Offering both virtual and in-person notarizations can bring in more clients and help you serve people in different situations. The challenge is learning how to switch between the two without accidentally slipping out of compliance. Every province, state, and platform has its own rules, which means your success depends on how well you manage the details.
Think of this as building two strong skill sets inside one business. When you understand how each method works and where the boundaries are, you can serve confidently, protect yourself, and build trust with every client you meet.
Let’s walk through the key things to keep in mind.
Know the Rules for Each Type of Notarization
Virtual and in-person notarizations follow very different requirements, even though the core job is the same. When you move between the two, you want to mentally reset and treat each one as its own process.
For traditional appointments, your focus is on physical presence, visual ID inspection, and your standard recordkeeping rules.
For RON appointments, the requirements are driven by the laws of your commissioning state or province. You also need to understand what your platform requires you to do. Most RON systems involve identity verification, credential analysis, video recording, and electronic journaling.
A helpful rule of thumb is to keep your state or provincial statutes saved in a place where you can quickly reference them. This helps you confirm details before every appointment instead of relying on memory.
Use Separate Checklists for Each Method
Your brain will thank you for treating virtual and in-person signings as two different experiences. Checklists help you stay organized, reduce mistakes, and feel more in control.
For in-person appointments, your checklist may include checking the signer’s ID in hand, confirming the date and location, and reviewing the documents before signing.
For virtual appointments, your checklist may include preparing your RON platform, confirming the signer’s tech setup, running the credential analysis, and making sure your environment is quiet and free from distractions.
When you follow written steps consistently, you stay compliant even when your day gets busy.
Be Clear About What You Can and Cannot Do Across Borders
This one is especially important for notaries in Canada and the United States. For example, in most Canadian provinces, notarization rules can vary widely, and virtual options may not be available for every type of document. In the United States, your RON session must follow the laws of the state where you are commissioned, even if your signer lives somewhere else.
If you work with out-of-province or out-of-state clients, it is important to set expectations early. Make sure the client knows where your authority begins and ends. Never perform a notarization, virtual or otherwise, for a document type that your province or state restricts.
Document Everything Fully and Accurately
Recordkeeping is not just a good habit. It protects your commission. When you switch between appointment types, the biggest risk is forgetting to make the right entry in the right place.
For in-person notarizations, complete your paper or electronic journal entry before finishing the appointment. Make sure your information is accurate and your signature is clear.
For RON appointments, documentation is handled differently depending on your state or province. Your platform may store recordings and identity verification information, but you are still responsible for keeping your own journal, notes, and records. Never rely solely on the platform to protect you if something goes wrong.
Create a Transition Routine Between Appointment Types
Switching gears quickly can cause mistakes. You can prevent this by creating a simple routine that resets your mindset between appointments. This could be as simple as reviewing your RON checklist before starting a virtual session or taking one minute to confirm your stamp, journal, and documents are ready before walking into an in-person meeting.
These small habits help protect you from mixing up procedures or forgetting a required step.
When in Doubt, Slow Down and Ask Questions
Compliance is easier when you allow yourself to pause. If a client brings a document you have not seen before or tries to merge in-person and virtual steps in a way that does not follow the law, do not rush. It is always safer to step back, review the rules, and seek clarification from your state or provincial authority. It is better to delay a notarization than risk your commission.
Final Thoughts
You do not have to choose between virtual and in-person notarizations. You can confidently do both as long as you understand the rules, create strong systems, and give yourself the time and tools to make good decisions.
The notaries who thrive long term are the ones who stay organized, stay curious, and stay committed to doing things the right way every time.
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