Witness 101: A Complete Guide to Using Witnesses in Remote Online Notarization (RON)
Witnesses serve a crucial role in verifying the authenticity of signatures for certain documents. They’re especially important for estate planning documents such as wills, trusts, and occasionally grant deeds or healthcare directives. While the concept of a witness remains the same, the remote notarization environment introduces new considerations.
The Key Difference: RON Requires Preparation
Unlike traditional in-person signings, remote notarizations require witnesses to join a secure online session. Technical readiness, compliance awareness, and familiarity with the process are essential to keeping the signing smooth and stress-free.
Why You Should Build a Witness Pool
One of the best ways to ensure smooth RON sessions is to maintain your own pool of pre-vetted, prepared witnesses. A witness who understands how to join the session and what is expected of them helps avoid delays and frustration for both you and your clients.
Based on nearly two years of industry data, we’ve seen that when witnesses are unprepared—or entirely new to remote notarization—technical issues and confusion can slow down the process, leading to a less professional client experience.
How to Prepare Your Witnesses for Remote Sessions
1. Explain the RON Process
Help witnesses understand what Remote Online Notarization is, why it’s required, and what their role will be. This clarity sets expectations and builds confidence.
2. Provide a Step-by-Step Sign-On Guide
Offer a simple PDF or email outlining how to join the session, what device to use, and what identification (if any) may be required.
3. Choose Tech-Savvy Witnesses
Select individuals who are comfortable using video conferencing tools, have reliable internet connections, and can join from a quiet, professional environment.
4. Emphasize Confidentiality and Professionalism
Make sure witnesses understand the sensitive nature of the documents being signed and the importance of maintaining professionalism during the session.
The Advantages of Using a Dedicated Witness Pool
- Reduced Technical Issues: Familiar witnesses are less likely to encounter access or device problems.
- Consistent Professionalism: Your chosen witnesses represent your brand and help maintain client trust.
- Impartiality: Using independent witnesses reduces the risk of conflicts of interest that may arise when clients bring their own witnesses.
Know Your State’s Rules
Witness requirements vary by state. Some states require no witnesses, some require one, others require two, and others specify that the witness cannot be related to the signer or named in the document. Always verify your state’s guidelines before performing a RON session involving witnesses.
Building Your Witness Pool Through Networking
If you’re an independent notary, growing your witness pool is easier than you think. Engage with fellow notaries in online communities, join industry meetups, or collaborate with colleagues in law firms or title companies. Some notaries also enlist friends or extended family members depending on acceptable arrangements and state rules.
Conclusion
With the right preparation, witnesses can enhance—not hinder—your Remote Online Notarization workflow. By educating your witnesses, developing a reliable witness pool, and adhering to state laws, you’ll ensure seamless sessions every time.
