remote online notary association

Introduction

To thrive as a Remote Online Notary (RON), you need more than just your commission—you need the right tools and technology to ensure smooth, secure, and professional transactions.

From RON platforms to security measures, let’s explore the must-have tools that will set you up for success in the online notarization world.

Choosing the Right RON Platform

A RON platform is the backbone of your digital notary business. It provides the secure environment needed to perform remote notarizations legally and efficiently.

Here are some of the top RON platforms used by notaries:

Proof f/k/a Notarize – User-friendly and well-known for real estate transactions.

NotaryCam– Popular for real estate and mortgage transactions.

BlueNotary – Designed for independent notaries looking for flexibility.

SIGNiX – Known for advanced security features and compliance.

Pavaso – Provides secure document storage and digital signing features.

✅ Pro Tip: Check if your state requires the use of approved RON platforms before choosing one.

Hardware & Equipment Needed for RON

To conduct RON sessions smoothly, you need reliable hardware that meets security and performance standards.

Computer or Laptop – A device with a fast processor and HD camera is essential. Avoid outdated computers that may cause lag during video calls.

Webcam – Built-in cameras work, but external HD webcams improve video clarity, which helps with signer identity verification.

Microphone & Speakers – Clear audio ensures effective communication. A good headset can reduce background noise.

Stable Internet Connection – A wired connection or strong Wi-Fi with a minimum speed of 10 Mbps ensures smooth video calls.

Digital Notary Seal & Electronic Signature – Required for legally completing RON transactions.

Security & Compliance Tools for Notaries

Since RON involves handling sensitive legal documents, security must be a top priority. Here are essential security tools to protect your notary business:

Identity Verification Software – Ensures the signer is who they claim to be through multi-factor authentication (MFA).

Secure Cloud Storage – Keeps your notary records safe. Look for encrypted storage solutions that comply with state laws.

Session Recording Software – Most RON platforms automatically record transactions but always double-check your state’s retention requirements.

️ Antivirus & Cybersecurity Software – Protects against hacking and malware threats.

E-Signing & Digital Document Management

A smooth e-signing process is crucial for fast and efficient notarizations. These tools help:

Adobe Sign – Allows secure document signing with encryption.

DocuSign – A trusted platform for legally binding electronic signatures.

PandaDoc – Specially designed for online notaries with built-in compliance features.

✅ Pro Tip: Many RON platforms include e-signing, but having an extra tool can help when handling non-notarized agreements with clients.

How to Set Up Your RON Business with These Tools

Here’s a quick checklist to help you get started:

1️⃣ Select a RON platform that meets your needs and state requirements. 2️⃣ Invest in quality hardware like a good webcam, microphone, and stable internet.

3️⃣ Use security tools like antivirus software and identity verification features.

4️⃣ Set up cloud storage for keeping notarized records safe.

5️⃣ Practice using your tools to ensure smooth transactions with clients.

Final Thoughts

Having the right tools and software is non-negotiable if you want to succeed in RON. Investing in quality equipment, secure platforms, and compliance tools will help you build a professional, efficient, and legally sound online notary business.

Are you using the right tools for RON success?

Become a RONA member and access top recommendations!

Introduction

As Remote Online Notarization (RON) continues to gain traction, notaries must stay informed about the legal landscape surrounding this digital transformation. Laws and regulations vary by state, and failing to comply can lead to serious consequences.

So, what do you need to know to legally perform RON and ensure you’re following the right protocols? Let’s break it down.

Is Remote Online Notarization (RON) Legal in Your State?

While RON is legal in many U.S. states, the rules differ across jurisdictions. Some states have fully adopted RON, while others have limitations or require additional authorization.

Here’s how to check if RON is legal in your state:

• Visit your state’s Secretary of State website for up-to-date information.

• Look for state-specific RON legislation and guidelines.

• Confirm whether you need an additional RON commission or certification.

Some states only allow in-state clients, while others permit interstate and even international notarizations. Knowing these details ensures you stay compliant.

