How To Become A Remote Online Notary in 2023 (and how to set up your RON business)
- Adriana Torres
- Dec 6, 2023
- 7 min read
Remote online notary services allow individuals to have their documents notarized online using their own devices like cell phones, laptops, computers and tablets. The process typically involves video conferencing and digital signatures. This provides convenience and flexibility for clients, and it allows you, as a remote online notary, to reach a wider audience.
By starting your own remote online notary business, you can offer convenience, efficiency, and accessibility to clients around the world. So let's get started!
What is a RON?
An online notary public is a commissioned notary public who has the authority to perform a remote notarization using an audio-visual conference rather than having the individual physically appear before the notary at the time of the notarization.
The RON process
Someone needs a document notarized. They contact you for a Remote Online Notary service, they book a date and time based on your schedule and email you the document to be notarized. Then you send an invoice and receive payment. After that, you upload the document on the RON platform, create a RON session, and send a link invite to the signer. On the date and time of the appointment your client will use the link to verify their identity with a picture of their ID and a 4 question series then they will wait for you to join the video call. You log on to theRON platform, meet the client online and start the RON session. After the appointment is complete, the signer gets their notarized document emailed to them right away by the RON platform. And done! The whole appointment usually takes about 15 minutes.
Before you can start your remote online notary business, it's important to understand the legal requirements and licensing in your state. Notary laws vary from place to place, so be sure to research and comply with the regulations specific to your location.
For the State of Texas, you would submit a Notary Public application first, become commissioned, then submit an Online Notary application, and get commissioned as an Online Notary. You will be required to obtain a compliant digital certificate, e-seal and e-journal. There are no training requirements in Texas for RON. Most RON platforms have training you can use to learn how to use their platform, but a class like the one you're taking now can help you understand how to set up your RON business, how to perform a RON session, how to market your services and gain clients.
RON business set-up
In the remote online notary business, technology plays a crucial role. You’ll need equipment, such as a computer or laptop with a reliable internet connection, an HD webcam, noise-canceling headset, Adobe and a digital signature platform. I will go over the 3 RON platforms that I personally like to use for my RON business.
The digital certificate can be obtained through IdenTrust who is a partner of most RON platforms available.
This is the definition of a digital certificate explained by the Texas SOS:
“In the context of an online notarization, a digital certificate, also known as a digital signature, is the means by which you will sign a document. The digital certificate will include your electronic signature, which ideally is a holographic signature that resembles your wet ink signature. The digital certificate then attaches to the document in a manner in which the document becomes tamper evident.”
The electronic seal can be purchased through the NNA but some RON platforms will provide the e-seal free of charge when you sign up to use their platform. Usually this is because the e-seals from other vendors are not compatible with their platforms. For example, if you want to use Notarize (which is my go-to RON platform) they will not accept any other e-seals because they will provide one for you.
The e-journal is also provided by the RON platforms you use. Your e-journal will contain the signer and document information along with video and audio recording of the RON session. I’m a Texas RON, so we have to keep records of our RON sessions for 5 years.
RON Platforms
When you are choosing a RON platform look out for these things: monthly fees, session fees and Identity Proofing/Credential Analysis capabilities (this is really important because this is the part where the signer has their identity verified remotely since you are not meeting in person).
What is Credential Analysis? Credential Analysis is a process by which the validity of a government-issued identification credential is affirmed by a third party through review of public and proprietary data sources.
What is Identity Proofing? Identity Proofing is the process by which the identity of an individual is affirmed by a third party through review of public and proprietary data sources.
In simpler terms this is what happens: When the client gets your link to the RON session, it will lead them to the RON platform where their identity will be verified with a picture of their ID and a 4 question series that applies to that individual’s identity, which they will need to answer correctly.
The RON platforms I use are: Notarize, Blue Notary and One Notary.
These platforms have low platform usage fees and don’t require any special software installation on your laptop. You simply log into the website and perform your RON appointments. The RON platforms take a fee per transaction and you keep the difference. I normally take payments at the time of booking the appointment. This helps me ensure that every time slot I have available is paid for in advance. I have a cancellation fee of $10 and also a rescheduling policy that states if the appointment is to be rescheduled there is no extra fee but a 24 hour notice in advance is required. These policies can be listed on your Calendly when someone is booking an appointment.
