What to Expect From Remote Online Notarization (And When In-Person May Be Better)

Remote Online Notarization (RON) has made it possible to notarize documents without leaving home. For many people, it’s fast, convenient, and efficient. But for others — especially those who aren’t as comfortable with technology — the process can feel confusing or even frustrating.

If you’re considering online notarization in New York, this guide explains what the process actually looks like, what you’ll need to participate, and how to decide whether online or in-person notarization is the better fit for you.

What Is Remote Online Notarization?

Remote Online Notarization allows a New York–commissioned notary to notarize your documents over a secure video call, using an approved online platform. Instead of meeting face-to-face, the signer and notary appear together on camera while the notarization takes place digitally.

This process is fully legal in New York State and is often used for:

• Power of Attorney documents

• Affidavits and sworn statements

• Business documents

• Authorizations and consent forms

What the Online Notarization Process Looks Like (Step by Step)

While every platform looks slightly different, most Remote Online Notarizations follow this general flow:

1.) A Device With a Camera Is Required

You will need one of the following:

• A smartphone

• A tablet

• A laptop or desktop computer with a working camera and microphone

You must be visible on video for the entire session.

2.) You’ll Upload Photos of Your ID(s)

During the session, you’ll be asked to:

• Take clear photos of your government-issued ID(s)

• Upload those photos through the platform

This often works best on a mobile phone, even if you’re on a laptop for the video portion.

3. You’ll Participate in a Live Video Call

You and the notary will:

• Appear together on a live video call

• Review the document

• Confirm your identity and willingness to sign

The notary must be able to see and hear you clearly.

4. You’ll Sign Electronically

Instead of signing with a pen, you’ll:

• Click or tap to apply an electronic signature

• Confirm when prompted

Once complete, the notary applies their electronic seal and certificate.

Why Online Notarization Is Easy for Some — and Hard for Others

For clients who are comfortable with technology, Remote Online Notarization can feel:

• Fast

• Convenient

• Straightforward

However, for others — especially anyone who doesn’t regularly use apps on smartphones or computers — the process can feel:

• Overwhelming

• Confusing

• Stressful

Common challenges include:

• Difficulty switching between phone and computer

• Trouble uploading ID photos

• Unfamiliarity with video calls

• Anxiety around “doing something wrong”

There’s nothing wrong with preferring a more traditional, in-person experience.

When In-Person Notarization May Be the Better Choice

In-person notarization is often a better fit if:

• You’re not comfortable using a smartphone or computer

• You don’t have reliable internet or a camera-enabled device

• You prefer face-to-face assistance

• You want someone to walk you through the process calmly and in real time

For many clients, mobile or walk-in notarization feels easier and more reassuring, even if online options exist.

Choosing the Right Option for You

There’s no “better” option — only what works best for you.

• Online notarization is ideal if you’re tech-comfortable and want speed

• In-person notarization is ideal if you value simplicity, support, and personal interaction

The key is knowing what to expect before you choose.

How The Coffee Shop Notary NYC Can Help

At The Coffee Shop Notary NYC, we offer flexible options so you can choose what feels easiest and most comfortable:

• Mobile notary service across Brooklyn, Queens, and other parts in and around NYC

• Walk-in notarization in Bed-Stuy, Brooklyn

• Remote Online Notarization using the secure, NYS-compliant platform Notarize by Proof

If you’re unsure which option is right for you, we’re happy to talk it through.

📱 Texting is the fastest way to reach us.