Key Legal Requirements for Performing RON

RON comes with strict security and compliance measures to protect both notaries and signers. Here are the key legal components:

1. Identity Verification & Credential Analysis

   • States require multi-factor authentication (MFA), including:

   • • Knowledge-Based Authentication (KBA) – The signer answers personal security questions.

     • Credential Analysis – The signer’s ID is scanned and verified using advanced software.

2. Audio-Video Recording & Retention

   • Most states mandate that RON sessions be recorded and stored for a set period (often 5-10 years) in case of disputes.

3. Use of Approved RON Platforms

   • Notaries must use state-approved RON platforms that offer secure document handling, digital signatures, and encryption.

4. Electronic Notarial Journal

   • Many states require notaries to maintain a digital journal to record details of each transaction, similar to traditional paper logs.

5. Tamper-Proof Digital Signatures & Seals

   • Notaries must use a unique digital certificate to apply their electronic seal, ensuring documents cannot be altered post-signing.

Understanding Your Liability as a RON Notary

Just like traditional notarial acts, RON carries legal responsibilities. Notaries must ensure:

• They are properly commissioned and authorized to perform RON.

• They do not notarize fraudulent documents or violate identity verification laws.

• They keep accurate records to protect themselves from legal disputes.

Failure to follow these regulations can result in penalties, loss of commission, or even legal action.

How to Stay Compliant and Protect Your Notary Business

To ensure you’re always in compliance with RON laws, follow these best practices:

• Stay Informed – Regularly check for law updates in your state. Laws are constantly evolving.
• Use Secure Technology – Only work with state-approved RON platforms that meet compliance standards.
• Keep Records Organized – Maintain a well-documented electronic journal and back up recordings safely.
• Continue Your Education – Take RON training courses to stay updated on industry changes.
• Obtain Errors & Omissions (E&O) Insurance – This protects you from legal claims due to accidental errors.

Final Thoughts

Understanding the legal framework of Remote Online Notarization is crucial for notaries who want to offer secure and compliant services. By staying informed and following your state’s requirements, you can confidently grow your RON business while protecting yourself from legal risks.

Have questions about RON laws in your state? Become a RONA member for expert guidance and exclusive resources!

Introduction

Imagine finalizing an important document, like a real estate transaction or power of attorney, without leaving your home. No more scheduling conflicts, no more rushing to a notary’s office—just a seamless, secure process done entirely online. That’s the power of Remote Online Notarization (RON).

With technology advancing and digital transactions becoming the norm, RON is transforming the notary industry. But what exactly is it, how does it work, and why should you, as a notary, care? Let’s break it all down.

What is Remote Online Notarization (RON)?

Remote Online Notarization, or RON, is a process where a notary public notarizes documents electronically using audio-video technology rather than meeting signers in person. This means both the notary and the signer can be in different locations while conducting a legally binding notarization.

Unlike traditional notarization, which requires physical presence, RON uses secure digital tools to verify identities, record the session, and apply tamper-proof electronic signatures and seals.

How Does RON Work? Step-by-Step Process

RON follows a straightforward process, but security is at the heart of it. Here’s how it typically works:

1. The Signer Uploads Their Document

   • The signer submits the document that needs notarization through a RON-approved platform.

2. Identity Verification & Credential Analysis

   • The signer’s identity is verified using multi-factor authentication (MFA), such as knowledge-based authentication (KBA) and ID credential analysis.

3. Audio-Video Conference with a Notary

   • The notary and signer connect via a live, recorded video session where the signer confirms their identity.

4. Electronic Signing & Notary’s E-Seal

   • The signer applies their electronic signature, and the notary applies their digital notarial seal and electronic signature.

5. Tamper-Proof Record & Notarial Journal

   • A secure record of the transaction is stored for compliance, ensuring the document remains tamper-proof.

Why is RON Gaining Popularity?

RON is not just a convenience—it’s a game changer in the notary industry. Here’s why it’s gaining traction:

• Accessibility & Convenience – Clients can get documents notarized from anywhere in the world, making it easier for businesses and individuals alike.

• Security & Fraud Prevention – With identity verification, recorded sessions, and tamper-proof seals, RON offers heightened security compared to traditional notarization.

• Efficiency & Faster Turnaround – Transactions that once took days can now be completed in minutes, benefiting industries like real estate, legal, and financial services.

