Frequently Asked Questions (FAQ)
What is Remote Online Notarization? (RON)
Remote online notarization, or “RON” as it’s commonly called, is a 100% online notary service where documents can be electronically signed and notarized online using a webcam and microphone. Only a specially trained and certified online notary public can perform online notarizations in Florida. If you’re looking for information on becoming a certified Florida remote online notary, please check out our blog.
What are your business hours?
Our online notaries work 9am – 5pm eastern time Monday through Friday. We offer an optional Priority-Rush online notary service that can accommodate your online notary needs after hours, on weekends, and on most holidays.
How do I get started?
Click the big orange button at the top of the page and follow the directions. If you need extra help, you’re welcome to call or email us.
Can your company provide online witnesses too?
Yes. We can supply up to two online witnesses for your remote online notarization.
Can I supply my own witnesses?
Yes, but each witness must pre-qualify the same as the principal signer(s), and each witness must have a unique email address and their own device with a webcam and microphone. Unless you have specific reasons for using your own witnesses, we recommend that you use ours. There is no difference in price.
Do I have to be in Florida to use the remote online notary service?
No, our notarizations are valid in all U.S. states and territories. We can facilitate your online notarization anywhere in the world as long as you meet the minimum requirements to use RON.
How much does online notarization cost?
The fee is $25 for the first notary seal per principal signer. Additional notarial acts during the same video notary session are discounted to $23 each. A witness package is $50, which provides up to two witness for your video signing.
An optional Priority-Rush service is available for an additional $40, which will guarantee priority handling, after hours appointments, and appointments on weekends and most holidays.
When will my notarized document(s) be available?
Documents notarized by online notarization will be emailed to you immediately after the RON session.
Can we use online notarization for real estate closing documents?
Yes, We are experienced with the execution of closing packages. We ask that you upload the closing documents to us as individual files, not a one large file. The traditional large file containing all of the closing documents are for traditional notaries to print with a laser printer, not for online notarizations.
Check with your title company to make sure they accept documents that have been notarized online. Some title companies are still operating in the dark ages. Fortunately, most have adjusted their policies to align with online notary laws.
Do you have a Spanish speaking remote online notary public?
Sí. Hablamos Español.
What sets your company apart from the rest?
Our CEO and online notary coordinator, John Bayne, was just selected by the National Notary Association (NNA) as the 2021 Notary of the Year!
Florida Document Specialists is Florida’s premier online notary service provider and is quickly gaining loyal customers around the world. We are a Florida corporation, and all of our online notaries are are certified by the Florida Department of State to conduct remote online notarizations. We are accredited, A+ rated, and 5-star reviewed by the Central Florida Better Business Bureau (BBB). We contract with the best remote online notarization (RON) technology providers, DocVerify and Secured Signing. What this means to you is that we have RON capabilities at our disposal that exceed that of our competitors, i.e. conferencing multiple signers and witnesses into a single, seamless video session. Our company and each of our notaries is bonded and insured. Unlike other virtual notary services, we are accessible and provide free telephone support. You can actually talk, text, or email to your online notary. Read more about our value added services.
Online Notary Call Centers – Your Mileage may Vary
Every day we receive calls from consumers asking us to, “repair” documents that were incorrectly notarized online by a “call center notary”.
An online notary “call center” operation is a company that puts up a website and recruits notaries from around the country, en masse, to subcontract for them. Since the company itself is just the “middleman”, the focus is on volume and not quality. These call center notaries are spread across multiple states and operate under various state laws. Who you are matched with is pot luck. Companies that follow this business model typically lure customers with a low price only to “match” them with inexperienced subcontractors. These subcontract online notaries are rarely vetted, and many produce unsatisfactory work. It may be challenging if you ever need to speak with your online notary. These call-centers usually don’t have a published phone number.
What are the minimum system requirements to use remote online notarization (RON)?
When using remote online notarization, you must meet the minimum qualifications.
It is important that you use a supported web browser that can access your webcam and microphone.
Supported Operating Systems and Browsers
- Google Chrome – Version 30 or higher
- FireFox – Version 24 or higher
- Opera – Latest Version
Mac (Sierra or above)
- Google Chrome (Latest Version)
- Firefox (Latest Version)
Android (Phones and Tablets)
- Google Chrome – Latest Version
iOS (iPAD and iPHONE)
- iOS 11 or higher (Operating System)
- Safari or Google Chrome Browser
These web browsers should NOT be used:
Do you charge extra for international online notarizations?
No. You can be anywhere in the world.
How long does it take?
After the online notary video session begins, it only takes a few minutes. The COVID-19 pandemic is keeping our online notaries very busy, so please be patient after you submit your documents as you await your turn. If you have an emergency or need a document notarized after hours, during the weekend, or on a holiday, we offer an optional Priority Rush Service.
Is Remote Online Notarization safe and secure?
Yes, it’s more secure than traditional paper notarizations and is designed to detect identity fraud. We contract with technology providers DocVerify and Secured Signing, which satisfies Florida’s strict remote online notary law. Beware of Florida notaries operating illegally. Each notarial session is audio/video recorded and retained for 10-years. Every signer’s driver license is analyzed for authenticity, and their identity is further authenticated using a system known as, “Knowledge Based Authentication”, or KBA. Click here to to learn about RON privacy issues.
There are other types of notary fraud that you should be aware of.
What is a notarial act? Does my document need specific notary language?
Most documents presented to an online notary public already have a notary block containing the proper notarial language that makes it clear to the online notary which notarial act is required.
The two most common notarial acts that an online notary performs are oaths and acknowledgements. If you submit a document to us for notarization without proper notarial language, your online notary is going to ask you what type of notarial act you want performed. If you do not know, the online notary cannot decide for you, but we can help you research your options.
