Multiple Signers in Different States or Countries? How Remote Online Notarization Works
Coordinating a notarization can get complicated quickly when more than one person needs to sign and everyone is in a different location.
Maybe one spouse is in Tennessee and the other is traveling for work. Maybe two business partners are in different states. Maybe several property owners need to sign the same real estate documents, but one is in Florida, another is in California, and another is overseas.
With a traditional mobile notary, those situations can require multiple appointments, multiple notaries, overnight shipping, or coordinating documents across several locations.
Remote Online Notarization (RON) may offer a much simpler option.
For eligible documents and signers, RON can allow people in different locations to complete notarized documents electronically without everyone having to travel to the same place.
What Is Remote Online Notarization?
Remote Online Notarization is a notarization completed through a secure live audio-video session.
Instead of meeting the notary in person, the signer connects with an authorized Online Notary through an online notarization platform.
A typical RON session may include:
Each signer completes the required identity-verification process.
The signer and Online Notary connect through live audio and video.
The signer electronically signs the applicable documents.
The notary completes the electronic notarization.
Executed digital copies of the notarized documents are typically available within a few minutes after the session ends.
Knox Notary Co. provides Remote Online Notarization through a Tennessee Online Notary. The Online Notary must be physically located in Tennessee during the notarization, but the signer may be located elsewhere (even a different state or country).
That is one reason RON can be especially helpful when multiple signers are spread across different states or countries.
Do All Signers Have to Be in the Same Location?
No.
One of the biggest advantages of Remote Online Notarization is that the people signing the documents do not necessarily need to be physically together.
A transaction might involve:
spouses in different states
co-owners living in different parts of the country
business partners in different locations
trustees or family members living in different states
one seller in the United States and another overseas
buyers or sellers traveling separately
corporate officers working from different offices
property owners who have already relocated
Depending on the documents and the RON platform, the signers may be able to complete their required notarizations remotely.
Do All Signers Have to Join the Same RON Session?
Not necessarily.
Some transactions may work well with multiple signers participating in the same online session.
In other situations, separate signing sessions may make more sense.
The best setup depends on:
the number of signers
where each signer is located
which documents each person needs to sign
whether each signature requires notarization
witness requirements
identity-verification requirements
the RON platform being used
instructions from the title company, attorney, lender, or other receiving party
This is why it is helpful to identify all signers and their locations before the appointment is scheduled.
For a larger or more complex signing, Knox Notary Co. can review the basic signing setup in advance so the session can be prepared correctly.
Example: Spouses in Different States
Consider a married couple selling property in Tennessee.
One spouse has already relocated to Texas while the other is temporarily working in New York.
A traditional signing might require separate local notary appointments, shipping documents between locations, and coordinating return delivery to the title company.
If the transaction is approved for Remote Online Notarization, both signers may instead be able to complete their portions electronically from their respective locations.
That can reduce scheduling problems and eliminate much of the document shipping.
Example: One Signer Is Overseas
Now imagine a U.S. real estate transaction involving two owners.
One signer is in Florida.
The other is traveling internationally.
If the documents are eligible for RON and the international signer can successfully complete the required identity verification, Remote Online Notarization may allow both parties to complete their signing without requiring the overseas signer to locate an in-person notary abroad.
For Knox Notary Co.'s typical international RON workflow, overseas signers generally need:
a U.S. Social Security number
sufficient recent U.S. credit history
acceptable government-issued identification
a compatible device with a camera and microphone
reliable internet access
The U.S. Social Security number and recent U.S. credit history are important because most sessions require Knowledge-Based Authentication (KBA) as part of the identity-verification process.
If an international signer has lived abroad for many years or has limited recent U.S. credit activity, contact Knox Notary Co. before scheduling.
Example: Multiple Owners of a Property
Real estate ownership is another common situation where several people may need to sign the same transaction documents.
For example:
three siblings jointly own inherited property
several investors own property together
members of an LLC are in different states
trustees or authorized representatives are geographically separated
spouses are temporarily living in different locations
Rather than trying to get everyone into the same room, an approved RON transaction may allow the necessary parties to participate remotely.
For title companies, attorneys, and settlement professionals, this can make scheduling complicated transactions much easier.
How Is Each Signer's Identity Verified?
Each signer must complete the required identity-verification process before the notarization can proceed.
For most Knox Notary Co. RON sessions, this may include:
Government-issued identification
Credential analysis to verify the ID
Knowledge-Based Authentication (KBA) using information associated with the signer’s U.S. identity and public/credit records
KBA typically presents five multiple-choice questions that only the signer should be able to answer.
For example:
Which of the following streets did you live on in 2020?
The signer selects the correct answer from several choices.
What If One Signer Cannot Pass KBA?
This is especially important with multi-signer transactions.
If a transaction has three signers and one person cannot successfully complete the required identity verification, that signer may not be able to proceed through the planned RON workflow.