• Legal Recognition & Growing Adoption – Many U.S. states have legalized RON, and businesses are quickly adopting it as a standard practice.

Is Remote Online Notarization Legal?

Yes! But with a state-by-state variation. As of now, most states have passed laws allowing RON, with some requiring specific guidelines, approved platforms, and training. Notaries must comply with their state’s laws and use approved technology providers to perform RON legally.

How to Get Started as a Remote Online Notary

If you’re a notary looking to expand your services with RON, here’s how you can get started:

1. Check Your State’s RON Laws – Ensure RON is legal in your state and understand the requirements.

2. Obtain a RON Certification – Some states require additional certification or training.

3. Choose a RON Platform – Popular platforms include Notarize, DocVerify, and BlueNotary.

4. Upgrade Your Notary Tools – You’ll need a computer, webcam, microphone, and a secure internet connection.

5. Start Offering Remote Notary Services – Market your services online to attract clients who prefer digital notarization.

Final Thoughts

Remote Online Notarization isn’t just the future—it’s the present. As businesses and individuals embrace digital transactions, RON offers a secure, efficient, and modern alternative to traditional notarization.

If you’re a notary looking to stay ahead of the curve, now is the time to get certified, set up your RON services, and grow your business in this evolving digital landscape.

Ready to elevate your notary career with RON? Contact RONA or become a member today for expert guidance and exclusive resources!

The notary profession is on the verge of gaining a significant new opportunity! Thanks to the recent signing of the National Defense Authorization Act (NDAA) for Fiscal Year 2025 by President Biden, notaries may soon be eligible to serve as passport acceptance agents. This groundbreaking provision, once implemented, could open doors to expanded services and increased professional recognition for notaries nationwide.

What Does This Mean?

Under the NDAA, the U.S. Secretary of State is authorized to designate qualified notaries public as passport acceptance agents. This amendment to Title 22 Section 213a(b) of the United States Code specifically allows notaries who meet the following criteria to be eligible:

• U.S. Citizenship: Notaries must be citizens of the United States.
• Employment with a Reputable Institution: Notaries must work for an established and reputable company or organization.
• Fulfillment of Additional Requirements: The Department of State may set further qualifications for designation.

This provision aims to streamline the passport application process and increase accessibility for citizens needing these vital services.

What’s Next?

While the legislation has been signed into law, the Department of State must now take steps to:

1. Update its regulations.
2. Provide guidance and procedures for notaries to become passport acceptance agents.

Once these steps are complete, notaries who meet the criteria will be able to apply for this new role.

How Can You Prepare?

1. Stay Informed: Join RONA to receive updates on this and other legislative changes impacting the notary profession.
2. Enhance Your Credentials: Consider pursuing additional certifications or training to bolster your qualifications.
3. Network: Connect with other notaries and institutions to learn how this opportunity could benefit your career.

Why Is This Important for Notaries?

Serving as a passport acceptance agent is more than just an added service—it’s a chance to elevate the role of notaries in government processes and enhance public trust in the profession.

At RONA, we’re excited to see how this legislation could transform the notary field. Stay tuned for further updates as the Department of State rolls out its implementation plans.

Let's explore some key estate planning documents and their significance, providing you with insights for targeted marketing.

Core Estate Planning Documents

1. Will (Last Will and Testament)

Meaning: The cornerstone of estate planning. It outlines how your assets (property, possessions, investments) will be distributed upon your death. It can also designate guardians for minor children and address other specific wishes.

Covers:

• Distribution of assets to named beneficiaries.
• Appointment of an executor to oversee the estate administration process.
• Guardianship designations for minor children.
• Instructions for specific bequests (e.g., leaving a particular item to a loved one). 

Marketing Angle: Emphasize the control and peace of mind a will offers, ensuring loved ones are cared for and wishes respected after you're gone. Target parents, property owners, and those with specific charitable intentions.

2. Trust

Meaning: A legal entity that holds and manages assets for the benefit of designated beneficiaries. Trusts come in various types (e.g., revocable living trusts, irrevocable trusts) and offer unique benefits for estate planning and asset protection.

