Your Step-by-Step Guide to Remote Online Notarization with ProNotary

General Posted July 8, 2025

Remote Online Notarization (RON) can feel overwhelming at first—for both notaries and signers—but with the right tools and a clear process, it becomes a smooth, streamlined experience. At ProNotary, we’re committed to helping notaries deliver professional, compliant, and seamless digital notarizations every time.

If you’re new to ProNotary or considering joining, here’s what the typical RON workflow looks like from the notary or business perspective.

🔹 Step 1: Receive the Notarization Request

The process usually begins when a signer reaches out—either from a Google Business listing, your website, or a referral—asking for a document to be notarized. Common examples include:

  • Parental consent forms
  • Power of attorney
  • Legal affidavits

The signer sends over the document, and you (the notary or business) take it from there.

🔹 Step 2: Upload and Tag the Document

Once you receive the document:

  1. Upload it to your ProNotary dashboard.
  2. Pre-tag it by indicating where the signer(s) and you (the notary) need to sign.
    • Important: The signature lines and notary block should be blank when submitted so you can complete them with compliant information for your state.

🔹 Step 3: Create the Signing Invitation

Using the signer’s name and email, create a new session:

  • Set the date and time (e.g., “Tomorrow at 2 PM”).
  • Toggle on the email invitation option.
  • Customize the email to include helpful information about what to expect during the session.

📝 Tip: Many signers have never used remote online notarization before. A brief explanation in the email helps avoid confusion and increases show-up rates.

🔹 Step 4: Day of the Appointment – Conducting the Session

Log into your ProNotary dashboard a few minutes early.

When the signer joins:

  • The document will already be loaded and tagged.
  • They will go through identity verification before entering the session.

Once you’re both in:

  1. Greet the client.
  2. Follow your state-required notarial script.
    • Confirm identity and willingness to sign.
    • Ensure they understand the document contents.
  3. Visually verify their ID in the “Manage Credentials” tab by comparing it with their video image.
  4. Toggle the “Begin Signing” permission under “Manage Signers” so they can start signing.

🔹 Step 5: Record the Notarization

This part is critical for compliance:

  • Hit “Begin Recording” at the start of the session.
  • The full session should be captured—identity checks, acknowledgments, signing, and any Q&A.

🔹 Step 6: Lock and Terminate the Session

Once the notarization is complete:

  • Click “Lock” and then “Terminate” to end the session.
  • If toggled on, ProNotary will automatically email the final notarized document to the signer.
  • If not, you can manually retrieve and send it later.

🔹 Step 7: Access Documents or Video Later (If Needed)

All notarizations are saved in your Notary Journal and securely stored according to your state’s retention requirements (typically 10 years). You’ll have access to:

  • The video recording
  • The audit trail
  • The completed documents

This is especially helpful if the signer requests the documents again down the road.

🌟 Optional: White Label the Entire Experience

ProNotary offers full white label capabilities so you can customize all signer-facing materials with:

  • Your logo
  • Brand colors
  • Business name and email

Your clients will see your brand—not ours—at every step of the process, giving your business a professional and cohesive identity.

🚫 A Quick Note About Leads

We’re often asked if ProNotary provides leads. The answer is no—and that’s intentional.

Instead of competing with your business, we empower you to build your own brand and relationships. If a signer ever comes to us directly but was working with you, we’ll refer them back to you. We don’t market to your clients or run any on-demand directory services.

Final Thoughts

Remote Online Notarization doesn’t have to be confusing or intimidating. With the right platform and process, it can be an incredibly efficient way to serve your clients and grow your business.

Whether you’re handling one-off general notary work or supporting enterprise clients like law firms or title companies, ProNotary is designed to make your workflow easier, more compliant, and branded to you.

Ready to Take the Next Step?

✅ Get started now at ProNotary.com
📧 Have questions? Email [email protected]
🎥 Join us every Thursday at 12 PM EST for live walkthroughs and Q&A

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