assurance Level 2 standard and provide both credential analysis and identity verification. These are non-negotiable state requirements.
Here are the platforms I know fellow NYS notaries actively use:
- Notarize: One of the largest platforms with a straightforward interface. Good for beginners.
- Notary Edge: Popular among mobile notaries. Clean workflow and reliable customer support.
- SureOne: Excellent platform with integrated scheduling and payment features.
- Doc Writer: Great option for notaries who do significant mortgage signings alongside RON work.
- Pavaso: Known for quick session times and mobile-friendly design.
My personal advice is to sign up for at least two platforms before you start taking clients. If your primary platform experiences downtime, your backup platform becomes essential. I have had at least one major outage on my primary platform in the past year, and having a secondary account set up already was the only reason I did not miss appointments that day.
3. Your Electronic Seal (eSeal) and Digital Certificate
Your eSeal is the digital equivalent of your physical ink stamp. It gets embedded into the electronic document during the notarization and contains the same information your physical stamp holds: your full name exactly as commissioned, the words “Notary Public, State of New York,” your county of qualification, and your commission expiration date.
Alongside your eSeal, you also receive a digital certificate. This is invisible cryptographic code that verifies your identity and makes the document tamper-evident. Think of it as the digital fingerprint on your notarized documents. Both your eSeal and digital certificate typically come through your RON platform, so they are bundled into whatever sign-up or subscription fee you pay to that vendor.
4. An Ink Stamp for Traditional Work
Even though you are now an electronic notary, do not skip getting a quality physical ink stamp. You will absolutely need it for in-person appointments, and having one available makes you far more flexible with clients. New York requires your stamp to clearly display your name exactly as commissioned, “Notary Public, State of New York,” your county of qualification, and your commission expiration date.
Self-inking stamps are the industry standard for good reason – they provide consistent impressions and require minimal maintenance compared to traditional rubber stamps and separate ink pads. Most notaries also use blue or black ink, and either color is perfectly acceptable as long as the impression is photographically reproducible.
5. A Notary Journal
New York requires you to maintain a journal for all notarial acts. Since January 25, 2023, an electronic journal is mandatory for all notarial acts performed by electronic notaries. Each journal entry should capture the date and time of the notarization, the type of notarial act performed, the name and address of the signer, the method of identification, the signer’s signature, and any fees charged.
Many RON platforms provide automatic journaling built right in, which is incredibly convenient. However, I still keep a physical journal for my in-person appointments as an additional layer of protection. The journal requirement extends for a minimum of 10 years from the date of each notarial act, so plan your storage accordingly. I recommend keeping both your electronic and physical journals in a secure, locked location.
6. Audio-Video Recording Storage
Every RON session must be recorded with audiovisual technology, and those recordings must be retained for a minimum of 10 years. Your RON platform typically handles the recording automatically, but you need to verify that the platform actually guarantees 10-year storage retention. Some platforms charge extra for extended storage, or they delete recordings after a certain period unless you download them yourself.
My practice is to download all my session recordings monthly and back them up to an external hard drive organized by year and month. It takes about 15 minutes each month, and it gives me complete peace of mind that my records are secure regardless of what happens with my platform. I also record the third-party platform provider identity in my journal for each session, as NYS law specifically requires this.
7. Errors and Omissions Insurance
E&O insurance is not required by New York law, but it is strongly recommended. While a surety bond protects the public, E&O insurance protects you from costly legal fees if a signer calls you into court. Think about it – for roughly $50 to $80 per year, you get coverage up to $25,000 or more. That is an absolute no-brainer, especially when you are building a new business and want protection from day one.
8. Business Essentials
Depending on how formal you want to be, consider getting a simple business structure (LLC or sole proprietorship), a dedicated business email address, and a basic website or landing page. You do not need anything fancy to start – just enough for potential clients to find you, understand your services, and book an appointment. I use a simple scheduling link embedded on a one-page site, and that handles 90 percent of my client communications.
