How to Notarize an Electronic Signature

TL;DR

Electronic notarization of signatures combines eSign workflows with a commissioned notary's attestation. Use signNow to prepare, fill, and eSign documents, coordinate with a licensed remote online notary (where allowed), capture required identity verification and notarization records, and store the completed file with an audit trail. Check state RON laws before proceeding, obtain a notary or RON provider, and keep records per retention rules. signNow provides secure eSignature, strong audit trails, and integrations that make managing notarized eSigned documents practical for HR, real estate, healthcare, and finance workflows.

What notarizing an eSignature means

Notarizing an electronic signature means a licensed notary attests to the signer’s identity and intent when a document is signed electronically. Think of it like a virtual witness who checks an ID and then stamps a digital certificate on the file. In practice you use an eSignature platform to prepare and eSign the document, then either meet a commissioned notary in-person with a printed document or use a state-approved remote online notarization (RON) service to complete the notarial act and record the notary’s certificate.

Why notarized eSignatures matter

Notarized eSignatures add a formal, legally recognized layer of identity verification and fraud deterrence, making documents stronger for courts, partners, and regulators. They reduce in-person delays, support remote closings, and improve evidentiary reliability while keeping full eSignature audit trails and metadata intact.

Common challenges and risks

• State law differences can block RON; always verify the signer’s jurisdiction before relying on remote notarization.
• Improper identity proofing increases rejection risk; weak verification methods can undermine the notarized record.
• Missing notary wording or incorrect certificate formatting may invalidate the notarization in legal proceedings.
• Poor document version control can lead to unsigned or improperly notarized copies being circulated unintentionally.

Who uses notarized eSignatures

Organizations that need legally robust identity verification and chain-of-custody use notarized electronic signatures across contracts, property closings, and regulated forms.

• Real estate firms closing remote purchases and lease agreements.
• Healthcare providers collecting consent and prescription-related forms under HIPAA rules.
• Financial services completing loan closings and high-risk account authorizations.

These use cases benefit from signNow’s secure eSignature capabilities, audit trails, and integrations to coordinate notaries and retain records.

Key user personas

HR Manager

An HR Manager uses notarized eSignatures for remote onboarding, I-9 verification support, and confidential consent forms. They prepare templates, assign signing roles, send secure eSignature requests via signNow, and keep notarized records centralized for audits and compliance reviews.

IT Administrator

IT Administrators configure authentication, SSO, and retention policies for notarized documents. They integrate signNow with enterprise systems, control user permissions, and ensure audit trails and encryption settings meet internal and regulatory requirements.

Security and compliance essentials

Encryption in transit: TLS 1.2 and TLS 1.3

Encryption at rest: AES-256 encryption

Third-party audits: SOC 2 Type II

Regulatory support: ESIGN and UETA compliant

Health data: HIPAA compliant, BAA required

International standards: ISO 27001 certified

Legal and business risks

Contract disputes: Potential invalidation

Regulatory fines: Civil penalties possible

Data breaches: Exposure of PII

Reputational harm: Loss of trust

Operational delays: Rework and resubmission

Audit failures: Noncompliant records

Real-world examples

How teams use notarized eSignatures in different industries to speed remote processes and secure documents.

Optica Ventures (COO)

Optica used simple eSign workflows to streamline investor paperwork and customer forms

• Implemented signNow templates and guided signing
• Reduced turnaround and errors for external signers

Resulting in faster closings and improved customer experience.

Xerox (NetSuite Director)

Xerox integrated signNow with NetSuite to automate approvals and signature collection

• API-driven document generation and routing
• Improved compliance and reduced manual data entry

Leading to fewer processing delays and more accurate contract records.

Step-by-step notarization workflow

Follow these clear steps to prepare, sign, and notarize a document using signNow and a licensed notary or approved RON provider.

• 01
  Confirm RON legality: Check the signer’s state permits remote online notarization before starting.
• 02
  Prepare document: Upload to signNow, add signature and notary fields, and set signer roles.
• 03
  Coordinate notary: Arrange a commissioned notary or RON provider to attend the signing session.
• 04
  Complete signing: Signer completes eSignature in signNow; notary performs identity proofing and notarizes.

