Remote Online Notarization: How It Works, Requirements and Cost
Remote Online Notarization, commonly called RON, allows a signer and a commissioned online notary to complete a notarization through live audio-video technology instead of meeting in person.
A signer does not need to be physically located in Tennessee to use a Tennessee Remote Online Notary. The notary must be physically located in Tennessee during the notarization, but the signer may generally participate from another state or from outside the United States.
This makes Remote Online Notarization a convenient option for out-of-state signers, international clients, military families, travelers and anyone who cannot easily meet with a notary in person.
However, location is only one part of eligibility. The signer must also be able to complete the online platform’s identity-verification process, and the document and receiving organization must permit electronic signing and Remote Online Notarization.
Need a Tennessee Online Notary?
Call or text (865) 287-5144 or email knoxnotaryco@gmail.com to discuss your document and determine whether it can be completed online.
Is Remote Online Notarization Legal in Tennessee?
Yes. Tennessee authorizes properly commissioned online notaries to perform notarizations through live, two-way audio-video communication.
A traditional Tennessee notary commission alone does not authorize a notary to perform RON. The notary must also receive a separate online notary commission from the Tennessee Secretary of State.
During the appointment, the signer and notary communicate in real time. The notary verifies the signer’s identity, witnesses the electronic signing or receives the required acknowledgment, and completes an electronic notarial certificate.
Where Can the Signer Be Located?
The signer does not need to be physically located in Tennessee.
A Tennessee online notary must be physically present in Tennessee when performing the notarization, but the signer may generally participate from:
Knoxville or another Tennessee community
Another U.S. state
A military installation
A location outside the United States
Tennessee law allows an online notarization to be performed without regard to the signer’s physical location, provided the Tennessee online notary is physically located in Tennessee and the other requirements of the notarization are met.
A signer’s location does not automatically make every document eligible for RON. The document, receiving organization, signer’s identity-verification eligibility, witness requirements and online platform may all affect whether the notarization can be completed.
International signers may face additional limitations if they do not have the U.S.-based information needed to complete the platform’s identity-proofing process.
Before scheduling, ask the organization receiving the document whether it will accept:
An electronic signature
A Remote Online Notarization
An electronically notarized document
Any required remote witnesses
A properly completed online notarization does not guarantee that every court, bank, title company, government agency or foreign authority will accept the document.
Tennessee Remote Online Notary Requirements
Live Audio-Video Communication
The signer and notary must communicate through live, two-way audio and video.
The notary must be able to see and hear the signer throughout the required portion of the transaction. The signer must also be able to communicate directly with the notary without another person answering questions on the signer’s behalf.
Identity Verification
Unless the signer is personally known to the notary, the signer must complete the identity-verification process required by Tennessee law and the online notary platform.
This generally includes:
Presenting an eligible government-issued photo ID
Electronic analysis of the identification credential
Identity proofing through the online platform
Knowledge-based authentication or another permitted verification method
A live comparison of the signer with the identification presented
Tennessee requires online notary technology to support identity proofing and credential analysis. The state does not specifically require every signer to have a Social Security number, but an individual RON platform may require U.S.-based information to complete its identity-verification process.
Do I Need a Social Security Number or U.S. Credit History?
It depends on the identity-verification method used by the RON platform.
Many platforms use knowledge-based authentication, commonly called KBA. To generate the identity questions, the platform may request:
The signer’s full legal name
Date of birth
The last four digits of a U.S. Social Security number or Individual Taxpayer Identification Number
A current or previous U.S. address
Sufficient U.S. public-record or credit history
The available records may include information connected to addresses, credit accounts, vehicle registrations or other public and commercial databases.
This is not a credit-score evaluation. The platform uses the available records to generate questions that are intended to confirm the signer’s identity.
For example, RON platforms standard KBA process generally requests an SSN and enough U.S.-based records to generate identity questions.
A signer may be physically located outside the United States and still qualify for RON. However, an international signer who does not have a U.S. Social Security number, U.S. address or sufficient U.S. public-record history may be unable to complete identity verification through a particular platform.
Contact Knox Notary Co. before scheduling if the signer:
Lives outside the United States
Does not have a Social Security number or ITIN
Has never lived in the United States
Does not have a current or previous U.S. address
Has limited U.S. credit or public-record history
Recently moved to the United States
Is using a foreign passport or identification credential
Knox Notary Co. can review the circumstances and determine whether an available platform and identity-verification method may work for the signer.
