Can You Notarize Documents Online? What You Need to Know About Online Notary Services

Short answer: yes, in many cases you can notarize documents online. The process is called Remote Online Notarization, usually shortened to RON, and it lets you meet a commissioned notary over secure live audio-video instead of driving across town.

Below is a plain-English walkthrough of how online notarization works, what Virginia allows, what it costs, and how to tell a legitimate online notary from something you should not upload your ID to.

Is It Possible to Notarize Documents Online?

Yes. Remote Online Notarization allows eligible documents to be notarized through secure live audio-video technology, with the notary and the signer in different locations.

A typical online notarization looks like this:

• Upload your document. You send the unsigned document to the notary or the secure platform ahead of the appointment.
• Verify your identity. You present a current government-issued photo ID, which is authenticated electronically, and answer knowledge-based identity questions.
• Meet the notary on live video. The notary confirms your identity, confirms you are signing knowingly and willingly, and reviews the notarial act with you.
• Sign electronically. You apply your electronic signature while the notary observes on the live session.
• Completion. The notary applies an electronic signature and seal, records the required journal and recording details, and you receive the completed, tamper-evident notarized document.

Most sessions take about 10 to 20 minutes from start to finish. Learn more on our Remote Online Notarization service page.

Does Virginia Accept Online Notary?

Virginia authorizes electronic notarization and remote online notarization when the act is performed by a properly commissioned electronic notary following Virginia's requirements for identity verification, audio-video communication, electronic seals, and recordkeeping.

That means a Virginia electronic notary can serve qualifying signers remotely, including signers who are not physically in Virginia, subject to applicable legal requirements and the requirements of the specific document.

One practical note that saves people real headaches: even where online notarization is legally valid, the receiving organization (a title company, lender, court, employer, school, or foreign consulate) may have its own acceptance policy. If your document is going somewhere strict, confirm acceptance before your appointment. We're happy to help you check.

Legality and acceptance are two different questions. Ask both before you sign.

Is an Online Notary Legitimate?

A legitimate online notarization is not simply watching someone sign on an ordinary video call. It requires:

• A properly commissioned notary authorized to perform electronic and remote notarizations
• Signer identity verification, typically credential analysis of a government-issued ID plus knowledge-based authentication
• Live, two-way audio-video communication between the notary and the signer during the entire act
• Required electronic records, including the electronic signature and seal, journal entries, and a retained recording of the session

If a "virtual notary" skips identity verification, records nothing, or asks you to sign before the session, that is a red flag. So is a service that will not tell you who the notary is or where they are commissioned. Our guide to choosing a notary in Hampton Roads covers what else to look for.

Is There a Free Online Notary?

Generally, no. Online notarization is a paid professional service. The fee reflects the notary's commission and training, the identity-verification technology, the secure platform, and the required recordkeeping and record retention.

Occasionally a bank, employer, or membership organization covers notarization for its own customers or members, but a stranger offering to notarize anything for free online deserves a hard look.

Before you upload identification or sensitive documents, verify:

• The notary's name and commission
• The platform used and how your data and recording are protected
• The full price, including any technology or convenience fees
• What you receive at the end, and how long records are retained

You can see transparent pricing for your situation with our instant quote calculator.

What Documents Can Be Notarized Online?

Many everyday documents may qualify for online notarization, including:

• Affidavits and sworn statements
• Acknowledgments and jurats
• Powers of attorney
• Business documents such as contracts, corporate resolutions, and LLC filings
• Real estate documents, including some refinance and closing packages
• Consent forms, travel consent letters, and authorizations
• Vehicle and title paperwork, depending on the agency

Eligibility is not universal. Whether your document can be notarized online depends on the document itself, the receiving organization's policy, applicable law, and any witness or signing requirements that apply. Some estate documents, for example, require witnesses in ways that change how the signing must be handled, which we cover in Estate Planning Documents That Need Notarization.

If you are unsure, send us the document type and where it's going. We'll tell you honestly whether online works or whether an in-person or mobile appointment is the safer route.

How Does Online Notarization Work?

Step by step:

1. Book your appointment. Choose a time and tell us the document type and where it's being submitted.
2. Submit the document. Send the unsigned document ahead of the session so it's prepared and ready.
3. Verify your identity. Complete credential analysis of your current government-issued photo ID and answer knowledge-based identity questions.
4. Join the live video session. Connect from a phone, tablet, or computer with a working camera, microphone, and stable internet.
5. Sign electronically. Sign while the notary observes the live session and confirms the act.
6. The notary notarizes. The notary applies an electronic signature and seal and completes the required records.
7. Receive the finished document. You get the completed, tamper-evident notarized PDF, usually within minutes.

What to have ready: your unsigned document, your current photo ID, a quiet space, and 15 minutes of uninterrupted time. Any witnesses, if required, should be arranged in advance.

Online Notary Services From Epic Signature Solutions

You can notarize online through a large national platform and get whichever notary the queue assigns. Or you can work directly with the people doing the work.

With Epic Signature Solutions, a veteran-owned Suffolk, Virginia small business, you get:

• A named, properly commissioned Virginia electronic notary handling your document
• A direct point of contact before, during, and after the appointment
• Clear communication about eligibility, pricing, and what your receiving party requires
• Careful, professional handling of sensitive documents and identification
• The convenience of signing from home, the office, a hotel, or a deployment, without giving up personal service

Signing from outside Virginia? Start with Can I Get an Online Notary in California? or read Online Notary in Virginia: Why Who Notarizes Your Document Matters.

Convenience shouldn't mean anonymity. You should always know who notarized your document.