Can you notarize an electronic signature? Quick answers explained

Key takeaways

• Electronic notarization is legally valid: Federal and state laws explicitly allow notarization of electronic signatures, meaning contracts and affidavits can be finalized without physical ink or paper.
• Digitization drives efficiency for SMBs: Moving away from traditional paper processes leads to faster loan closings, reduced travel time for vendor contracts, and smoother team workflows.
• SignNow enables compliant workflows: SignNow provides a secure, all-in-one platform for managing e-signatures with an option for notarization via integration through SignNow API, ensuring your digital documents meet legal standards while saving you valuable time.

What “electronic notarization” actually means

Electronic notarization is a notarial act on an electronic record. Instead of a wet ink signature and a physical rubber stamp, the notary uses an electronic signature and a digital seal.

While the format has changed, the legal weight remains the same. Under the federal ESIGN Act (15 U.S.C. §7001(g) and the Uniform Electronic Transactions Act (UETA) adopted by most states, a contract or record cannot be denied legal effect simply because it is electronic. If a law requires signature notarization, that requirement is satisfied when the notary’s electronic signature and other required information are attached to the record.

This typically occurs in one of two ways:

1. In-Person Electronic Notarization (IPEN)

In this scenario, the signer and the notary are physically in the same room. However, instead of signing paper, they sign a digital document (like a PDF on a tablet). The notary then applies their electronic seal.

2. Remote Online Notarization (RON)

This is the modern standard that provides the most flexibility. With RON, the signer and notary appear before each other over a secure, live audio-video connection. They are not in the same physical location. The notary verifies the signer’s identity remotely, witnesses the electronic signature, and applies their digital seal.

Current state and trends in the USA

The landscape for remote notarization is shifting rapidly toward broad acceptance. As more and more industries embrace the convenience and efficiency of digital document management, notarization has become a crucial component for many organizations.
RON adoption: Virginia pioneered RON back in 2012. Since then, most states have made it permanent. As of late 2025, sources cite that over 45 states plus Washington D.C. have authorized RON usage.

• California’s status: California enacted SB 696 to implement a RON program, but the start date is currently deferred (targeted for 2030 unless accelerated). However, Californians can typically use out-of-state RON providers where permitted by the receiving jurisdiction.
• Federal developments: A federal framework is advancing to standardize interstate recognition. The SECURE Notarization Act of 2025 (H.R. 1777) has been introduced to set minimum nationwide standards. While not yet law, it signals strong federal support for digital notarization.

How a Remote Online Notarization works

RON works by utilizing technology such as video conferencing and electronic signatures. This allows individuals to interact remotely with a notary public, while still maintaining security and authenticity. The process begins when an individual submits their document through a secure online platform. The document is then reviewed by the notary public, who will verify the identity of the signer through various methods such as government-issued identification or knowledge-based authentication questions.
If you are new to the process, here is what a standard RON workflow looks like:

1. Upload Document: You upload your PDF or Word document to the platform.
2. Invite Signer: Send an invite via email or SMS.
3. Identity Proofing: The signer completes KBA questions and scans their ID for analysis.
4. Live Session: The signer and notary connect via live audio-video. The notary verifies ID visually, reviews the document, and captures the electronic signature.
5. Seal & Certificate: The notary applies their tamper-evident electronic seal.
6. Storage: The recording and e-journal are stored automatically according to state retention laws.
7. Delivery: You receive a notarized PDF with an audit trail.

Practical rules SMBs must know

While electronic notarization is legal, it isn’t the Wild West. States regulate exactly how these digital sessions must occur to ensure security and prevent fraud. Here are the key pillars:

Identity Proofing

For RON, states often require a two-step process:

• Credential Analysis: Automated verification of a government-issued ID (like a driver’s license).
• KBA (Knowledge-Based Authentication): The signer must answer specific questions about their personal history (e.g., “Which of these streets have you lived on?”) within a short time window.

Recording and Retention

Unlike a paper logbook that might get lost in a drawer, RON sessions are recorded. You must store the audio-video recording and the electronic journal securely for a statutory period. The examples of these periods by state:

• Florida: Requires retention of the audio-video and e-journal for 10 years.
• Texas: Requires a 5-year retention period.

Fee Caps

Just like traditional notaries, electronic notaries often have caps on what they can charge. For example:

• Florida: Caps fees at $25 per online notarial act.
• Virginia: Caps fees at $25 for electronic notarizations.

The price for rempte notary services is constantly rising. This can be attributed to the growth and demand for remote notarization, as well as the convenience it provides to users. In a world where technology continues to advance, it’s no surprise that even traditional practices like notarization are being transformed.