Online Notary Technology
Tennessee does not publish, recommend or endorse a list of approved RON platforms.
The notary must select technology capable of providing the identity-proofing, credential-analysis, live audio-video and record-storage functions required by Tennessee law and administrative rules.
Electronic Signature and Seal
The online notary applies an electronic signature and electronic seal to the notarial certificate.
The electronic signature and seal must remain under the notary’s control and be attached to the document in a manner that allows verification and makes subsequent changes to the electronic document evident.
Electronic Records
The online notary maintains an electronic record of the notarization, including required journal information and the audio-video recording.
Tennessee requires online-notarization records to be retained securely for at least five years after the notarization.
How Remote Online Notarization Works
1. Confirm the Receiving Party Will Accept RON
Contact the organization receiving the document before scheduling.
Ask whether it will accept an electronically signed and remotely notarized document. This is especially important for:
Real estate documents
Court filings
Powers of attorney
Estate-planning documents
Documents being sent outside the United States
Documents requiring an apostille or authentication
Government forms
A properly performed notarization does not guarantee that every organization will accept the document.
2. Submit the Complete Document
Provide the complete document before the appointment so it can be reviewed for notarial wording, signature locations and technical compatibility.
Do not leave required sections blank.
Unless you have been specifically instructed otherwise, wait to sign until you are connected with the notary. A document requiring an oath or affirmation generally must be signed during the notarial session.
3. Confirm Identity-Verification Eligibility
Before the appointment, confirm that the signer has the information and identification required by the RON platform.
Depending on the platform, the signer may need:
An acceptable government-issued photo ID
A U.S. Social Security number or ITIN
A current or previous U.S. address
Sufficient U.S. public-record or credit history
A smartphone or computer capable of photographing the identification
The ability to complete biometric or knowledge-based identity verification
International signers and signers with limited U.S. records should contact Knox Notary Co. before scheduling.
4. Join the Secure Online Session
At the scheduled time, join the live audio-video meeting through the RON platform.
Depending on the platform, you may be able to use a:
Desktop computer
Laptop
Tablet
Smartphone
A computer with a stable internet connection is often the best option. Device compatibility should be confirmed before the appointment.
5. Complete Identity Verification
The signer will present an identification credential and complete the platform’s required identity-verification process.
This may include:
Entering personal identifying information
Answering knowledge-based questions
Photographing or scanning a government-issued ID
Taking a live selfie
Completing a biometric comparison
Speaking with a verification agent
Allowing the notary to compare the signer with the identification
A valid photo ID by itself may not be enough. The signer must complete all identity-proofing and credential-analysis steps required for the transaction.
If the identification cannot be verified or the signer cannot complete the required identity-proofing process, the online notarization may not be able to proceed.
6. Review and Sign the Document
During the live session, the signer will review and electronically sign the document.
The notary will witness the signing or receive the signer’s acknowledgment, depending on the notarial act required by the document.
The notary cannot:
Choose a notarial act for the signer
Explain the legal effect of the document
Tell the signer how to complete legal provisions
Provide legal advice
Determine whether the document will be accepted
Questions about the document should be directed to the attorney, document preparer or organization receiving it.
7. Receive the Completed Document
After the session is completed and finalized, the electronically notarized document is generally returned digitally.
Delivery time depends on the platform, document and transaction. Do not promise another party that the document will be available immediately unless the timing has been confirmed.
What Do I Need for an Online Notary Appointment?
Most signers will need:
A compatible computer or mobile device
A working camera and microphone
Reliable internet access
An acceptable government-issued photo ID
Access to email
The complete electronic document
A private location
The ability to communicate directly with the notary
Depending on the platform’s identity-verification process, the signer may also need:
The last four digits of a U.S. Social Security number or ITIN
A current or former U.S. address
Sufficient U.S. public-record or credit history
The ability to answer identity questions
The ability to take a live photograph or selfie
Additional signers and witnesses may need their own devices, identification, email addresses and identity-verification information.