Possible issues can include:
insufficient U.S. credit history
limited public-record information
incorrect identifying information
recent changes of address
long-term residence outside the United States
difficulty answering the required KBA questions
problems with the identification credential
a recent name change, such as a newly married signer whose current ID does not match the name shown on the documents or identity records
a younger signer who has not yet established enough U.S. credit history or public-record data for the KBA system to generate reliable questions
For complex or time-sensitive transactions, it can be helpful to identify potential identity-verification issues before the scheduled signing.
Can Multiple Signers Be in Different Countries?
Potentially, yes.
For example, a transaction might involve:
one signer in Tennessee
one signer in Canada
one signer in Germany
Or:
one signer in Florida
one signer in California
one signer traveling in London
Whether the transaction can actually be completed through RON still depends on:
the documents
each signer's identity-verification eligibility
electronic-signature requirements
receiving-party acceptance
real estate, recording, lender, or title requirements when applicable
the capabilities of the RON platform being used
The physical location of each signer is only one part of the overall eligibility analysis.
Can Multiple Signers Use RON for a Real Estate Closing?
Potentially.
RON can be especially useful in real estate transactions involving signers who are geographically separated.
This may include:
seller packages
deeds
affidavits
title documents
investment-property transactions
powers of attorney
ownership documents
other closing-related documents
However, the title company, lender, attorney, settlement provider, or other party handling the transaction should confirm that Remote Online Notarization is acceptable before the signing.
The fact that RON is available does not mean every real estate document or transaction is automatically eligible.
What About Business Documents With Multiple Signers?
RON may also be useful when business owners, officers, partners, or other authorized representatives are working from different locations.
For example:
corporate officers in different states
business partners traveling separately
members of an LLC located in different regions
executives working internationally
multiple authorized representatives signing the same transaction
Depending on the document and receiving-party requirements, the signers may be able to complete notarized business documents remotely rather than coordinating several local notary appointments.
What About Witnesses?
Witness requirements can make a multi-signer RON more complex.
The document itself may determine:
whether witnesses are required
how many witnesses are needed
whether a witness may participate remotely
whether the witness must be physically present with the signer
whether the receiving party has additional witness requirements
Witness arrangements should be confirmed before the appointment rather than trying to solve them once the RON session has started.
If your document requires witnesses, let Knox Notary Co. know when you request the appointment.
What Information Should I Provide Before Scheduling?
For a multi-signer RON, it helps to provide:
the type of document or transaction
the number of signers
where each signer is physically located
which documents each person needs to sign
whether any signer is outside the United States
whether witnesses are required
where the completed documents will be used
the title company, attorney, lender, or business handling the transaction, when applicable
whether RON has already been approved by the receiving party
For international signers, also let us know whether the signer has:
a U.S. Social Security number
recent U.S. credit history
That can help identify potential identity-verification issues before the appointment.
Frequently Asked Questions
Can two people in different states use the same Remote Online Notary?
Potentially, yes. The signers do not necessarily have to be physically located together. Depending on the documents and RON platform, they may be able to participate remotely from different states.
Can one signer be in the United States and another be overseas?
Potentially. An overseas signer must still successfully complete the required identity-verification process, including KBA when required.
Do all signers have to sign at the same time?
Not necessarily. Some transactions may work well with everyone participating in one session, while others may require or benefit from separate sessions.
Does every signer have to complete identity verification?
Yes. Each signer whose identity must be established for the notarization must successfully complete the applicable identity-verification requirements.
What if one signer cannot pass identity verification?
That signer may not be able to complete the notarization through the planned RON process. For a time-sensitive multi-signer transaction, it is a good idea to identify potential identity-verification issues before the appointment.
Can spouses sign from different locations?
Potentially, yes. Spouses who are traveling separately, living in different states, or temporarily located in different places may be able to use RON for eligible documents.
Can Knox Notary Co. handle a multi-document package with multiple signers?
Yes, depending on the transaction. Knox Notary Co. can assist with eligible multi-document RON packages and transactions involving multiple signers in different locations.
Providing the complete document package, signer information, locations, and signing instructions in advance helps ensure the session is set up correctly.
Multiple Signers in Different Locations?
If your transaction involves two or more signers in different states or countries, you may not need to coordinate multiple local notaries or ship documents from place to place.
Remote Online Notarization may allow eligible signers to complete the required notarizations online.
When contacting Knox Notary Co., please provide:
the number of signers
where each signer is located
the type of transaction
the approximate number of documents requiring notarization
whether any signer is outside the United States
whether witnesses are required
where the completed documents will be used
whether the receiving party has already approved RON
Contact Knox Notary Co. to see whether Remote Online Notarization can simplify your multi-signer transaction.
Contact Knox Notary Co.
Need help with a Remote Online Notarization?
Knox Notary Co. provides RON services for eligible signers across the United States and, in many cases, internationally. We can also assist with multi-document packages, multiple signers in different locations, and eligible real estate transactions.
Phone: 865-287-5144
Email: knoxnotaryco@gmail.com
Website: knoxnotaryco.com
Ready to get started? Contact Knox Notary Co. to discuss your documents or schedule a Remote Online Notarization.