How to Use Online Notarisation for Your Documents?

In the digital age, ensuring the authentication of documents through a notarisation process has become more convenient than ever. With the rise of online notarisation, individuals and businesses alike are reaping the benefits of a more streamlined, efficient method of having their legal documents verified. Whether you are dealing with legal contracts, personal documents, or business agreements, understanding how to use online notarisation can save time, reduce hassle, and improve security.

What is Online Notarisation?

Online notarisation is a process where a licensed notary public authenticates your documents through a secure, digital platform. This is done via video conferencing technology, allowing the notary to verify your identity, witness the signing of documents, and apply a digital notary seal, all from the comfort of your home or office. Unlike traditional notarisation, which requires in-person meetings, online notarisation simplifies the process while maintaining legal validity.

Why Use Online Notarisation?

There are numerous advantages to online notarisation, which make it an ideal choice for both individuals and businesses. These include:

• Convenience: No need to visit a notary in person. The entire process can be completed online, saving time and effort.
• Accessibility: Whether you are travelling or working remotely, online notarisation is accessible from anywhere with an internet connection.
• Security: Digital platforms used for notarisation are equipped with encryption technologies to protect your personal information.
• Speed: The notarisation process is faster, with documents often notarised within minutes, making it ideal for urgent matters.
• Cost-Effectiveness: In many cases, online notarisation can be more affordable than traditional in-person services, as it eliminates the need for transportation and time-consuming appointments.

Step-by-Step Guide to Online Notarisation

If you need to have a document notarised online, the process is straightforward. Below, we’ll guide you through the steps to ensure a smooth experience.

1. Find a Certified Online Notary Service

The first step is to choose a certified online notary service. Not all notaries offer online services, so it's crucial to find one that is licensed and approved to perform online notarisation in your jurisdiction. Common online notary platforms include Notarize, DocuSign, and OneNotary. Many of these services allow you to upload documents, schedule a video call, and complete the process entirely online.

2. Upload Your Documents

Once you've selected your online notary service, the next step is to upload the documents you need notarised. Most platforms will accept a variety of file formats, such as PDF, Word, and JPG. Ensure that your document is complete and ready for notarisation, as changes cannot be made after the notary process begins.

3. Verify Your Identity

To comply with legal regulations, you will need to verify your identity before proceeding with the notarisation. This typically involves uploading a government-issued ID, such as a passport or driver's licence, and answering a few security questions. The notary will review your ID during the video call to ensure it matches the information provided.

4. Attend the Video Notary Session

Once your identity has been verified, you'll attend a video call with the notary. During this session, the notary will ask you to confirm that you are signing the document voluntarily and that you understand its contents. You will then electronically sign the document while the notary watches in real-time.

5. Receive the Notarised Document

After the signing, the notary will apply their digital notary seal to the document. This seal is encrypted and meets all legal requirements, making the document legally binding. You can download the notarised document immediately and send it to the necessary parties.

Types of Documents That Can Be Notarised Online

Online notarisation is suitable for a wide range of documents, including but not limited to:

Affidavits: Legal statements made under oath.

Power of Attorney: Documents granting legal authority to act on another’s behalf.

Real Estate Documents: Including deeds, mortgages, and loan agreements.

Wills and Trusts: Legal documents concerning the distribution of assets after death.

Business Contracts: Agreements between businesses or individuals, such as NDAs or sales agreements.

However, some jurisdictions may have restrictions on which documents can be notarised online, so it’s essential to check your local regulations before proceeding.

Is Online Notarisation Legal?

Yes, online notarisation is legal in many countries, including the United States, the United Kingdom, Canada, and parts of Europe. In the U.S., for example, many states have enacted legislation to allow Remote Online Notarisation (RON). However, it’s important to ensure that the notary service you use complies with local laws and that the notarised documents will be accepted in the jurisdiction where they are required.

Security and Privacy Concerns

When using online notarisation, security is a primary concern. Reputable online notary platforms use advanced encryption technologies to ensure that your data remains private and secure. The notary’s identity is also verified, ensuring that only licensed professionals are allowed to perform notarisation services. Additionally, the video call is typically recorded, providing a clear audit trail for legal purposes.

Common Questions About Online Notarisation

How long does online notarisation take?

The process usually takes about 15-30 minutes from start to finish, depending on the complexity of the document and the notary service used.

Can I notarise documents from another country?

Yes, many online notary services allow you to notarise documents from anywhere in the world. However, ensure that the document is accepted in the jurisdiction where it will be used.

How much does online notarisation cost?

Costs vary depending on the service, but most online notary services charge between £20 and £50 per document. Some services may offer discounts for bulk notarisation.

Is a digital notary seal the same as a physical one?

Yes, a digital notary seal has the same legal standing as a physical stamp. The difference is that the digital seal is encrypted and applied electronically, making it tamper-proof.

Final Thoughts

Online notarisation offers a modern, efficient solution for authenticating your important documents. Whether you’re a busy professional, a small business owner, or someone with limited access to in-person services, online notarisation can save you time and simplify the process without compromising security or legality. As more countries and states adopt online notarisation laws, this method is quickly becoming the standard for document authentication worldwide.