Remote online notarization allows you to meet with a notary through a secure video session, complete your document electronically, and receive a notarized copy without traveling to an office.
The process is convenient, but preparation is required. A missing page, incorrect document type, expired ID, or weak internet connection can delay your notarization.
Below are seven common mistakes and the steps to fix them.
Important: Remote online notarization rules depend on the notary’s commissioning state, your location, the document type, and the requirements of the receiving organization. A notary can complete the notarial act but cannot provide legal advice or confirm whether a document meets your legal purpose.
1. Assuming every document can be notarized online
The mistake
You schedule a virtual notarization without checking whether your document is eligible for remote notarization.
Some documents may require:
- In-person signing
- Additional witnesses
- A specific notarial certificate
- Special handling by a court, title company, government agency, or other organization
- A particular type of electronic notarization
Documents involving real estate, estate planning, powers of attorney, international transactions, and certain court matters may have additional requirements.
Remote online notarization is not automatically accepted for every purpose. The receiving organization may also have its own rules.
How to fix it
Before booking an online notary service:
- Ask the recipient if remote online notarization is accepted.
- Confirm whether witnesses are required.
- Check whether the recipient requires a wet-ink signature or physical original.
- Confirm whether the document must use a specific certificate.
- Send the document to the notary for review if requested.
We provide remote notary services for many legal, insurance, affidavit, acknowledgment, and miscellaneous documents. Some documents may not be eligible depending on the issuing state and the recipient’s requirements.
Review our remote notary booking page before selecting a service time.
2. Using the wrong notarial certificate
The mistake
You upload a document with an incorrect, incomplete, or missing notarial certificate.
An acknowledgment and a jurat are different notarial acts. The correct act depends on the document and the signer’s instructions. A notary cannot choose the legal wording for you.
Common problems include:
- Missing venue information
- Incorrect signer name
- Incorrect date
- Missing acknowledgment or jurat wording
- A certificate that does not support remote notarization
- A certificate that does not match the receiving organization’s instructions
How to fix it
Review the certificate before the session. Check:
- Your name as it appears on your identification
- The state and county listed in the venue
- The type of notarial act
- The date
- Any required witness information
- The receiving organization’s instructions
Do not add or change legal wording unless you are authorized to do so. If you are not sure which certificate is required, contact the document recipient, attorney, lender, court, or agency that issued the document.
A notary may explain the notarial process. A notary cannot select the legal form or provide legal advice about your document.
3. Arriving without acceptable identification
The mistake
You join the session without a current government-issued photo ID, or the information on your ID does not match your document.
Remote online notarization requires identity verification. Depending on the platform and applicable law, the process may include credential analysis, knowledge-based authentication, identity questions, or other security checks.
Problems can occur when:
- Your ID is expired
- The ID is damaged or difficult to read
- The ID is not supported by the platform
- Your name does not match the document
- Your registration details do not match your identification
- The camera cannot clearly display the ID
How to fix it
Prepare your identification before the session.
Use a current government-issued photo ID that is accepted by the online notary platform. Place it in good lighting and make sure all information is visible.
You should also:
- Enter your legal name accurately during registration.
- Use the same name throughout the signing process.
- Keep your ID available during the video session.
- Complete identity verification without assistance from another person.
- Contact the notary if your name has changed or your document uses a different name.
Never send an ID through an unsecured channel unless the notary or platform specifically provides a secure process.
4. Uploading an incomplete or incorrect document
The mistake
You upload a document with missing pages, blank sections, incorrect dates, or an outdated version.
The notary may be unable to proceed if the document is incomplete. A document should be ready for signing before the remote session begins. The notary cannot complete missing legal information for you.
Common document preparation errors include:
- Missing signature pages
- Missing exhibits or attachments
- Blank fields that should be completed before signing
- Incorrect spelling of names
- Different dates in different sections
- An old version of the document
- Pages uploaded in the wrong order
- Extra documents that were not requested
How to fix it
Review the complete document before uploading it.