Covers:

• Can avoid probate (the court-supervised process for distributing assets), potentially saving time and expenses.
• Can offer greater control over asset distribution, particularly for complex family situations or special needs beneficiaries.
• Can provide tax advantages in certain circumstances.

Marketing Angle: Highlight the flexibility and potential benefits of trusts, including probate avoidance, tax planning, and asset protection. Target high-net-worth individuals, families with complex dynamics, and those with charitable giving goals.

3. Durable Power of Attorney (Financial)

Meaning: Authorizes a trusted person (agent) to make financial decisions on your behalf if you become incapacitated. This includes managing investments, paying bills, and handling other financial affairs.

Covers:

• Grants your agent broad powers to manage your finances, ensuring bills are paid and investments are handled even if you're unable to do so.
• Provides peace of mind knowing your financial affairs are in capable hands.

Marketing Angle: Emphasize the importance of planning for unexpected events and ensuring financial well-being even during incapacity. Target older individuals, those with health concerns, and anyone who wants to ensure continuity of financial management.

4. Healthcare Power of Attorney (Advance Healthcare Directive)

Meaning: Designates someone (healthcare agent) to make medical decisions for you if you're unable to communicate your wishes. Often paired with a living will, which outlines your end-of-life preferences regarding medical treatment.

Covers:

• Ensures your medical care aligns with your values and preferences.
• Empowers a trusted person to make critical healthcare decisions when you can't.

Marketing Angle: Stress the importance of preserving autonomy and ensuring your healthcare wishes are honored even in difficult situations. Target individuals of all ages, emphasizing the value of planning for potential incapacity.

5. Beneficiary Designations

Meaning: Instructions for accounts like retirement plans (401(k)s, IRAs), life insurance policies, and bank accounts to pass directly to named beneficiaries upon your death. These designations override a will.

Covers:

• Allows for streamlined transfer of assets to beneficiaries outside of probate.
• Can offer a simple way to ensure loved ones receive specific assets.

Marketing Angle: Highlight the efficiency and simplicity of beneficiary designations for straightforward asset transfers. Target those with retirement accounts, life insurance policies, and those seeking a hassle-free way to designate certain assets.

**Remember:

Estate Planning is Personalized: The specific documents needed depend on individual circumstances. Consulting with an estate planning attorney is crucial.

Ongoing Review: It's important to review and update estate plans regularly to reflect life changes (e.g., marriage, divorce, children, new assets).

Marketing Approach: Your messaging should focus on providing peace of mind, control, and ensuring loved ones are protected and wishes respected. Target specific demographics based on the document's relevance and benefits.

I hope this breakdown provides you with the knowledge needed for effective marketing to the estate planning niche. Feel free to ask if you have any further questions.

-The RONA Team

In an increasingly digital world, mobile and remote online notaries offer attorneys unparalleled flexibility and convenience. However, standing out and capturing the attention of attorneys in this virtual world requires a targeted and tech-savvy approach. In this blog, we'll explore innovative marketing strategies and communication techniques that mobile and remote online notaries can utilize to form lasting partnerships with attorneys in various legal fields.

I. Unveiling Your Value Proposition: Not Just a Notary, But a Problem-Solver

Beyond the Stamp: Highlight your specialized skill set and your proficiency in utilizing cutting-edge remote online notarization (RON) platforms and e-signature tools. Emphasize your ability to conduct secure and compliant notarizations from any location, saving attorneys valuable time and resources.