Contact Knox Notary Co. before the appointment if you:
Are located outside the United States
Do not have a Social Security number
Have never maintained a U.S. address
Have limited U.S. credit or public-record history
Have an expired or damaged ID
Recently changed your name
Need witnesses
Are unsure whether your device will work
Are signing for a business, trust or another person
Need the document apostilled or authenticated
How Much Does Remote Online Notarization Cost?
Tennessee permits a fee of up to $25 for each online notarization.
One document can contain more than one notarization. The number of documents, signatures and notarial acts are not always the same.
Before scheduling, provide:
The complete document
The number of signers
The number of signatures requiring notarization
The signer’s location
Any witness requirements
Knox Notary Co. will review the information and provide the applicable price before the appointment.
Documents Commonly Presented for Online Notarization
Depending on the document and receiving-party requirements, RON may be used for:
Affidavits and sworn statements
Powers of attorney
Business agreements and authorizations
Corporate documents
Parental consent forms
Minor travel consent forms
Healthcare-related authorizations
Certain estate-planning documents
Certain real estate documents
Loan and financial documents
Identity and name-discrepancy affidavits
Documents for military personnel
Documents for signers living or traveling outside Tennessee
A document being included in this list does not mean it can always be notarized online.
Eligibility depends on the document, applicable law, receiving organization, signer’s circumstances, identity-verification requirements, witness requirements and available platform.
Can Real Estate Documents Be Notarized Online?
Some real estate documents may be completed through RON, but the title company, lender, settlement agent and recording office may impose additional requirements.
Before scheduling an online notarization involving real estate, confirm:
The lender or title company has approved RON
Electronic signatures are permitted
The document can be electronically recorded or otherwise submitted
All required witnesses can participate
The selected platform is acceptable to the parties
The completed electronic document will be accepted
Do not assume that an electronically notarized document can simply be printed and treated as an original paper document. Document-conversion and recording requirements should be confirmed with the title company, attorney or recording office.
Can a Power of Attorney Be Notarized Online?
Some powers of attorney may be eligible for RON.
Before proceeding, confirm:
Whether the document permits electronic signatures
Whether witnesses are required
Whether witnesses may participate remotely
Whether the receiving organization accepts RON
Whether a wet-ink original is required
Whether the signer can complete identity verification
The person granting the authority generally needs to participate in the notarial session.
The notary cannot determine whether the power of attorney is legally sufficient or appropriate for the signer’s needs.
Can Estate-Planning Documents Be Notarized Online?
Certain estate-planning documents may qualify, but wills, trusts, healthcare documents and powers of attorney can have specific signing and witness requirements.
The attorney or document preparer should provide execution instructions before the session.
Confirm:
Which signatures require notarization
Which signatures require witnesses
Whether witnesses may participate remotely
The order in which everyone must sign
Whether electronic signatures are permitted
Whether the final electronic document will be accepted
When RON May Not Be the Right Option
Remote Online Notarization may not be suitable when:
The receiving party requires a wet-ink original
The document cannot be electronically signed
The signer cannot complete identity verification
The signer does not have the information required by the platform
The signer lacks acceptable identification
The required witnesses cannot participate properly
The signer does not have compatible technology
The internet connection is not reliable
The signer cannot communicate directly with the notary
The signer appears unwilling or unaware of the transaction
A foreign authority requires a different process
The receiving organization will not accept RON
When RON is not a good fit, Knox Notary Co. may be able to provide an in-person mobile notary appointment in Knoxville or the surrounding East Tennessee area.
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Frequently Asked Questions
Can I use a Tennessee online notary if I live in another state?
Generally, yes.
The Tennessee online notary must be physically located in Tennessee, but the signer may generally participate from another state.
You should still confirm that the organization receiving the document will accept an electronic signature and Remote Online Notarization.
Can I use a Tennessee online notary while outside the United States?
Potentially.
Tennessee does not require the signer to be physically located in Tennessee. However, the signer’s location, identification, available U.S. records and ability to complete the platform’s identity-verification process may affect whether the notarization can be completed.
Do I need a Social Security number for Remote Online Notarization?
Many platforms request the last four digits of a U.S. Social Security number or to generate knowledge-based identity questions to verify identity.
Do I need U.S. credit history?
Most platforms require enough U.S. public-record or credit-related information to generate identity-verification questions.
This does not mean that the platform is checking your credit score or deciding whether you are financially qualified. It uses available records to confirm that you are the person you claim to be.