Estimated Startup Costs
Here is a realistic breakdown of what you can expect to spend before handling your first client:
- NY Business Express application fee: $60 (one-time, already paid)
- RON platform subscription: $10 to $25 per month
- Backup RON platform: $10 to $25 per month
- eSeal and digital certificate: Often included with platform membership, or $10 to $30
- Quality self-inking ink stamp: $20 to $40
- Notary journal (physical backup): $15 to $25
- Cellular hotspot data plan: $15 to $50 per month
- E&O insurance: $50 to $80 per year
- Embosser (optional, but recommended for real estate documents): $25 to $50
- External hard drive for AV recording backups: $40 to $80 (one-time)
- UPS for computer and router (recommended): $80 to $200 (one-time)
Your total startup costs should fall somewhere between $200 and $500, depending on whether you already own a computer with a webcam and reliable internet. Once you are operational, the $25 RON fee per act alone covers your monthly platform subscriptions after just three to five sessions.
What to Bring for In-Person Notarization Appointments
So you are handling in-person appointments alongside your RON sessions. Fantastic choice. This is where so many new notaries get tripped up, because the workflow is completely different from a remote session. You need a physical toolkit you can grab and go, and you need to be prepared for any type of document your client brings.
Here is your complete in-person notary bag checklist:
Your Notary Stamp and Extra Ink
This is obvious, but mention it anyway because you would be surprised how many first-time notaries forget their stamp. Make sure your stamp ink is fresh and produces a clean, legible impression. If your stamp starts smudging or fading mid-appointment, having a backup ink pad or a second stamp on hand saves you from having to reschedule.
Your Notary Journal and Pens
Bring your physical journal and at least two black or blue pens with smooth writing tips. The journal is where you record the details of every in-person notarization. Also consider carrying a small notebook for rough notes – client names, document types, special instructions.
A Selection of Notarial Certificate Wordings
You do not always need to rely on the document the client brings. Many documents arrive blank or with incomplete wording, especially older forms or homemade certificates. Having pre-printed notarial certificates in your bag – for acknowledgments, jurats, affidavits, and proofs of prior signature – makes you look incredibly professional and ensures the document is properly notarized regardless of what the client forgot.
An Embosser (Optional but Helpful)
New York does not require an embosser, but many clients expect one for important documents like real estate paperwork, powers of attorney, and estate planning documents. The raised 3D impression adds a layer of authenticity that clients find reassuring. If you work in areas with lots of property transactions, an embosser is absolutely worth the investment. Just remember that embossed impressions do not show up on standard photocopies unless you use an impression inker first – this matters for international documents that need apostilles.
Business Cards and Client Handouts
Your business cards should include your name, your title as Notary Public, the phrase “Notary Public, State of New York,” your commission expiration date, your county of qualification, your contact information, and whether you offer RON services. Including your RON capability on your business card is a powerful differentiator – clients love the convenience of remote options, and it positions you as a modern, tech-savvy notary.
Portable Lighting
If you plan to do mobile work or travel to client locations, a small portable light source can be helpful for photographing documents, capturing clear images of your stamp impressions, and even providing backup lighting for RON sessions in dimly lit rooms. A simple rechargeable LED clip light solves all of these problems for under $20.
Portable Printer (Optional)
Some notaries carry a portable Bluetooth printer for on-the-spot document printing. This is more useful for signing agents who handle loan documents, but it can come in handy if a client needs a certified copy printed at your location. If you do not need this capability yet, absolutely do not invest in it early on.
Fee Schedule Card
New York caps traditional fees at $2 per signature and RON fees at $25, but you are free to charge less or offer package deals. Having a printed fee schedule that you can hand to clients before the appointment sets clear expectations upfront and prevents awkward conversations about pricing later. Your travel fee, if you go to the client, should also be clearly stated.
Document Organizer or File Folder
Keep blank notarial certificates, spare business cards, your fee schedule, client intake forms, and receipts organized in a slim accordion folder or document binder within your notary bag. Looking organized inspires confidence, and confident clients refer more business to you.
Common Documents You Will Encounter
Knowing what documents typically come across your desk helps you prepare the right notarial wording and the correct identification standards. Here are the most common types I handle regularly:
Powers of Attorney: Under the 2021 NY statutory update, all POAs require notarization plus two witness signatures total. You can serve as one of those two witnesses, so you only need one additional witness beyond yourself. The witnesses cannot be the named agent or anyone who would receive gifts under the POA. These are extremely common requests, especially from elderly clients who are planning for the future.
Affidavits and Jurats: These require the signer to actually sign in your presence, take an oath, and affirm the contents are truthful. This is different from a standard acknowledgment, where the signer may have already signed the document before meeting you. Getting the notarial act wrong on an affidavit is the most common reason agencies reject documents, so always double-check which act the document requires before proceeding.
