Online Notary vs. In-Person: Which One Is Right for You?

What Is a Notary Public and Why Do You Need One?

A notary public is an official appointed by state government to serve as an impartial witness in the signing of important documents. Their primary role is to verify the identity of signers, ensure they're signing willingly, and create a record of the transaction.

You might need a notary public for various documents, including:

• Real estate deeds and mortgages
• Power of attorney forms
• Affidavits and sworn statements
• Advance healthcare directives
• Vehicle title transfers
• International business documents
• Adoption papers

What Is a Notary Public and Why Do YouNeed One?

A notary public is an official appointed by provincial government to serve as an impartial witness in the signing of important documents. Their primary role is to verify the identity of signers, ensure they're signing willingly, and create a record of the transaction.

You might need a notary public for various documents, including:

• Real estate deeds and mortgages
• Power of attorney forms
• Affidavits and sworn statements
• Advance healthcare directives
• Vehicle title transfers
• International business documents
• Adoption pap

The notarization process adds a layer of security and authenticity to important transactions, helping prevent fraud and ensuring all parties are properly identified and consenting.

Online Notary vs. In-Person: A Comprehensive Comparison

Before diving into the detailed processes, let's compare these two options side-by-side to give you a clear picture of their differences:

How to Get a Document Notarized Online (Step-by-Step Guide)

Online notarization, also known as Remote Online Notarization (RON), has become increasingly popular, especially since the COVID-19 pandemic. Here's how to complete the process:

1. Check Your State's Requirements

Not all states have embraced online notarization equally. Before proceeding:

• Check if your province permits remote online notarization
• Confirm if the receiving institution accepts online notarization
• Check if your document type is eligible for online notarization

2. Prepare Your Documents and Identification

Before your online session:

• Have your unsigned document(s) in digital format (PDF preferred)
• Prepare valid government-issued photo ID (passport, driver's license)
• Set up your computer/device with webcam and microphone
• Ensure you have a stable internet connection
• Have your payment method ready

3. Complete the Online Notarization Process

The typical online notarization follows these steps:

• Create an account on your chosen platform
• Upload your document(s)
• Pay the required fee
• Connect with an available notary via video conference
• Show your ID and complete identity verification
• Sign the document electronically while the notary witnesses
• The notary adds their electronic signature and seal
• Download your legally notarized document

4. Store Your Notarized Document Securely

After completion:

• Download the final notarized document
• Save multiple digital copies in secure locations
• Print physical copies if needed
• Note that the platform typically stores a record of the transaction

How to Get a Document Notarized In-Person (Traditional Method)

Despite technological advances, traditional in-person notarization remains widely used and preferred for certain situations. Here's the process:

1. Locate a Notary Public Near You

In-person notaries can be found at:

• UPS stores, FedEx Office locations
• Law offices
• Real estate offices
• Mobile notaries who come to your location

Pro tip: Call ahead to confirm availability, pricing, and whether an appointment is needed.

2. Gather Required Documents and Identification

Before meeting the notary:

• Leave your document UNSIGNED (you must sign in front of the notary)
• Bring valid government-issued photo ID (driver's license, passport)
• Bring any required witnesses if your document needs them
• Have payment ready (cash is often preferred)

3. Meet with the Notary and Complete the Process

The in-person notarization process typically includes:

• The notary verifies your identity through your ID
• They confirm you understand what you're signing
• You sign the document in their presence
• The notary completes their journal entry
• They apply their official signature and seal/stamp
• You pay the required fee
• You receive your notarized document

Which Option Costs More? Breaking Down the Fees

Cost considerations often influence the decision between online and in-person notarization. Let's examine the financial aspects:

Online Notary Costs

• Base Fee: $25-$40 per notarization or online virtual appointment and per signature - in 1 session
• Additional Documents: Some services allow multiple documents in one session
• Rush Services: Premium pricing for immediate service
• Hidden Savings: No travel costs or time off work

In-Person Notary Costs

• Standard Fee: $20-$50 per document notarization 
• Travel Fees: $20-$75 if using a mobile notary
• Additional Signatures: Each signature usually incurs a separate fee
• Hidden Costs: Transportation expenses, potentially missed work time

Which Documents Are Best for Online vs. In-Person Notarization?

Not all documents are equally suited for both notarization methods. Here's a breakdown to help you decide:

Best for Online Notarization

• Real Estate Documents: Most refinance loans, many mortgage closings
• Financial Paperwork: Power of attorney, pension verifications
• Business Documents: Incorporations, operating agreements
• Personal Documents: Authorization letters, name change affidavits
• Time-Sensitive Materials: When you need quick processing

Best for In-Person Notarization

• International Documents: Anything needing apostille certification
• Wills and Trusts: Estate planning documents in conservative jurisdictions
• Complex Multi-Party Agreements: When multiple people must sign together
• Documents for Conservative Institutions: Some government agencies, courts
• Physical Objects Requiring Notarization: When the original physical document is mandatory

Special Considerations for Specific Document Types

Real Estate Transactions: While many real estate documents can be notarized online, some states and lenders maintain specific requirements. Always verify with your closing agent first.

Estate Planning Documents: Some jurisdictions remain cautious about online notarization for wills and trusts. Check local requirements before proceeding.

Documents Requiring Witnesses: Both online and in-person notarization can accommodate witnesses, but the process differs. Online platforms often have specific protocols for managing witness signatures.

FAQ: Your Top Questions About Online vs. In-Person Notaries