Your Step-by-Step Guide to Remote Online Notarization with ProNotary
Remote Online Notarization (RON) can feel overwhelming at first—for both notaries and signers—but with the right tools and a clear process, it quickly becomes a smooth, streamlined experience. At ProNotary, we’re committed to helping notaries deliver professional, compliant, and consistent digital notarizations every time.
If you’re new to ProNotary or considering joining, here’s a clear walkthrough of 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—often through your Google Business listing, website, or a referral—requesting a document to be notarized. Common document types include:
- Parental consent forms
- Power of attorney
- Legal affidavits
The signer sends the document to you, and you take it from there.
Step 2: Upload and Tag the Document
Once you receive the document:
- Upload it to your ProNotary dashboard
- Pre-tag it by indicating where the signer(s) and you (the notary) will sign
Important: The signature areas and notary block must be blank when submitted. You will complete them with compliant information during the session based on your state’s requirements.
Step 3: Create the Signing Invitation
Using the signer’s name and email, create a new session:
- Set the date and time for the appointment
- Toggle on email invitation delivery
- Customize the email to explain what the signer should expect
Tip: Many signers have never used remote online notarization before. A simple explanation in the email can significantly reduce confusion and improve attendance.
Step 4: Conducting the Session on the Scheduled Day
Log into your ProNotary dashboard a few minutes before the appointment.
When the signer joins:
- The document will already be pre-tagged and ready
- The signer will complete identity verification before entering the session
Once you’re both in the virtual room:
- Greet the signer professionally
- Follow your state’s required notarial script
- Confirm identity, willingness to sign, and understanding of the document
- Verify their ID visually in the “Manage Credentials” tab
- Toggle “Begin Signing” under “Manage Signers” to allow them to sign
Step 5: Record the Notarization
This is a critical compliance requirement:
- Select “Begin Recording” at the start of the session
- Record the entire session—identity verification, notarial statements, signing, and any clarifications
Step 6: Lock and Terminate the Session
Once the notarization is complete:
- Click “Lock” to finalize the document
- Select “Terminate” to end the session
- If email delivery is enabled, ProNotary automatically sends the completed document to the signer
- You may also retrieve and send the completed document later from your Transaction Details
Step 7: Access Records Later if Needed
All notarization records are stored in your Transaction Details, including:
- The video recording
- The audit trail
- The completed notarized documents
These materials are securely stored according to your state’s retention rules (typically 10 years).
Optional: White Label the Entire Experience
ProNotary offers full white label capabilities, allowing you to customize signer-facing materials with:
- Your logo
- Your brand colors
- Your business name and email
Your clients see your brand—not ours—giving your business a polished, professional identity at every touchpoint.
A Note About Leads
ProNotary does not provide leads, and this is intentional. We do not compete with your business or operate a public directory. If a signer comes to us directly but was previously working with you, we direct them back to you. Your clients remain yours.
Final Thoughts
Remote Online Notarization doesn’t need to feel confusing or intimidating. With a clear workflow and the right platform, it becomes one of the most efficient ways to serve clients.
Whether you’re handling general notary work or supporting enterprise clients such as law firms and title companies, ProNotary is designed to make your workflow easier, more compliant, and fully aligned with your brand.
