What Does a Remote Online Notarization Actually Look Like?

General Posted July 8, 2025

A behind-the-scenes walkthrough with ProNotary

If you’re new to Remote Online Notarization (RON), you might be wondering:

  • What actually happens in a session?
  • What do I need to do as a notary?
  • What should my client expect?

Let’s break it down. Whether you’re a solo notary just getting started or a business exploring how to serve clients online, here’s what a typical RON workflow looks like using ProNotary—from the first request to delivering the final document.

✉️ Step 1: The Client Reaches Out

Most RON sessions start when someone contacts you needing a document notarized. Maybe they found your Google Business profile. Maybe they were referred by a friend. Maybe it’s a law firm or real estate office that already has a working relationship with you.

Whatever the source, they send you the document—let’s say it’s a parental consent form for a minor. From here, you’re in control.

📤 Step 2: Upload & Tag the Document

You’ll log into your ProNotary dashboard and:

  • Upload the document
  • Pre-tag the document (this just means placing digital sticky notes for where the client needs to sign and where your notary seal and signature go)

💡 Pro Tip: Make sure the document is already filled in except the signature area and notary block. You’ll complete those during the session.

🗓 Step 3: Schedule the Appointment & Send the Invite

Once the doc is tagged:

  • Choose a date and time for the session (e.g., “Tuesday at 3 PM”)
  • Add the signer’s name and email
  • Send them an invitation link directly from the ProNotary system

🧠 Bonus Tip: Customize the email invitation to explain what to expect. RON is still new for many people. A simple paragraph can calm nerves and boost attendance.

💻 Step 4: Conduct the Online Notarization

On the day of the session:

  1. Log in a few minutes early
  2. Your client will go through ID verification
  3. The document is already loaded and ready

Once everyone is in the virtual room:

  • Greet your client
  • Follow your state’s required notary script (confirming identity, free will, understanding, etc.)
  • Visually inspect the ID on your screen and compare it to the signer
  • Hit “Begin Signing” in your dashboard (this unlocks the signature fields)

📹 Important: Don’t forget to start the video recording! This is your legal record of the session and must include everything—ID checks, acknowledgments, the signing itself.

📝 Step 5: Wrap Up & Deliver the Final Document

After signing:

  • End the session by clicking “Lock” and “Terminate”
  • If you toggled email delivery on, the completed document is automatically sent to your client
  • If not, you can manually retrieve and send it from your Notary Journal

🧾 Step 6: Access Records Any Time

Need to access the video, audit trail, or document later? It’s all in your Notary Journal.

ProNotary keeps:

  • The video recording
  • The full audit trail
  • The completed document

📦 We store them securely for 10 years (or as long as required by your state law).

✅ Join us at www.ProNotary.com
📧 Questions? Email [email protected]
🎥 Subscribe to our YouTube for walkthroughs and tutorials

Return to Blog Homepage

Return to ProNotary Homepage