Real Estate Documents: Deeds, mortgage documents, and settlement paperwork often require both notarization and witnessing. These tend to be the most time-sensitive appointments, so arriving prepared with all your supplies and a professional attitude is absolutely essential.
Healthcare Proxies: These only require one witness and no notarization is actually needed under NY law, though many clients choose to get notarized anyway for extra assurance. If you are notarizing a healthcare proxy via RON, you can serve as the single required witness during the remote session.
I-9 Forms: When you serve as the authorized representative completing Section 2, you do not perform a notarization and should not affix a seal. Just write “authorized representative” in the title field and complete the verification within 3 business days of the employee’s first day of work. Many employers hire notaries for this exact service because we already know how to properly verify identification documents.
Apostille-Ready Documents: If your client needs a document apostilled for international use, remember the three-step chain. First you notarize it, then the county clerk certifies your signature, and finally the NYS Department of State issues the actual apostille. You should let clients know about this process upfront so they understand the full timeline and cost.
Building Your Client Base as a New RON Notary
You have your supplies, you have your platform, you have your insurance. Now how do you actually get clients? Here are the strategies that worked for me in my early months:
Leverage Your Local Network
Tell everyone in your immediate circle that you are available for notary services. Family, friends, coworkers, neighbors – word of mouth is still the single most powerful referral source for new notaries. Many people have no idea what a notary does until someone they know offers the service.
Register on Notary Locator Directories
Platforms like Notarize, Notary Edge, and the American Society of Notaries all have directories where clients can search for notaries in their area. Free registration on these directories often generates your first several bookings.
Partner with Local Businesses
Real estate agents, immigration attorneys, mortgage brokers, and small business owners all need reliable notaries. Introduce yourself, hand out your business card, and offer to be their go-to contact for notarization services. These relationships build a steady stream of repeat clients that keep your calendar full.
Optimize for RON Services
Not every notary advertises their RON capabilities. When you clearly display that you can notarize documents remotely, you immediately tap into clients who cannot easily meet in person – elderly clients, busy professionals, people outside your immediate geographic area. Include “Remote Online Notary” on your business cards, website, and any online directory listings.
Consider Becoming a Notary Signing Agent
If you want to expand into mortgage closings, completing a signing agent training program opens up an entirely different revenue stream. Title companies and signing services look for background-screened notaries who understand complex loan document packages. The additional income is substantial, and the skills you develop as a RON notary transfer directly into signing agent work.
Practical Tips for Your First Month
Here are a few lessons I learned the hard way that I really wish someone had told me on day one:
Always do a tech check before RON sessions. Test your webcam, microphone, internet connection, and eSeal placement before the client even logs in. A 30-second tech check at the start of the session prevents 90 percent of the problems that cause session delays. Ask clients to confirm their device type before the session starts – smartphones, tablets, and desktops all have slightly different workflows on most RON platforms.
Send session instructions to clients in advance. Most first-time RON users have no idea what to expect. A simple email or text message explaining what they need (a government-issued photo ID, the documents they want notarized, a quiet location with good lighting) goes a long way in making the actual session smooth.
Keep a backup platform account ready. When your primary platform goes down, you need a Plan B that is already configured with your eSeal, your commission details, and your digital certificate. Set up the backup from day one so it is not something you are trying to figure out during an active client session with a waiting client on the phone.
Record the platform provider identity in every journal entry. NYS law requires this detail, and it is easy to forget in the moment. Make it part of your standard session checklist alongside the date, time, signer information, and ID method.
Set up your A-V recording backups immediately. Do not wait until six months from now when you have hundreds of recordings and no organizational system. From your first week, download recordings monthly to an external drive and organize by year and month. Your future self will be incredibly grateful.
Price your services clearly and confidently. You are qualified, insured, and using professional platforms. Do not undervalue your RON sessions just because you are new – clients pay for reliability and professionalism, and you have both. The $25 fee cap exists for a reason, and there is no shame in charging what the state allows.
Build your emergency supplies kit now. Spare cables, extra chargers, a backup webcam, a USB microphone, a portable power bank for your phone (in case you need it as a hotspot). I have found that most session emergencies are solved by having the right physical item available when you need it.