Is there an official record of the online notary session?
Yes, all remote online notary (RON) sessions are audio-video recorded, and the recordings are kept for ten years. Our notaries also keep a detailed notary journal of all remote online notary transactions.
Do you have to be a United States Citizen to use online notarization?
You must be a U.S. citizen or legal resident (green card holder) with a social security number and a U.S. credit history of at least 3-5 years.
What type of identification (ID) do I have to present to notarize documents using remote online notarization?
The following types of identification are acceptable:
- A driver’s license or identification card issued by the State of Florida, another U.S. state, or a territory of the United States, i.e. Puerto Rico, Guam, Virgin Islands, etc.;
- An identification card issued by a territory of the United States or a state other than Florida; or
- A Passport issued by the U.S. Department of State. If you have a passport and a driver’s license, we prefer that you use your state issued driver’s license.
Do you have any tips for getting through the ID verification process and using the system?
Yes. We want you to have a smooth experience. Please download our guide on best practices.
Will I have to provide my social security number?
Our company will never ask you for your social security number, nor do we have access to it. That being said, the automated ID verification routines run by LexisNexis requires some or all of your social security number. This is used to help verify your identity and generate proper questions for the KBA (Knowledge Based Authentication) test, which is required under Florida law.
What does my credit history have to do with online notarization?
Florida law requires that your identification be authenticated by “knowledge based authentication”. If you don’t have an established credit history in the United States, the required 5-question test for the Knowledge-Based Authentication (KBA) part of the process cannot be generated. No one is interested in “how good” your credit is, and your credit will not be “pulled”.
What documents can be notarized using a remote online notary?
Generally speaking, any document that can be notarized by a traditional in-person notary can be notarized by means of online notarization. There are special procedures that must be followed for the online notarization of certain estate planning documents such as wills and trusts.
What about notarizing a will or a trust using remote online notarization?
Starting January 1, 2021, Florida Document Specialists will begin notarizing Florida electronic wills using online notarization, and we will provide the services of a Florida qualified custodian of electronic wills. Do not submit wills for online notarization from this page. Use our online notary for Florida electronic wills page.
I don’t need a “Qualified Electronic Will Custodian” – can’t you just notarize my will online like any other document?
Unfortunately, no. Notarizing a last will and testament online requires the designation of a Qualified Custodian of Electronic Wills. In addition, there are other specialized procedures that must be followed or the notarization of the will online will not be valid. To submit a will for notarization please visit this webpage. If you don’t have a will, we offer nonlawer document preparation services for electronic wills. Please inquire.
Will you notarize a durable general power of attorney via RON?
Yes, but only within our company policy. Please read our policy on notarizing a durable power of attorney by remote online notarization. We also offer nonlawyer document preparation service if you need a durable power of attorney prepared for you.
Can we get married online using remote notarization?
No. Florida specifically prohibits a remote online notary to perform online marriage ceremonies.
Some documents require witnesses, i.e. warranty deeds, quit claim deeds, adoption consents, etc. Can documents such as these be notarized by an online notary?
Yes, and we can provide witnesses for your documents.
Can you use online notarization for documents that require two principal signatures, such as marital settlement agreements, joint petitions, deeds, etc.?
Yes, the online notary system supports two signers and two witnesses simultaneously.
Do my documents have to be, “Florida documents” to use an e-notary?
No. We can notarize documents online that have no association with Florida.
Besides the notary page, there are places on my documents that need electronic signatures and initials. Can you handle this?
Yes, your online notary can set up your documents for electronic signatures and initials.
Can you notarize my documents online after hours, on weekends, or on holidays? Do you provide an emergency notary service?
We offer an optional Priority-Rush service for these situations. You can select this option when you complete our RON intake questionnaire.
What’s the best way to start the process of getting a document notarized?
All requests for online notarization start by submitting document(s) via our online notary portal.
I need a Florida apostille on my document. Does it have to be notarized by a Florida online notary, or can I use one of the nationwide services?
We offer a complete expedited Florida apostille service. Apostilles for documents that we notarize online are ordered from within our notary intake portal. We also provide an expedited apostille service for non RON documents.
The Florida Secretary of State is the only competent authority authorized to issue notarial and apostille certifications in the state of Florida, and the remote online notary must be a commissioned Florida online notary and be physically located within the State of Florida. The subject of apostilles and notary authentications is complicated. Don’t worry, we’re experts and are here to help.
Can I submit a blank document or just the signature page for online notarization?
No. You must properly complete your forms and documents prior to submitting them. We do not accept loose signature pages or documents that have all blank fields.
I need a Florida Department of Highway Safety and Motor Vehicles Form HSMV 82042 notarized online for a Vehicle Identification Number (VIN) Verification and an Odometer Declaration. Can you help?
Unfortunately no. The HSMV 82402 requires an in-person, physical inspection of the vehicle. It cannot be notarized online. Many police departments offer this service for free.
Can you mail the, “originals” to me?
No, because there is nothing to mail. Remote notarization in Florida is a 100% online system. Each time you print a copy of your notarized document, it is an original.
I’ve been told that I need a, “wet” signature, or my document will not be accepted. Can you help?
No. Florida online notarizations are done completely online, and all signatures are electronic. There is no way to combine elements of a traditional notary with RON. These requests are mostly due to title companies and other organizations being ignorant of remote notary laws, or simply refusing to embrace the legal and secure technology of RON. The State of Florida makes it clear that any document that can be notarized by a traditional in-person notary can be notarized by a certified Florida online notary.
Which RON technology providers do you use?
Our company needs ongoing online notarizations, do you offer volume pricing?
Yes, we can customize a solution for your law firm or business. We provide remote online notary services for law firms and businesses located both in and outside of the State of Florida.