What Is Online Notarisation and How Does It Work?

In today’s digital world, legal processes are evolving, and online notarisation has emerged as a convenient alternative to traditional notarisation. This method allows documents to be notarised remotely through digital platforms, eliminating the need for physical presence. Businesses and individuals alike benefit from faster processing times, enhanced security measures, and greater accessibility.

How Does Online Notarisation Work?

1. Identity Verification

Before proceeding with online notarisation, the identity of the signer must be verified. This is done using multi-factor authentication, which includes government-issued ID verification and biometric checks such as facial recognition.

2. Secure Online Meeting with a Notary

Once verified, the signer meets with a commissioned online notary through a secure video conference. This ensures real-time interaction where the notary can witness the signing of the document.

3. Digital Document Signing

The signer electronically signs the document using e-signature technology, which is legally binding under the eIDAS Regulation in the UK and the ESIGN Act in the US.

4. Electronic Notarial Seal and Certificate

After the notary confirms the signer’s identity and witnesses the signing, an electronic notarial seal and a digital certificate are applied to authenticate the document.

5. Secure Storage and Accessibility

The final notarised document is securely stored in an encrypted database, ensuring its integrity and accessibility for future reference.

Advantages of Online Notarisation

1. Convenience and Accessibility

With online notarisation, signers can authenticate their documents from anywhere in the world. This is particularly beneficial for businesses, expats, and individuals with mobility challenges.

2. Faster Processing Time

Traditional notarisation can take days or even weeks. Online notarisation reduces the turnaround time to minutes or hours, making it ideal for urgent transactions.

3. Enhanced Security Measures

Online notarisation platforms use bank-grade encryption and blockchain technology to prevent fraud, ensuring document authenticity and secure storage.

4. Legally Recognised and Binding

Many jurisdictions, including the UK, US, and EU, recognise online notarisation as legally binding, provided it complies with local regulations.

Who Can Benefit from Online Notarisation?

1. Businesses and Corporations

Companies handling international contracts, mergers, and financial agreements can use online notarisation to expedite the process.

2. Real Estate Transactions

Property buyers and sellers, especially those overseas, can sign and notarise documents remotely, eliminating the need for physical meetings.

3. Legal Professionals

Law firms can streamline client document signings, improving efficiency and reducing administrative burdens.

4. Individuals Handling Personal Documents

People needing notarised documents for power of attorney, affidavits, wills, and immigration paperwork can benefit from online notarisation services.

Legal Framework and Compliance

Online notarisation follows strict legal guidelines to ensure compliance with international and local laws. In the UK, the Legalisation Office and Foreign, Commonwealth & Development Office (FCDO) play key roles in recognising digitally notarised documents.

In the US, states like Virginia, Florida, and Texas have specific regulations for remote online notarisation, ensuring its legal standing. The eIDAS Regulation in the EU also supports electronic notarisation.

How to Choose a Reliable Online Notary Service?

When selecting an online notary service, consider the following:

• Accreditation: Ensure the service is recognised by local legal authorities.
• Security Standards: Look for SSL encryption, two-factor authentication, and blockchain integration.
• User Reviews: Research feedback from previous clients to assess reliability.
• Pricing Transparency: Choose a service with clear and competitive pricing.

Conclusion

Online notarisation is revolutionising the way legal documents are authenticated. It offers convenience, security, and efficiency, making it a preferred choice for businesses and individuals worldwide. As more jurisdictions adopt digital notarisation laws, its accessibility and legal recognition will continue to expand.