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Has there ever been a situation when you looked at a legal form and worried, “Will anyone actually accept this?” That’s where notarization comes in. When a notary stamps a document, they add a powerful layer of trust.
The notary confirms your identity and watches you sign, so banks, courts, or business partners know you really agreed to it. Whether it’s a power of attorney, a real estate closing, or a school form, notarization helps your document stand up under scrutiny.
Today, you’re not limited to lining up at the bank and online document notarization brings a new kind of convenience. But are both of the options the same? In this blog we’ll break down what sets them apart and where each one really shines.
What is In-person Notarization?
Picture this: You walk into a UPS Store or bank branch. The notary greets you, checks your ID, and asks if you understand what you’re signing. With a pen and paper, you add your signature.
The notary affixes a stamp—a physical seal that marks the transaction as official. This method uses real paper, inked signatures, and an actual person sitting across from you. In-person notarization has held firm for decades. Many people find comfort and routine in it.
There’s no ambiguity about the process since it’s tried and true and accepted everywhere. However, you give up flexibility. You often need an appointment.
Sometimes, you wait in line or juggle your work schedule. Even trusted brands like Bank of America and FedEx serve as go-to spots, but only during business hours.
Benefits of Online Notarization
Online notarization which is often called Remote Online Notarization (RON)—lets you secure a notary stamp without leaving your home or office. The process happens over a live video call using platforms like Notarize, DocuSign Notary, or the industry-backed NotaryCam.
You upload your document, confirm your ID with software (using checks including knowledge-based questions or biometric analysis), then sign electronically. The notary watches every step and applies a digital seal.
Sessions record and store safely for extra protection. The minimum you need? A device, internet connection, and an approved RON service.
Many states now permit RON for various documents, thanks to a push from organizations like the National Notary Association (NNA) and updated guidelines after 2020 (Source: NNA Report).
Differences Between In-person and Online Notarization
Here’s where the two approaches diverge: An in-person notary stands across the desk; online, the notary greets you from a screen. Paper meets pen and rubber stamp at traditional tables while digital files and electronic seals rule online.
Manual ID checks work face to face; online services enlist third-party identity verification to uncover fraud. In-person means you travel and schedule around office hours.
Online, you set your own pace, day or night, from anywhere even outside the U.S.
Security takes a leap with online notarization: digital platforms leave encrypted logs and recorded evidence. Costs and time favor the online options. You skip travel and find prompt help and sometimes even in minutes.
But you still need to ensure the receiving party and your state accept digital notarization.
Common Notarization Misunderstandings
Some believe online notarization happens at the push of a button, but a real notary must always conduct the session. Laws in most states view RON as legally binding when done through approved platforms and notaries (check your state’s Secretary of State for specific regulations).
Another confusion: “electronic notarization” is not the same as online notarization. In many states, e-notarization just means you sign and store digital documents but you still meet face to face.
RON completes the whole process remotely, using video and advanced ID checks.
Move Forward With the Right Notarization Choice for You
Both in-person and online notarization prove your signature is real and your agreement is valid. Your choice comes down to urgency, convenience, the nature of your document, and your state’s laws.
For those who juggle family, work, and deadlines, RON’s speed and flexibility unlock new possibilities. If you need to hand over a paper document or want a classic, trusted approach, local notaries keep serving that need.
If you need more professional guidance don’t hesitate to contact our Right HR Solutions’ notarization experts.