• Real Estate: Let your potential client know that if distance or a busy schedule is delaying their real estate closings - You can offer their clients the convenience of remote online notarization for purchase agreements, loan documents, and deeds. With your expertise in complex property transactions and knowledge of closing documents, you'll ensure a smooth and efficient process for everyone involved.
• Estate Planning: Become an integral part of the estate planning process by offering your expertise in wills, trusts, powers of attorney, and healthcare directives. With remote online notarization, clients can securely execute their estate plans from the comfort of their own homes, ensuring their wishes are documented efficiently and with peace of mind.
• Immigration: Your expertise in navigating the complexities of immigration paperwork – visa applications, affidavits, naturalization forms, and more – positions you as an invaluable partner for immigration attorneys. Offer the added convenience of remote notarization, enabling their clients to complete crucial documents securely, regardless of their location.
• Family Law: Navigate the complexities of family law with empathy and professionalism. Offer remote online notarization services, eliminating the need for stressful in-person meetings. Creating a safe and supportive environment for clients to finalize sensitive documents like divorce agreements, child custody arrangements, and adoptions.
• Translations: Expand your services beyond notarization by offering access to a vast network of professional translators covering over 200 languages, including sign language. This unique offering makes you an indispensable resource for attorneys handling international clients or documents, ensuring clear and accurate communication throughout the legal process.

II. Mastering the Art of Outreach: Building Connections That Count

Networking Events: Turning Conversations into Clients

• Be Prepared: Before attending a networking event, research the types of attorneys and firms you're interested in connecting with. Have a concise elevator pitch ready that highlights your unique value proposition and the specific ways you can assist their practice.
• Focus on Building Relationships: Don't just try to sell your services; focus on building genuine connections with attorneys. Ask questions about their practice, listen actively, and offer helpful insights or resources related to your areas of expertise.
• Follow Up: After the event, send personalized follow-up emails to the attorneys you connected with. Thank them for their time, reiterate your interest in collaborating, and offer to provide a discounted notary service for their next transaction as a gesture of goodwill. 

Online Networking & Social Media:

• LinkedIn: Connect with attorneys and legal professionals on LinkedIn, showcasing your remote notary services and expertise in your profile and posts. Engage in relevant groups and discussions to establish your presence and thought leadership.
• Targeted Ads: Utilize social media advertising to reach attorneys in your desired practice areas. Craft compelling ads that highlight the benefits of remote online notarization and offer a free trial or consultation.
• Webinars & Virtual Events: Participate in virtual events tailored to attorneys. Offer valuable insights on remote notarization best practices, legal compliance, and technology trends.

Email Outreach: Crafting Compelling Messages That Cut Through the Clutter

• Subject Line: Keep it concise and attention-grabbing. Use action-oriented verbs and highlight a specific benefit or solution you offer. For example, "Streamline Your Real Estate Closings with a Remote Notary Service" or "Ensure Accuracy and Compliance for Your Immigration Clients." (EXAMPLES)
• Body:
• • Start with a personalized greeting and reference any prior interactions you've had with the attorney.
  • Clearly state your value proposition and the specific ways you can help their practice.
  • Use bullet points to highlight your key skills and areas of expertise.
  • Include a clear call to action, such as scheduling a brief phone call or meeting to discuss their needs further.

(Whatever you do, keep the email short and sweet - Always think about grabbing someone's attention within the first sentence).

III. Nurturing Long-Term Partnerships: Going Above and Beyond to Exceed Expectations

• Exceptional Service: Provide prompt, reliable, and error-free notary services. Be flexible with your schedule and always offer remote online notary services first then mobile services to accommodate the needs of attorney clients that can't or don't know how to do remote.
• Communication and Responsiveness: Respond to inquiries and requests promptly and professionally. Keep attorneys informed about the status of their documents and any relevant updates.
• Added Value: Go the extra mile by offering complimentary resources or educational materials (weekly or monthly newsletters) related to your areas of expertise. This can help establish you as a trusted advisor and thought leader in your field.
• Client Appreciation: Show your appreciation for your attorney and their clients by sending thank-you notes, holiday cards, or small gifts. Remember important dates like birthdays or work anniversaries and acknowledge them with a personalized message.

Sample Email Templates:

Subject: Elevate Your Estate Planning Practice with a Certified Notary Signing Agent

Dear [Attorney's Name],

I hope all is well with you.

My name is [Your Name], and I'm a certified Notary Signing Agent specializing in estate planning documents. I was impressed by your firm's commitment to providing comprehensive and compassionate estate planning services to your clients, and I believe my expertise can complement your practice.

With extensive experience in handling wills, trusts, powers of attorney, and healthcare directives, I can ensure that your clients' estate planning documents are executed with the utmost accuracy and compliance. My remote online and mobile notary services offer the convenience and flexibility your busy clients need, allowing them to finalize their estate plans in the comfort of their own homes or offices.