Equipment
I’ve included links to the equipment I personally use for my RON business (laptop, noise-canceling headset, and HD webcam). It would be ideal to use a laptop that has a built-in HD webcam. Since the appointment is recorded, having high resolution video is usually required by the RON platforms.
Software/ Programs
I used Calendly as my appointment setter (now using Google Workspace) and Stripe to send invoices to clients for payment before the RON appt. You can edit your meeting hours based on your schedule so it automatically shows the available time slots you have when someone wants to book your services.
You can take payments via PayPal and Stripe on Calendly as well but I prefer to send invoices to my clients using Stripe. The reason why is because I can adjust the pricing accordingly with an invoice.
You’ll also need to use something like ADOBE to convert files that clients email you into PDF’s because the RON platforms usually take files in PDF format only. Sometimes you’ll get images of the document and you have to convert it before you can upload it on the RON platform.
RON Payments & Fees
Let’s talk about what you can charge and how much it costs to use RON platforms. I’m in the State of Texas, so what we are allowed to charge for an online notarization is a maximum of $25/per online session PLUS the $6/ signature and $1/add’l signature you notarize.
For example:
if an online notary notarizes the signature of one person, the charge will be $31, i.e. $25 + $6 = $31
if an online notary notarizes the signatures of two persons named in the same notarial certificate, the charge will be $32, i.e. $25 + $6 +$1 = $32
if an online notary notarizes the signatures of two persons, and there are separate notarial certificates for each signing party, the charge will be $62, i.e. $25 +$6 for the first notarization and $25 +$6 for the second notarization, which totals $62.
Now, the fees that you would be charged by the RON platforms vary so I recommend looking at various platforms and comparing the fees you will be charged per session. Lookout for monthly platform usage fees as well. Some platforms, like Notarize, do not charge a monthly fee to use the platform,so you only pay for the fee when you do a RON appointment. You would charge your client outside of the platform with something like Stripe.
For example: Notarize charges you a transaction fee of $10 + $3/ add’l seal
So if I notarize the signature of one person for one document, I could charge the client a max of $31 as a Texas RON. Notarize would charge me $10. I would keep the difference of $21 for that appointment. The RON appointment usually takes 15 minutes.
Marketing and Gaining Clients
It’s important to market your RON business online. Create a professional website that showcases your services, reviews, and contact information. Utilize social media platforms to reach a wider audience. Network with real estate agents, attorneys, and other professionals who may require notary services. You could then pitch them the idea of using your RON services to accommodate their busy clients. If you could explain the benefits of being able to meet remotely from anywhere with WiFi to notarize documents without a traveling Notary or paperwork, I’m sure you could gain a client. Everyone loves convenience!
For my website, I use WIX.com and I recommend obtaining a professional business email inbox with WIX when you set up your website. This way, there’s a dedicated email inbox for all your notary appointments. Clients will be sending you documents so having your own professional business email really helps establish your business as a professional and stay organized. For example, if you see adrianathenotary@gmail.com and adriana@quickandeasynotaries.com which one seems like the professional that will get the job done right? The 2nd one.
Since you are a Remote Online Notary, your website is super important! Make sure you have your calendar linked, your fees, and this is the important part, your SEO! If you don’t know how to optimize your notary website, you can hire someone on Fiverr to do this. But SEO is what helps people find your remote online notary services through a simple online search.
It’s also a great idea to leverage a Google Business Page to promote your RON business AND to gain reviews that will then establish your credibility. Everyone loves to work with a business professional that has good reviews!
If you are looking to start with free resources, use Google Workspace to schedule your appointments instead of using the above website (Calendly).
This is my referral link, I'd appreciate it if you used it (a small commission is paid to me at no extra cost to you)
Each promotion code provides 10% off the first year of either the Google Workspace Business Starter plan or the Google WorkspaceBusiness Standard plan*.
Google WorkspaceBusiness Starter: E4XFPFFWVCVXYVD
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