Confirm:
- All pages are included
- The correct version is being used
- Names and dates are consistent
- Required information is completed
- Signature fields are visible
- Attachments and exhibits are included
- The recipient’s instructions have been followed
Do not sign the document before the live session unless the document recipient specifically instructs you to do so. The notary must generally observe the required signing or acknowledgment process.
After notarization, download the completed electronic document and store it securely. Do not alter the file after the notarization is complete.
5. Forgetting witness requirements
The mistake
You schedule a remote notarization without confirming whether one or more witnesses are required.
Witness rules vary by state and document type. A witness may need to be physically present with you, appear through the same video session, or meet other legal requirements.
A notary does not automatically serve as a witness. A notary also cannot decide whether your document legally requires witnesses.
How to fix it
Ask the document recipient whether witnesses are required before you book the session.
If witnesses are required, confirm:
- The number of witnesses
- Whether they must be present with you
- Whether they may join remotely
- Whether they need identification
- Whether their names and locations must be recorded
- Whether they must sign the same electronic document
Provide complete witness details during booking. Do not add a witness at the last minute without confirming that the platform and applicable law allow it.
6. Treating electronic notarization and remote notarization as the same service
The mistake
You use the terms electronic notarization, virtual notarization, and remote online notarization interchangeably without confirming which service your recipient requires.
These terms can refer to different processes:
- Electronic notarization: The document and notarial signature are completed electronically. The signer may still appear in person.
- Remote online notarization: The signer and notary meet through an approved or legally compliant audio-video platform.
- Virtual notarization: A general term often used to describe notarization conducted through video technology. Its legal meaning may differ by state.
The receiving organization may require a specific process. A document notarized electronically may not meet a requirement for remote online notarization, and an online notarization may not meet a requirement for an original paper document.
How to fix it
Use the exact terminology provided by the recipient.
Before starting, ask:
- Is remote online notarization accepted?
- Must the notary be commissioned in a specific state?
- Is an electronic document accepted?
- Is a digital seal accepted?
- Is a physical original r
- equired after notarization?
- Is an apostille required after the notarization?
New York State permits electronic notarization under its applicable rules. Requirements still depend on the document, notary, signer, and receiving organization. Review the New York Department of State information for official guidance.
7. Joining the session without testing your technology
The mistake
You begin the session with a weak internet connection, poor lighting, an unavailable microphone, or a device that does not support the platform.
Remote notarization requires clear, continuous audio-video communication. If the notary cannot see your face, read your ID, hear your responses, or observe the signing process, the session may need to stop.
How to fix it
Complete these checks before your appointment:
- Use a reliable internet connection.
- Charge your device.
- Use a supported computer, tablet, or phone.
- Test your camera and microphone.
- Sit in a quiet, private location.
- Use clear lighting facing your face.
- Keep your ID and document available.
- Close unnecessary applications and browser tabs.
- Remove other people from the session unless they are required participants.
If the connection drops during identity verification, an oath, acknowledgment, or signing, follow the notary’s instructions. You may need to repeat a step or reschedule the session.
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Remote online notarization checklist
Use this checklist before selecting Next in your booking process.
Service
- Confirm the recipient accepts remote online notarization.
- Confirm the document type.
- Confirm whether witnesses are required.
Time
- Select a time when you have a stable internet connection.
- Allow enough time to complete identity verification and signing.
Details
- Upload the complete document.
- Provide accurate names and contact details.
- Have your current government-issued photo ID ready.
Session
- Use a quiet, well-lit location.
- Follow the notary’s instructions.
- Complete all signing steps during the live session.
Payment and completion
- Download the completed document.
- Store it securely.
- Send it to the required recipient.
- Request an apostille separately if the document must be used internationally.
Our pricing page includes remote service and apostille service options. For documents that require international authentication, review the apostille request page.
Book your online notary service
Prepare your document, confirm the recipient’s requirements, and select a service time through our booking page.
We connect clients with New York State licensed notaries for secure electronic notarization and remote online notarization. Services are available for clients across the United States and internationally, subject to applicable legal and document requirements.
Important: We notarize documents but do not provide legal advice, select legal forms, determine document validity, or guarantee acceptance by a third party. Confirm all document requirements with the organization receiving your document.
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