I'd be delighted to offer my experienced notary services for your next estate planning and promise a smooth error-free transaction. Please feel free to schedule a brief phone call at your convenience, and I'd be happy to discuss how we can collaborate to enhance your clients' experience.

Thank you for your time and consideration.

Sincerely,

[Your Name] 

[Your Contact Information]

__________________________

Subject: Revolutionize Your Immigration Practice with Remote Online Notarization

Dear [Attorney's Name],

I hope all is well with you.

My name is [Your Name], and I'm a certified Remote Online Notary specializing in immigration documentation. I understand the challenges immigration attorneys face in serving clients across borders and time zones. My remote online notarization services can help you streamline your practice and provide a seamless experience for your clients, no matter where they are located.

With a secure and user-friendly RON platform, I can facilitate the notarization of visa applications, affidavits, and other essential immigration documents remotely. This eliminates the need for in-person meetings, saving your clients valuable time and travel expenses.

I'd be delighted to offer my remote online notary services for one of your immigration clients to showcase the efficiency and convenience of my services. Please feel free to schedule a virtual meeting at your earliest convenience, and I'd be happy to answer any questions you may have.

Thank you for your time and consideration.

Sincerely,

[Your Name] 

[Your Contact Information]

____________________________

Here's an elevator pitch template you can customize for your specific situation, focusing on the benefits you offer attorneys:

Template

"Hi [Attorney's name], I'm [Your Name], a mobile and remote online notary specializing in [Your Specialty Area - e.g., real estate, estate planning, immigration]. I help attorneys like you save time and provide a better client experience by offering secure and convenient notarizations, even for out-of-state or busy clients. I'm particularly skilled at handling [Mention a complex document or situation you've successfully handled]. Would you be open to a quick chat about how I can streamline your document signing process?"

Examples

• Real Estate Focus: "Hi [Attorney's name], I'm [Your Name], a mobile and remote online notary specializing in real estate transactions. I help attorneys like you close deals faster and more efficiently by offering flexible notarization options for your clients, even after hours or on weekends. I recently helped a client close on their dream home while they were on vacation overseas! Would you be open to a quick chat about how I can make your real estate closings even smoother?"
• Estate Planning Focus: "Hi [Attorney's name], I'm [Your Name], a mobile and remote online notary specializing in estate planning documents. I understand the importance of ensuring your clients' wishes are documented securely and accurately. With my remote online notarization services, your clients can execute their estate plans from the comfort of their own homes, making the process easier and less stressful. I'm happy to provide a free consultation to discuss how I can support your estate planning practice."

Somethings to Remember:

• Keep it concise. You have a limited time to make an impression.
• Focus on the benefits for the attorney. How will your services make their life easier or improve their clients' experience?
• Highlight your expertise. Mention your specialty area or a specific success story to demonstrate your capabilities.
• End with a clear call to action. Invite them to a further conversation or offer to provide more information.
• Be confident and enthusiastic. Your passion for your work will shine through!

Additional Tips

• Adapt the pitch to the situation. If you're at a networking event focused on a specific area of law, tailor your pitch accordingly.
• Practice your pitch beforehand. The more comfortable you are with it, the more natural it will sound.
• Be prepared to answer questions. Have a few key points ready about your services and experience.
• Follow up. If you make a connection, be sure to send a follow-up email.

Remember, the goal of your elevator pitch is to spark interest and open the door to a further conversation. Good luck!

____________________________

Conclusion:

By adopting a proactive and client-centric approach to marketing and communication, notaries can form lasting partnerships with attorneys in various legal fields. Remember, it's not just about offering notary services; it's about providing solutions, building relationships, and exceeding expectations. By showcasing your specialized skills, mastering the art of outreach, and nurturing long-term partnerships, you can establish yourself as the go-to notary for attorneys seeking reliability, expertise, and exceptional service.

Here at RONA, we frequently receive inquiries about handling notarizations for individuals who are not fluent in English. Providing interpreter/translation services can be a valuable addition to your notary business, opening doors to a wider clientele and offering the opportunity to command higher fees. Let's discuss how you can navigate this effectively.

