For many notaries, Remote Online Notarization (RON) can seem intimidating until you see how a session actually unfolds. What does the screen look like? How does the notary verify the signer’s identity? What happens if a document is missing notarial wording?

To help Pennsylvania Association of Notaries (PAN) members better understand the process from start to finish, two PAN team members recently completed a real RON transaction:

• The Notary: Lisa Rizzo, one of PAN’s Member Services Representatives (performing her very first RON!)
• The Customer: Jon Marencel, PAN’s Digital Marketer

By looking at the exact same transaction through both the notary’s and the customer’s eyes, here is what a remote online notarization really looks like in practice.
 

---

What Is RON, and How Does It Differ from In-Person Notarization?

In a traditional notarization, the customer physically appears before the notary in the same room. Note that in Pennsylvania, Electronic or Remote Notarization involves two distinct concepts:

• In-Person Electronic Notarization (IPEN or eNotarization): The document is in electronic form and signed with an electronic signature and digital stamp, but the signer still physically appears in person before the notary.
• Remote Online Notarization (RON): A commissioned notary public who holds remote notarization authorization performs the notarial act for a remotely located individual using Department of State-approved audio-visual communication technology.

Under Pennsylvania law (revised Notary Regulations in 4 Pa. Code Chapter 167, Subchapter H), the notary must be physically located within the Commonwealth of Pennsylvania during the RON session, though the signer may be located elsewhere. Instead of handing a physical ID across a desk, the signer typically completes multi-step electronic identity proofing before entering a recorded live video session.
 

---

Step 1: Preparation Before the Appointment

A smooth RON session starts days before the camera turns on.

The Customer’s Side: Before their scheduled 8:15 a.m. appointment, Jon emailed Lisa the document he needed notarized—a simple statement detailing where he worked and for how long, which he intended to swear was true. To test how the platform handled common real-world issues, Jon purposely left the notarial wording off the document. Before the session, he received an email containing the link to join the meeting.

The Notary’s Side: Once Lisa received Jon’s document, she uploaded it to her profile on one of Pennsylvania’s approved RON technology providers and sent Jon the scheduling request through the platform, including instructions on how he would sign electronically during the meeting.

During her initial review, Lisa immediately spotted that the document had no notary wording. Just as she would in an in-person transaction, she knew she couldn’t choose the notarial act for the customer; she planned to ask Jon in real time during the session which notarial act he wanted.

To prepare for her first RON, Lisa also put together a script and notes covering essential statutory reminders—such as confirming the signer agrees to use an electronic signature, verifying that the session is being recorded, and ensuring the certificate includes the required disclosure stating that the notarial act was performed remotely using communication technology.
 

---

Step 2: Log In and Verify Your Identity Using Knowledge-Based Authentication (KBA) and Credential Analysis

Before logging in: Signers should have their government-issued photo ID ready, along with a device that supports the platform’s ID-capture process. For this transaction, Jon used his laptop to access the meeting and his smartphone to photograph his ID through the platform.

On the morning of the appointment, the notary and the customer had vastly different pre-meeting routines.

The Notary’s Side: Lisa logged into her portal at 8:00 a.m.—15 minutes before the 8:15 a.m. appointment—and tested her audio and video (AV) settings. Because it was her first RON transaction, she wasn't completely sure how the live session would launch. She used the platform’s live chat feature and got a quick answer: the signer initiates the meeting once they finish their identity verification.

The Customer’s Side: Jon clicked his meeting link around 8:12 a.m. for the 8:15 a.m. session. Before he could enter the meeting room, the platform required him to complete two identity-proofing steps (which are standard when a remote signer is not personally known to the notary):

1. Personal Info & Knowledge-Based Authentication (KBA): After entering his birth date and the last four digits of his Social Security number, Jon had 2 minutes to answer 5 KBA security questions pulled from personal and public records (such as previous addresses and old phone numbers).
2. Credential Analysis: Next, Jon had to provide the front and back of his Pennsylvania Driver’s License. He scanned a QR code displayed on his laptop screen using his phone, which opened a secure camera through the platform to photograph the front and back of his ID.

Customer Tip from Jon: "I wished the email had mentioned that I should log in early to complete these steps. Since our meeting was at 8:15, I logged on around 8:12, and going through KBA and ID scanning made me a few minutes late. Notaries should advise their customers to click the link 10 to 15 minutes before the scheduled appointment time."

While Jon was working through those steps, Lisa received a text alert letting her know her signer was completing KBA and Credential Analysis and would join shortly. Moments later, an audio notification chimed in Lisa’s portal, and a "Join" button appeared under her meetings icon.
 

---

Step 3: Inside the Live Audio-Visual Session

The Notary’s View: When Lisa clicked Join, she entered the RON workspace:

• Left side of the screen: Jon’s live video feed at the top, with Lisa’s video feed directly underneath.
• Center of the screen: The shared document.
• Right side of the screen: A step-by-step task checklist and the notary toolbar.

(Note: While all Pennsylvania-approved RON platforms must support live audio-visual communication, identity proofing, tamper-evident seals, and audio-visual recording, the exact screen layout and toolbar buttons will vary depending on which technology provider you use.)

The Customer’s View: Jon could also see both participants’ video feeds and the shared document. 

