Three Different Things That Sound the Same
Notaries, lenders, and even some title professionals use "electronic notarization," "remote notarization," and "online notarization" interchangeably — but they are three distinct processes with different legal requirements, different technology, and different acceptance by lenders. Understanding the difference matters before you accept any non-traditional signing assignment.
| Type | Signer Location | Documents | Journal | Lender Acceptance |
|---|---|---|---|---|
| Traditional (in-person) | Same room as notary | Paper | Paper journal | Universal |
| Electronic Notarization (e-notarization) | Same room as notary | Electronic / digital | Electronic journal required | Moderate — lender-dependent |
| Remote Online Notarization (RON) | Anywhere — video session | Electronic | Electronic journal + AV recording required | Variable — verify per transaction |
| Remote Ink-Signed Notarization (RSIN) | Remote location | Paper — shipped to notary | Paper journal | Not legally valid in most states |
Traditional In-Person Notarization
The signer and notary are physically in the same room. The signer presents original paper documents, signs in person, and the notary applies their physical seal and signature. This is the baseline — universally accepted, universally understood, and the dominant method for loan signings. No special technology or authorization required beyond your standard notary commission.
Electronic Notarization (e-Notarization)
The signer and notary are still physically in the same room — this is not remote. The difference from traditional notarization is that the documents are electronic (digital) rather than paper. The notary applies an electronic seal and electronic signature to the digital document. The signer signs electronically on a tablet or computer.
Key requirements:
- Most states require separate authorization or registration for electronic notarization beyond a standard paper commission
- An electronic journal is required in most states that authorize e-notarization
- The notary must use state-approved electronic signature and seal technology
- Physical presence of the signer is still required — this is not remote work
E-notarization is less common in residential loan signings than RON because the logistical benefit (signer is still present) is limited. It is more common in commercial transactions and document-heavy corporate work.
Remote Online Notarization (RON)
RON is the genuinely remote option: the signer and notary are in different physical locations and conduct the notarization via a live audio-video session over a state-approved platform. The signer signs electronically; the notary applies their electronic seal and signature electronically. The entire session is recorded.
What makes RON different from a video call:
- Must use a state-approved RON platform (not Zoom, FaceTime, or Teams)
- Identity verification through knowledge-based authentication (KBA) and/or credential analysis — not just showing an ID to a camera
- Full audio-visual recording of every session, retained for statutory period (5–10 years depending on state)
- Electronic journal entry required for each act
- Notary must hold state RON authorization in addition to standard commission
RON Platform Examples (State-Approved)
- Notarize (now part of Proof)
- DocVerify
- SIGNiX
- Pavaso
- Nexsys Technologies ClearSign
Platform availability varies by state — always verify your state's current approved platform list with the Secretary of State before subscribing to any platform.
Remote Ink-Signed Notarization (RSIN) — What It Is and Why It's Problematic
RSIN involves the signer signing paper documents at their remote location and mailing or shipping those documents to the notary for notarization. This is not legal in most U.S. states — it violates the fundamental requirement that the signer personally appear before the notary at the time of notarization.
You may encounter borrowers or even some signing services that suggest this approach for signers who cannot be physically present and whose state doesn't yet have full RON authorization. Do not participate in RSIN unless your state has explicitly authorized it by statute. The notarization is invalid, and your commission is at risk.
Which Method to Use: Practical Guidance
| Situation | Recommended Method |
|---|---|
| Standard loan signing — borrower available in person | Traditional in-person |
| Borrower is elderly, mobility-limited, or remote | RON (if state authorized and lender accepts) |
| Title company requests fully digital closing | e-Notarization or RON — confirm with title company which they need |
| Borrower is overseas (military, expat) | RON if platform supports international signers — verify platform capabilities |
| State has not authorized RON | Traditional in-person only — no legal remote alternative in most cases |
Frequently Asked Questions
In most states, no. A standard notary commission authorizes traditional in-person notarization only. Electronic notarization and RON typically require a separate application, registration, or authorization from the Secretary of State — and in some states, additional education or technology requirements. Check our state guides for your state's specific RON authorization process.
No — RON is typically an authorization added to your existing commission, not a new commission. The process varies by state: some require a simple online registration, others require a separate application and fee, and a few require proof of platform selection and technology readiness. Your underlying notary commission must be current and in good standing to obtain RON authorization.
Platform fees for RON sessions (typically $25–$35 per session charged by the platform) reduce net income per appointment compared to traditional signings. However, RON eliminates travel time and mileage costs, which can improve effective hourly rate for agents who do high volume. The economics depend heavily on your market, travel distances, and platform fees. Most signing agents treat RON as a supplement to traditional work rather than a replacement.