Witness 101 Remote Online Notarization Guide
Understanding the Role of Witnesses in Remote Online Notarization
Hello, we are ProNotary, a leading remote online notarization software. Today, we want to delve into the unique landscape of using witnesses in remote online notarizations compared to traditional in-person settings.
The Importance of Witnesses in Remote Notarizations
Witnesses play a crucial role in notarizations, especially for documents related to estate planning, such as wills and trusts, and sometimes for grant deeds. The need for witnesses can vary widely depending on the type of document, but the process differs significantly from in-person notarizations.
Preparing a Witness Pool
One of our key pieces of advice is to prepare a witness pool before starting remote online notarizations. This proactive step ensures that your witnesses are already familiar with the sign-on process and know what is expected of them, thereby streamlining the notarization process and providing a better experience for the client.
Challenges with Unprepared Witnesses
Having been in this space for nearly two years, we’ve noticed that asking a witness who has never participated in a remote online notarization can lead to delays and a subpar experience for the client. Unprepared witnesses may face technical difficulties or lack understanding of the process, leading to inefficiencies.
Steps to Prepare Your Witnesses
- Explain the Process: Clearly explain what remote online notarization entails.
- Provide a Sign-On Guide: Equip your witnesses with a guide on how to sign on to the platform.
- Choose Tech-Savvy Witnesses: Select witnesses who are comfortable with technology and have a quiet, professional background suitable for notarizations.
- Brief on Sensitivity: Ensure witnesses understand the sensitivity of the documents they are witnessing and the importance of representing your brand professionally.
Benefits of Using Your Own Witness Pool
Using a consistent witness pool offers several advantages:
- Technical Familiarity: Witnesses familiar with the platform reduce the likelihood of technical issues.
- Impartiality: Selecting impartial witnesses ensures no conflicts of interest, which can arise if clients provide their own witnesses.
Adhering to State Guidelines
Each state has different guidelines for witnesses in notarizations. Always refer to your state’s regulations to ensure compliance. It’s essential to brief your witnesses on their roles and the specific requirements of the notarization process.
Networking to Build Your Witness Pool
For independent notaries, networking can be a great way to build a reliable witness pool. Engage with social media groups, attend meet-and-greets, and connect with industry professionals. Some notaries use friends or extended family members as witnesses, depending on their pay agreements.
Conclusion
By following these best practices, you can create a smooth, efficient remote notarization process. If you have any questions or need further assistance, feel free to reach out. Check out ProNotary for a user-friendly, streamlined remote notarization experience that’s helping businesses across various industries grow.
To book a free consultation: https://calendly.com/katietremulis/pronotary