A signer with limited U.S. records may be unable to complete RON through a particular platform.
What identification do I need?
Signers generally need an eligible government-issued identification credential containing a photograph and signature, such as a driver’s license or passport.
The identification must also pass the online platform’s credential-analysis process.
Is a passport enough to complete RON?
Not necessarily.
A passport may satisfy part of the identification requirement, but the signer will still need to complete knowledge-based authentication, biometric verification or another identity-proofing process.
Can I complete RON using my phone?
Some platforms support smartphones, while others work better on a desktop or laptop.
Confirm device compatibility before the appointment. A stable internet connection, working camera and microphone are required.
What happens if I cannot pass identity verification?
The online notarization may not be able to proceed.
Depending on the platform, you may be offered another verification method. Depending on your location and document, an in-person notarization may also be an alternative.
Can witnesses participate remotely?
Possibly.
Witness requirements depend on the document, applicable law, receiving party and capabilities of the RON platform.
Confirm the number of witnesses and how they must participate before scheduling.
Can more than one person sign during the same session?
Yes, and they can potentially sign from different locations if need be.
Each signer must be properly identified and able to complete the online process. Each signer may also need a separate email address, device or identity-verification process.
Tell Knox Notary Co. how many people will be signing and where each signer will be located.
Will every bank, court or government agency accept RON?
No.
Notarization does not guarantee acceptance by every receiving organization. Always confirm the receiving party’s requirements before completing the appointment.
Can an online notarized document receive an apostille?
Possibly, but the process depends on the document, destination country and authentication requirements.
Confirm the required process before completing the notarization. Some destinations or agencies may require a paper document or additional certification.
How quickly will I receive the completed document?
The electronic document is generally available after the notary completes and finalizes the session. It will be a digital file with a tamper resistant seal.
The exact timing depends on the platform and transaction.
Benefits of Remote Online Notarization
When the document and receiving party are compatible with RON, potential benefits include:
No Travel
The signer can complete the appointment from a suitable location without traveling to meet the notary.
Flexible Signer Location
RON can assist signers who are:
Living in another state
Traveling
Stationed on a military installation
Living or working abroad
Unable to easily attend an in-person appointment
Digital Document Delivery
The completed electronic document can generally be returned electronically after the session.
For transactions that remain fully electronic, this may reduce printing and shipping. Some recipients may still require paper handling or another delivery process.
Recorded Transaction
The audio-video session and required electronic records create an additional record of the notarization.
Convenient Scheduling
Online appointments can often be arranged without coordinating travel time or a physical meeting location.
Schedule a Remote Online Notarization
Knox Notary Co. provides Remote Online Notarization for eligible documents and signers located throughout the United States and abroad.
The signer does not need to be located in Tennessee. However, the signer must be able to complete the identity-verification requirements of the available RON platform.
Before scheduling, confirm that the organization receiving your document will accept an electronic signature and Remote Online Notarization.
To request an appointment:
Call or text: (865) 287-5144
Email:knoxnotaryco@gmail.com
Please provide:
The type of document
The number of signers
The number of notarizations needed
The location of each signer
Whether each signer has a U.S. SSN
Whether each signer has a current or previous U.S. address
Whether witnesses are required
Any deadline
The receiving party’s instructions
About the Author
William Croce is a Tennessee Notary Public and commissioned Remote Online Notary with more than 20 years of experience in notarization, mortgage closings, title operations and digital-closing workflows.
He provides mobile notary service throughout the greater Knoxville area and Remote Online Notarization for eligible signers and documents throughout the United States and abroad.
Official Resources
For current information about Tennessee online-notary laws and requirements, review:
Tennessee Secretary of State online-notary information
Tennessee Online Notary Public Act
Tennessee Rules for Online Notaries Public
Tennessee Secretary of State online-notary FAQs
Identity-verification requirements may also vary by RON technology provider. Signers should review the current requirements of the platform being used for their appointment.
Important Disclaimer
This article is provided for general informational purposes and is not legal advice.
Knox Notary Co. does not prepare legal documents, determine which notarial act a signer should select or guarantee that a document will be accepted by a court, financial institution, government agency, title company or other receiving party.
Laws, administrative rules, platform requirements, identity-verification methods and receiving-party policies can change. Confirm current document, witness, identification, signing and submission requirements before scheduling.