By Jon Carroll
Most people will need a notary public at some point in their lives. In fact, my neighborhood Facebook page regularly includes requests for notary services. A Florida notary public is a state-appointed official whose role is to verify the identity of the person signing a document, confirm that the signer is acting willingly, and help deter fraud by ensuring the proper execution of important legal documents.
There are many options for individuals requiring notary services. Often banks will provide notarial services for their customers. One can also obtain a notary at a Bay County Library for certain documents, and there are many private notaries as well. But did you know that Florida law also allows for Remote Online Notarization (RON)?
Florida was one of the first states to authorize remote online notarization. Since January 2020, Florida statute has allowed qualified notaries to perform most notarial acts using secure audio-video communication technology instead of requiring everyone to be in the same room. So long as the online notary is physically located in Florida and all statutory requirements are met, the signer and any witnesses may be located elsewhere, including in another state or even another country.
Local notary, Marlene Culpepper, owner of Trio Signing Solutions, has seen firsthand the benefits of RON. “Remote online notarization has made the signing process faster, easier, and far more accessible to anyone regardless of where they are in the world.” There is no need to travel across town, rearrange work schedules, or coordinate multiple people to meet in one location. Individuals with mobility challenges, busy professionals, military members stationed away from home, college students, seasonal residents, and family members living outside Florida can often complete the notarization from the comfort of their own homes or offices. Marlene has also witnessed the benefits of RON for businesses. “Only remote online notarization offers the transcript of who signed what when, video recordings of how the meeting was conducted, and an immediate return of signed documents. For many of our clients, it is revolutionary in improving their workflow with no more tracking packages in the mail or waiting until a client returns a contract to begin the work.”
Florida law contains important safeguards designed to protect signers. Before completing an online notarization, the notary must verify the signer’s identity through certain approved methods. The notarization is conducted through secure, two-way audio-video technology, and online notaries are generally required to maintain electronic journals and retain recordings of the session. Despite the safeguards in place, some institutions may prefer, or have internal policies which require in-person signings to protect against sophisticated identity fraud scams. Ultimately, the required measures provide protection against fraud while preserving the convenience of remote service.
RON is convenient, but as such it may also be a more expensive option for those needing notary services. Florida requires certain platforms be used for RONs, and the notary must pay for the platform use. This cost is passed on to the signer. The number of witnesses required also contributes to the cost of the service.
As technology continues to simplify everyday life, remote online notarization provides Floridians with a secure, efficient, and legally recognized way to complete many important transactions. Whether you’re finalizing an estate plan, signing real estate documents, or completing business paperwork, remote online notarization can save time while providing the same legal protections required under Florida law.
Jon Carroll is a licensed attorney. The information in this column is provided for educational and informational purposes only, and does not constitute legal advice, nor establish an attorney client relationship. Consult a qualified attorney in your jurisdiction for legal advice specific to your situation.
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