Using the platform's checklist to stay on track, Lisa confirmed that the audio and video were working properly for both participants. Her dashboard confirmed that Jon had passed both KBA and Credential Analysis, displaying the scanned image of his PA Driver’s License. To double-check, Lisa greeted Jon, verified him by name, and asked him to hold his physical ID up to the camera so she could compare it to both his live face and the scanned credential on her screen.

Next, Lisa walked through her introductory script to establish consent and willingness:

• Confirming her identity and commission, and asking if Jon understood and consented to having a remote online notarization conducted today.
• Confirming he understood the notarization session was being recorded.
• Confirming he was participating of his own free will and understood the contents of the document he was about to sign.

---

Step 4: Adding Missing Notarial Wording and Performing the Act

With the housekeeping complete, it was time to address the missing notary statement on Jon's document.

(Want a refresher on how to handle documents that are missing notarial wording? Watch PAN’s helpful YouTube guide here: How to Handle Documents Without Notary Wording.)

Lisa explained the different types of notarial acts available, and Jon chose a Verification on Oath or Affirmation.

Here, Lisa encountered a minor technology hiccup—and handled it transparently:

• In the platform’s toolbar, Lisa clicked the "Quick Stamp" icon, which automatically populates the notarial wording.
• A prompt asked whether notary wording was already present on the document (Yes or No). Lisa accidentally clicked Yes—which only drops in basic fill-in fields (like the date) for an existing certificate, rather than generating the full venue, certificate statement, and stamp.
• Recognizing immediately that the full certificate wording was missing, Lisa let Jon know she had clicked the wrong option, navigated back to select No, and the tool neatly prefilled the entire certificate block—including the venue, verification wording, and her stamp placement.

Because Jon selected a Verification on Oath or Affirmation, Lisa administered the verbal oath on camera:

"Since this is a sworn statement, I will need to administer an oath. Please answer with 'I swear' or 'I affirm.' Please raise your right hand so I can see it in the camera. Do you solemnly swear or affirm under penalty of perjury that the statements made in this document are true to the best of your knowledge or belief?"

Jon raised his hand on camera and affirmed.

Reminder: Review the Entire Notarial Certificate. Even if a document includes notarial wording, the certificate may still be missing the venue or other required information. Before finalizing the notarization, check that the certificate is complete and use your platform’s available tools to add any missing information.
 

---

Step 5: Signing, Stamping, and Wrapping Up

Once the oath was completed:

1. Customer Signature: Jon electronically signed and dated (the platform allows the customer to choose from several signature styles).
2. Notary Review & Disclosure: Lisa and Jon reviewed the document together on screen to ensure every field was properly filled out. Lisa made sure the required RON disclosure (indicating the notarial act was performed using communication technology) was included.
3. Notary Signature & Stamp: Lisa applied her digital signature and electronic notary stamp impression.

After asking Jon if he needed anything else, they ended the meeting.

• What the Customer Received: Immediately after leaving the virtual meeting room, Jon received the completed, notarized document via email. Looking back, Jon noted that from the customer's perspective, the process was remarkably smooth and offers clear value when meeting in person isn't practical.
• What the Notary Received: Lisa checked her RON portal and verified that both the audio-visual recording of the session and her electronic journal entry were saved and accessible. Her verdict? "It was easier than I imagined."

---

Key Takeaways & Tips for PAN Members

1. Prep Your Signers Ahead of Time: Let customers know they will need their government-issued photo ID handy, a smartphone (often easiest for photographing the ID via QR code), and 10–15 minutes before the scheduled start time to complete KBA and Credential Analysis.
2. Audio/Visual Equipment: Use a device that supports video meetings, such as a computer, tablet, or smartphone, with a working camera, microphone, and speakers. Test your audio and video before the meeting to ensure everything is functioning properly.
3. Keep a RON Script Handy: Having a written script in front of you ensures you never forget to ask for recording consent, verify willingness, or administer the proper oath on camera.
4. Don't Panic Over Toolbar Misclicks: Just tell your customer what you are doing and take a moment to adjust it. Fundamental notary rules—like making sure the full venue, certificate statement, and RON disclosure appear on the document—matter much more than clicking fast.

---

Want to Become a RON Notary or Learn More?

It is important to remember that holding a Pennsylvania notary commission does not automatically authorize you to perform remote online notarizations.

Before performing your first RON, you must already hold an active Pennsylvania notary commission, select an approved RON technology provider, and submit a Remote Notarization application/notification to the Pennsylvania Department of State to receive authorization.

Explore these resources to learn more or get started:

• Electronic or Remote Notarization Overview (PA DOS): Learn the legal differences between IPEN (eNotarization) and RON, approved technology requirements, and how to apply for authorization.
• Pennsylvania Notary Public Portal (Notaries.pa.gov): Search for authorized notaries or access the online change/update application to add eNotary or RON authorization to your existing commission.
• Become a Notary in Pennsylvania: Not commissioned yet? Start here to learn about eligibility, mandatory education, and the exam process.
• Find a Notary in PA: Search PAN’s directory to locate a notary in Pennsylvania or see how notaries connect with customers.
• PA DOS FAQs on Electronic and Remote Notarization (PDF): Detailed answers regarding tangible vs. electronic records, identity proofing, and audio-visual recording retention.
• Powers of a Notary Public & Notary Public Fees: Review authorized notarial acts and statutory fee limits in Pennsylvania.