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How Does an Online Notary Service Work?

How Does an Online Notary Service Work?

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If you’ve made a will, deed, or business agreement, then chances are, you’ve had to use a notary public before. This is a licensed professional who acts as an impartial witness to the signing of documents, as well as verifies the identities of everyone involved.

Needless to say, their official seal and signature confirm that a document’s execution has been done to the letter of the law, which is why notarization is required for important documents.

But what if you can’t get an in-person notary? Then count on an online notary service instead.

What is an online notary service and how does it work? Read on to find out.

 

When Do You Need a Notary?

First, let’s cover when you need a notary. That way, you’ll know if you need to proceed with finding someone suitable.

Typically, you’ll need one when dealing with legal or financial documents that need an extra layer of authentication and verification. Some examples include:

  • Real estate transactions
  • Estate planning
  • Powers of attorney
  • Business agreements
  • Financial documents
  • Adoption papers
  • Legal affidavits
  • Government forms

Just because your document doesn’t fit any of the above categories doesn’t necessarily mean you don’t need a notary. Be sure to check the specific requirements of your local area, as the regulations can vary from place to place.

 

What’s an Online Notary Service?

An online notary service is something offered by a business that operates digitally. This eliminates the need for face-to-face meetings, which can be inconvenient. As long as both parties have an internet connection, webcams, and the proper channels to send and receive documents, then it’s possible for a client to utilize a virtual notary.

As you may have already guessed, the pandemic in 2020 brought forward a pressing need to move things online to keep the world going safely. The spike in remote online notary service usage made many people realize its value, which means it’s here to stay.

 

How Does an Online Notary Service Work?

If you want to use an online notary service, then there are several steps you need to take to ensure that your data is secure and that you don’t break any laws. The basic steps are sending the agreement, verifying signer identities, signing, and notarizing the agreement itself.

 

Let’s explore each phase in more detail below.

Sending the Agreement

All parties will have to use a platform that allows document uploading, viewing, and signing. This is usually provided by the online notary, as they’re the experts handling the documents.

On this platform, the person with the document can send it in an electronic format, such as PDF. It’s up to them whether they want to create their own custom agreement or utilize a template. They’re responsible for adding the signers and the notary public to the document.

Verifying the Signer Identities

After the notary service receives the document, the next step is for them to verify the signer identities. This requires the use of technology, such as webcams and microphones. Signers will get a custom link from the notary, which they’ll click on to join a video conference session. 

During this session, the notary may ask certain background questions, and the answers are then verified by a neutral third party. They may also compare the signers’ live video appearance to their submitted IDs. The exact actions will depend on the notary’s commissioning state.

Signing and Notarizing the Agreement

Once the notary is satisfied with the signer identities, you’ll continue in a video conference for the signing and notarizing of the agreement. You don’t have to immediately sign the document either. If you have any questions or concerns, you have the right to ask the notary to review the document with you so you fully understand it.

When you feel comfortable, you and the notary can then proceed with signing the document. The notary will add their seal in electronic form too. 

In addition, they’ll fill out the necessary details in their electronic journal to record the session properly. Do note that they’ll keep both audio and video recordings of the session.

After the notary adds their seal, they’ll send the document back to you.

 

Advantages of Using an Online Notary Service

One of the most immediate advantages of using an online notary service is that you won’t have to go anywhere. You can conduct the notarization process from the comfort of your own home.

Plus, all you need for the session is a stable internet connection and a webcam (these usually come with decent microphones). This is technology that most people already have, so you probably won’t have to go out and buy anything new.

But what are the other advantages of using an electronic notary?

It’s Simpler

If you already have your document, then you know that it’s pages upon pages. With in-person notary services, you’ll have to get a ton of paperwork together and go through preliminary notary processes before you can go to the notary office itself.

However, when you rely on online services, all of those things are combined and placed on the platform for a simpler and more convenient experience.

It’s More Secure

Physical documents can easily fall into the wrong hands or become lost. But with a reputable online service, your documents and data are completely secure. This is thanks to security measures, such as SSL certification.

You can count on the service to implement tamper-proof measures and use robust programs that are difficult for cybercriminals to penetrate.

You’ll Save Time and Money

When you don’t have to make multiple notary appointments or drive anywhere, you’ll save a significant amount of time. This allows you to focus more on important business operations.

Also, you can create your own reusable templates if your company frequently uses certain agreements. You can then upload those to your systems to automate workflows, which saves both time and money.

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How to Use Business Anywhere’s Online Notary Service

Are you now interested in using an online notary service? Then you’re in luck, as we at Business Anywhere offer it.

Read on to see how to use our service, as it differs a little bit from the steps above.

Sign Up for an Account

To use any of our services, you’ll need an account. Don’t worry though, as it won’t take much time to sign up.

Fill in your full name, email address, and password. Check the box for our terms and conditions, then “sign me up”. After that, you’ll only need your email address and password to sign in.

Pay for Our Online Notary Service

Next, select our online notary service and use our secure payment gateway to pay for it. When the payment goes through, you can select which date and time you want your notary appointment.

Meet With Our Notary

Before your appointment time, you’ll need to upload a picture of your ID. Our notary will contact you on your selected date and time through a video conference.

When they’ve verified your identity, you can then proceed with signing the document. The notary will put their official seal on it too.

Access Your Notarized Document

After your digital meeting, the notary will upload your document to your dashboard. You can then access it as many times as you’d like, whether it’s to view, download, or print it.

You can also use this dashboard to manage your services. If you need assistance with business registration, registered agent service, and virtual mailboxes, you can add those at any time.

 

Have Us Do Your Online Notarization

It’s true that you can always find an in-person notary public to take care of your documents. It may not matter much if it’s a one-off situation, but if your business deals with many documents that need to be notarized, then it can quickly become inconvenient.

So save yourself some trouble and use our online notary service. Our intuitive dashboard will streamline everything for a stress-free experience.

If you’re looking for a notary website, then sign up with Business Anywhere now. Our other services are easy to sign up for too.

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About Author

Rick Mak

Rick Mak

Rick Mak is a 30-year veteran businessman, having started, bought, and/or sold more than a dozen companies. He has bachelor's degrees in International Business, Finance, and Economics, with masters in both Entrepreneurship and International Law. He has spoken at hundreds of conferences around the world during his career on entrepreneurship, international tax law, asset protection, and company structure. Business Anywhere Editorial Guidelines

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