What Does a Remote Online Notarization Actually Look Like?

General Posted July 8, 2025

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

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

Whether you’re a solo notary or a business exploring online services, 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 begin when someone contacts you needing a notarization. They may have found your Google Business profile, been referred by a friend, or come from a law firm or real estate office that works with you regularly.

Whatever the source, they send you the document—for example, a parental consent form for a minor. From here, you take the lead.

Step 2: Upload and Tag the Document

You’ll log into your ProNotary dashboard and:

  • Upload the document
  • Pre-tag the document by placing signature, initial, and notary seal fields

Pro Tip: Make sure the document is fully completed except for signature areas and the notary block. These are finished during the session.

Step 3: Schedule the Appointment and Send the Invite

Once the document is tagged:

  • Select a date and time for the session
  • Add the signer’s name and email
  • Send the invitation link directly through ProNotary

Bonus Tip: Customize the email invitation to explain what the signer should expect. A short explanation helps reduce confusion and increases attendance.

Step 4: Conduct the Online Notarization

On the day of the session:

  • Log in a few minutes early
  • The signer completes ID verification
  • The document automatically loads into the virtual signing room

Once everyone is in the session:

  • Greet your client
  • Follow your state’s required notary script
  • Visually inspect the signer’s ID on-screen
  • Select “Begin Signing” to unlock all signature fields

Important: Always ensure the video recording is active. It must capture the ID check, acknowledgments, and the signing process for compliance.

Step 5: Wrap Up and Deliver the Final Document

After the signing is complete:

  • End the session by selecting “Lock” and then “Terminate”
  • If email delivery is enabled, the completed document is automatically sent to the signer
  • You can also retrieve and send the completed document manually from your Notary Journal

Step 6: Access Records Any Time

All completed sessions are stored in your Notary Journal, including:

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

ProNotary securely stores these records for 10 years or as required by your state.

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