The Importance of Clear Communication

According to Florida Statute 117.107(6), it is essential that anyone seeking notarization fully comprehends the nature and implications of the document they are signing. If the signer doesn't understand English, an oral interpreter/translation is perfectly acceptable. To ensure clarity, you can add a statement to your notarial certificate affirming that an interpreter/translation was provided.

Sample Certificate Statement:

“I further certify that the nature and effect of the document was interpreted/translated for [signer's name] by [interpreters/translator's name] prior to notarization.”

Additionally, you can request that the interpreter/translator sign the document as well.

Notarizing Foreign Language Documents

When encountering documents written in a language you don't understand, exercise caution. Here are some key steps to follow:

1. Establish Communication: Ensure you can verbally communicate with the signer or have a qualified interpreter/translator present.
2. Document Review: Verify that the document is complete and contains a notarial certificate.
3. Notarial Act: If there's no certificate, get clear instructions from the signer about the desired notarial act. If they are unsure, decline the notarization.
4. Certificate Completion: Fill out the notarial certificate in English. While the certificate can be translated, your signature and seal should only appear on the English version.
5. When in Doubt, don't: If you have any uncertainties, refuse to notarize.

Certified Translations

As a notary, certifying translations is not within your authorized duties. However, you can notarize the interpreters/translator's signature on an affidavit attesting to the translation's accuracy.

Important Note: Always confirm with your Secretary of State's office regarding any specific regulations in your state concerning the provision of translation and interpretation services during notarizations.

Conclusion

Offering translation or interpreter services as a notary can be a rewarding endeavor. It allows you to serve a more diverse clientele and increase your income potential. Remember, clarity and understanding are paramount in the notarization process. By following these guidelines and staying informed about your state's laws, you can expand your business while ensuring compliance and upholding professional standards.

Disclaimer: I am not an attorney, and the information in this blog post does not constitute legal advice.

**To schedule an interpreter or translation service click HERE or Call Gabriel at Idiomatic Translations at (518) 947-6272 and tell them that RONA sent you!! Much success!! 

- The RONA Team

In today's digital age, it is natural to wonder if physical business cards are still necessary. After all, we can easily share our contact information electronically through email, text message, or social media. However, there are still some advantages to having physical business cards.

Advantages of Physical Business Cards

• Tangible reminder: A physical business card is a tangible reminder of your contact information. This can be helpful when someone is trying to remember your name or contact information later.
• Professionalism: Physical business cards can make a more professional impression than simply sharing your contact information electronically.
• Networking: Business cards are a great way to network with other professionals. You can exchange cards with people you meet at conferences, events, or other professional settings.
• Branding: Your business card can be a great way to promote your brand. You can include your logo, tagline, and other branding elements on your card.

Disadvantages of Physical Business Cards

• Cost: Physical business cards can be expensive to print.
• Waste: Physical business cards can be easily lost or thrown away.
• Outdated information: If your contact information changes, you will need to reprint your business cards.

Do You Need Physical Business Cards?

Whether or not you need physical business cards depends on your individual needs and preferences. If you are a professional who frequently networks with other people, then physical business cards may be a good investment. However, if you do not network often, then you may be able to get by with simply sharing your contact information electronically.

Here are some additional factors to consider:

• Your industry: Some industries are more traditional than others and may expect you to have a physical business card.
• Your target audience: If your target audience is primarily online, then you may not need physical business cards.
• Your budget: If you are on a tight budget, then you may want to skip physical business cards.

Alternatives to Physical Business Cards

If you do not want to have physical business cards, there are a few alternatives you can consider:

• Digital business cards: Digital business cards are electronic versions of traditional business cards. They can be shared via email, text message, or social media.
• Contactless business cards: Contactless business cards use near-field communication (NFC) technology to share your contact information. Simply tap your phone against someone else's contactless business card to share your contact information.
• QR code business cards: QR code business cards use QR codes to share your contact information. Simply scan the QR code with your phone to save your contact information.