Frequently Asked Questions
Do I need to take a training course or pass an exam for RON?
No. New York does not require any specific training or examination to become an electronic notary. However, completing a training course on RON platforms or notary procedures is highly recommended – it makes you much more confident when handling sessions, especially with clients who are less comfortable with technology.
Can I notarize wills and trusts remotely?
Under State Technology Law Section 307, certain estate planning documents require wet signatures and cannot be notarized electronically. This includes powers of attorney, wills, trusts, and DNR orders. For everything else, you are good to go with RON.
How long does the electronic commission last?
Your electronic notary authorization runs concurrently with your traditional four-year commission. When your traditional commission expires, your RON authorization expires with it. You must renew your traditional commission first and then reapply for the electronic endorsement if you want to continue performing RON.
Do I need a surety bond?
No. New York does not require a surety bond for either traditional or electronic notaries. E&O insurance is also not required, though it is strongly recommended for your own protection.
What happens if a RON session drops mid-way?
Tell your clients upfront what to do if the connection drops. Your RON platform should have a resumption protocol built in. Document any session interruptions in your journal with timestamps. If the audio-video recording stops and restarts, that is perfectly fine as long as the complete session record exists.
Can I charge travel fees for mobile in-person appointments?
Yes. The $2 per signature limit applies to the notarial act itself, but you are free to charge a separate travel or convenience fee as long as it is disclosed to the client before the appointment. Many mobile notaries charge $10 to $50 depending on distance, which is completely reasonable when you factor in gas time and equipment costs.
How do I paper out an electronically notarized document?
If a document was electronically notarized and the client needs a printed copy for county clerk recording, you print the document and attach a Certificate of Authenticity certifying the printed copy is true and correct. You perform this as a traditional notarization and charge $2. The process preserves the electronic notarization chain of custody while providing a physical document that recording offices accept.
What identification do clients need for in-person notarizations?
Acceptable identification includes a current driver’s license, state ID card, military ID, or passport. For RON sessions, your platform handles credential analysis and scans the ID electronically, but for in-person sessions, you are visually inspecting the ID yourself. Always check that the photo matches the signer, the ID is not expired, and the name on the ID matches the name on the document.
Can I notarize documents for clients outside New York?
Yes. As long as you are physically located in New York at the time of the notarization, your client can be anywhere. The document should ideally relate to a New York matter or involve US property or transactions, but the state does not strictly enforce a location requirement on the client side.
Can I be a RON notary without a traditional commission?
No. In New York, the electronic notary endorsement is an add-on to your traditional Notary Public commission. You must hold (or simultaneously obtain) a traditional commission before or at the same time you apply for the electronic endorsement. Your commission always grants you both in-person and remote online capabilities – there is no RON-only commission available.
Final Thoughts
Starting your RON business in New York is genuinely rewarding. You get to work from your desk, serve clients across the entire state, earn $25 per session instead of $2, and build a modern notary practice that adapts to the way people actually live and work today. The upfront investment is modest, the learning curve is manageable, and the earning potential is meaningful.
You have your commission. You have your supplies. You have your platform. Take a deep breath, set up that first appointment, and trust that you are ready for this. Every single experienced RON notary started exactly where you are right now, wondering if they had everything covered. You do. The only thing left is to hit that “go live” button and let your clients discover what an amazing service you provide.
This is only the beginning!
Disclaimer: This blog post is provided for informational purposes only and should not be considered legal advice. Notary requirements and fee structures are subject to change by the New York State Department of State, so always verify current regulations before making business decisions. For specific legal questions about your notary commission, consult a qualified attorney or contact the NYS Department of State directly.
References
– New York State Department of State. “Become a Notary Public.” Division of Licensing Services. Accessed June 23, 2026. https://dos.ny.gov/become-notary-public
– New York Executive Law Section 135-c. “Remote Online Notarization by Electronic Notaries.” Senate Bill 1780, introduced January 15, 2021; permanent authorization effective January 31, 2023.
– New York State Technology Law Section 307. “Electronic Signatures for Estate Planning Documents.”
– 19 NYCRR Part 182. “Electronic Notary Regulations.” New York Codes, Rules and Regulations.
– NIST SP 800-63-3, Revision 3. “Digital Identity Guidelines.” National Institute of Standards and Technology.