What you can (and can’t) notarize electronically

Most general business documents are fair game. You can generally electronically notarize:

• Acknowledgments
• Jurats
• Oaths and affirmations
• Copy certifications (when permitted by state law)

Possible exceptions:
Be careful with specific court filings, vital records (like birth certificates), or certain recording office submissions. Some county recorders or agencies may still insist on wet signatures or specific formats. Always check with the receiving agency first.

How SignNow integrates eSignature and online notarization features through SignNow API

For businesses asking “can you notarize an electronic signature at scale?”, the answer increasingly depends on automation. This is where the Notarize integration via the SignNow API becomes a strategic advantage. It works great for SaaS platforms, legal teams, lenders, and marketplaces that need notarization embedded directly into their workflows.

How the SignNow API + Notarize work

SignNow integrates with Notarize, the first 24/7 online notary public platform, through a secure API connection. Instead of sending users to an external service, you can trigger a remote online notarization session programmatically for documents already stored in SignNow.

Here is the common flow for online notarization via SignNow API:

1. Log in to your account or sign up with your email credentials and start a free trial
2. Upload a document to your dashboard.

4. Access the completed document on your dashboard.

5. Click the Notarize option for your chosen document.

6. Pass document IDs, signer names, and email addresses to the Notarize service via the SignNow API.

7. The signer is invited to a live video session with a commissioned online notary

8. The notary verifies identity, witnesses the electronic signature, and applies a digital seal.

9. The notarized document and audit trail are returned to SignNow automatically.

This directly answers common compliance questions like “can you notarize an electronic signature and is electronic notary legal”, because the notarization itself is performed by a state-authorized notary using an approved RON platform.

Built for real-world, multi-signer use cases

If you are interested in signing a digital contract, here’s our complete guide to signing digital contracts online. But many organizations don’t just need a single signer. The SignNow–Notarize integration supports:

• Up to 10 signers per notarization session, including the initiator
  
• Signers joining from different locations, devices, and time zones
  
• Optional co-location, where multiple signers appear with the notary on the same device

From a legal standpoint, this ensures each electronic signature for notary purposes is properly witnessed and recorded, even in complex, multi-party transactions.

In addition to electronic signatures, SignNow also offers advanced document editing tools that allow you to create fillable forms by adding to your document text fields, checkboxes, and more. These features make it easy to personalize your documents and ensure they are completed accurately and efficiently.

Summary

Can you notarize an electronic signature? Yes. For SMBs, adopting electronic notarization, specifically Remote Online Notarization (RON) is a smart move toward efficiency. It offers searchable digital audit trails, faster cycle times, and the convenience of signing from anywhere.

While the technology is advanced, the premise is simple: it’s a legally valid way to verify signatures without the paper chase. By using a compliant platform like SignNow, you ensure your documents stand up to scrutiny while keeping your business moving forward.

FAQs

1. Is electronic notary legal in my state?
Electronic notary is legal in most states. The Uniform Electronic Transactions Act (UETA) and the Electronic Signatures in Global and National Commerce Act (ESIGN) allow for electronic signatures and transactions to have the same legal validity as physical signatures.

2. Do I need a special platform?
Usually, yes. You cannot just use FaceTime or Zoom. You need a platform that supports identity proofing, credential analysis, and secure recording retention. SignNow offers a secure, easy-to-use platform that meets all of these requirements.

3. Are out-of-state RONs recognized?
Commonly, yes. If a notarization is valid in the state where it was performed, other states typically recognize it. Always check the requirements of your specific state or your organization regarding RON recognition.

4. What does the notarization services for digital documents cost?
If you are using SignNow’s integration with Notarize via API, prices range from $25 per notary request (pay as you go) to $5,000+ annually for volume discounts. Prices vary by provider, so check with your service if you are using a different one.

5. How does SignNow integrate with Notarize for online notarization?
SignNow’s integration with Notarize allows you to seamlessly notarize documents directly within the platform via API. You can select your document, enter signer details, and trigger a remote notary session. The notary will apply a digital seal to your document, and you’ll receive it back automatically once notarized.

6. Can I notarize multiple documents or use multiple signers with SignNow?
Yes, you can. With SignNow’s integration, you can notarize up to 20 documents in a single document group. You can also have up to 10 signers participating in a single Notarize session, each signing from their own device.

7. What types of documents can be notarized through SignNow?
SignNow supports notarization for most business documents, including contracts, affidavits, and acknowledgments. However, documents like self-proving wills, I-9 forms, and certain vital records are not eligible for online notarization. Always check state regulations for specific document restrictions.