Conclusion

Whether or not you need physical business cards is up to you. There are both advantages and disadvantages to having physical business cards. If you are not sure whether or not you need them, consider the factors listed above and decide what is best for you.

Additional Tips

• If you do decide to get physical business cards, make sure they are high quality and professional looking.
• Keep your business cards up to date with your latest contact information.
• Use your business cards as an opportunity to promote your brand.
• Consider using digital business cards or contactless business cards as an alternative to physical business cards.

**We hope this blog was helpful!

- The RONA Team 

Effective July 1, 2024 - VA Notaries Get a Raise!!

The Virginia General Assembly has recently passed Chapter 310 of the Virginia Acts of Assembly, amending Section 47.1-19 of the Code of Virginia regarding notarial fees. Effective July 1, 2024, notaries in Virginia can now charge up to $10 for standard notarial services, such as taking and certifying acknowledgments of writings, administering and certifying oaths, and certifying affidavits, depositions of witnesses, and true copies of documents. This increase from the previous $5 fee is intended to better reflect the economic realities faced by notaries and adequately compensate them for their expertise and responsibilities.

Additionally, recognizing the growing importance of digital transactions, the legislation introduces provisions for electronic documents. Notaries can now charge up to $25 for services involving electronic documents, including taking and certifying acknowledgments of electronic documents, administering oaths or affirmations, and certifying electronic affidavits and depositions. This higher fee acknowledges the additional technical skills and tools required for securely handling electronic documents.

An important aspect of the new legislation is the restriction on fee collection by certain public officials. Members of electoral boards, general registrars, deputy registrars, and officers of election are prohibited from collecting fees for notarial services related to the administration of elections or election laws during their appointment. This provision aims to prevent conflicts of interest and ensure the integrity of the electoral process.

Moreover, the legislation stipulates that it is unlawful for notaries to charge more than the established fees for any notarial act. However, notaries may recover actual and reasonable travel expenses for performing notarial acts outside their usual place of business, provided there is an agreement with the client regarding these costs.

The amendment to Virginia’s notarial fee structure reflects an effort to modernize and adapt to both economic conditions and technological advancements. By adjusting fee limits and setting clear guidelines, the legislation seeks to ensure that notaries are fairly compensated while maintaining a high standard of integrity in their professional conduct. This change is significant for both notaries and those who rely on their services, marking a step forward in aligning Virginia’s legal framework with current notarial practice needs.

Notary-News-Letter.pdf

Safeguarding Client Privacy: A Vital Reminder for All Remote Online Notaries

As part of our ongoing commitment to professionalism and client confidentiality, we at the Remote Online Notary Association (RONA) want to address an important incident that recently occurred within our community.

The Incident: A fellow notary unintentionally exposed client information on social media. In an effort to celebrate a successful notarization session, this notary posted a photo with their clients, inadvertently revealing their names. The clients were unaware their personal information would be shared, causing understandable concern and distress.

The Lesson: This incident underscores the critical importance of safeguarding client privacy in all aspects of our work. As Remote Online Notaries (RONs), we handle sensitive information daily, and it is our responsibility to ensure this information remains confidential and secure at all times.

Key Takeaways:

Obtain Consent: Always obtain explicit consent from clients before sharing any details or images related to notarization sessions on social media. This ensures clients are aware of how their information will be used and have the opportunity to voice any concerns.

Protect Client Information: Before posting any content, carefully review it to ensure no sensitive client information is visible. This includes names, addresses, identification numbers, or any other identifying details. If necessary, use editing tools to blur or mask such information to maintain confidentiality.

Maintain Professionalism: While celebrating successful notarization sessions is understandable, it is essential to maintain professionalism at all times. Avoid sharing overly personal or intimate moments with clients on social media and focus on highlighting the professionalism and integrity of your notarial services. 

Our Commitment: We urge all RONs to take this incident as a learning opportunity and to redouble their efforts in protecting client privacy. By adhering to best practices and exercising diligence in our actions, we can maintain the trust and confidence of our clients while upholding the integrity of our profession.

Thank you for your attention to this matter.

Let us continue to uphold the highest standards of professionalism and confidentiality in our work as RONs.

By: Yahaira Rodriguez