How notarization workflows operate

Typical flow for notarizing an eSigned document: prepare, collect identity verification, notarize, and archive with an audit trail.

• Upload and prepare: Import file and add signature and notary fields in signNow.
• Identity verification: Use the notary or RON provider to verify signer identity.
• Notary attestation: Notary applies a digital certificate or physical seal per legal rules.
• Store and audit: Archive the notarized PDF and retain signNow audit logs.

Core signNow capabilities

signNow provides the essential tools to create, send, and manage notarizable eSign workflows while keeping documents secure and traceable.

Templates

Create reusable templates for frequently notarized documents, pre-place signature, initial, and notary fields to reduce setup time and ensure correct placement every time.

Audit Trails

Automatic, tamper-evident audit trails capture signer events, timestamps, IP addresses, and document states to support notarization records and legal evidence requirements.

Bulk Send

Send multiple notarizable documents in one action where applicable, using Business Premium to scale signature collection while maintaining individualized audit metadata.

Integrations

Connect signNow with CRMs and document systems to automate document generation and routing prior to notarization, ensuring consistent data and audit records.

Advanced features for notarization

Advanced signNow functionality supports stricter identity checks, conditional content, and enterprise controls required for notarized workflows in regulated environments.

Two-factor authentication

Require SMS or email codes for signer verification, adding an extra identity confirmation layer before notarization events occur.

Conditional fields

Show or hide fields based on previous inputs to ensure notary and jurat wording only appears when legally required.

Payments integration

Collect payments alongside signature requests when forms require fees, while preserving notarization metadata separately.

Full API access

Automate document creation, routing, and certificate capture programmatically to integrate notarization steps into enterprise systems.

Mobile apps

Use iOS and Android apps to review and sign documents on the go before coordinating notarization sessions.

Document merging

Combine fields and external data into a final notarization-ready PDF to reduce manual edits and ensure consistent records.

Best practices for notarized eSignatures

Follow these practical controls to increase validity and defensibility of notarized electronic signatures across business processes.

Verify RON eligibility before use

Confirm both the signer’s and notary’s jurisdictions permit remote online notarization and document type eligibility; document the legal basis and record the jurisdiction decision for audit.

Use strong identity proofing

Adopt multi-factor verification or credential analysis as provided by the notary or third-party ID vendor to reduce fraud risk and enhance evidentiary value of the notarized record.

Preserve complete audit records

Keep the signNow audit trail, notary certificate, session logs, and any recorded RON video or audio together with the final notarized PDF to support legal review.

Standardize templates and wording

Use approved notary language and consistent template layouts so each notarized document includes required jurat wording and notary block in the correct format.

Technical settings for notarization workflows

Configure these key settings in signNow or your integrated systems to support notarized eSignature processes and preserve compliance.

Setting Name	Configuration
Signer Authentication Method	2FA or ID check
Reminder Frequency	48 hours
Retention Period	7 years
Document Access Controls	Role-based only
Audit Log Export	CSV or PDF

Pricing and feature comparison

Pricing and features below reflect known starting prices and common capabilities as of the current data date; verify vendor sites for plan details and enterprise options.

	$8/user/mo	$8/user/mo	$13/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes, Business Premium	Varies by plan	Varies by plan	Yes, paid plans	Varies by plan
Audit Trail	Yes, full audit trail	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes, BAA required	Yes, BAA available	Yes, BAA available	Varies by plan	Yes, BAA available
Envelope Cap	No envelope cap	100 envelopes/year	Varies by plan	Varies by plan	Varies by plan

Feature availability at a glance

Quick binary or short-detail comparison across common features for signNow, DocuSign, and Adobe Sign to help choose notarization-capable platforms.

Feature	signNow (Recommended)	DocuSign	Adobe Sign
SOC 2 Type II
HIPAA (BAA)
API Access	full api	full api	full api
Mobile Apps	ios/android	ios/android	ios/android

Device and platform requirements

signNow runs on modern browsers, mobile apps, and via API; notarization steps may require additional third-party RON software or a commissioned notary's platform.

• Desktop browsers: Chrome, Edge, Safari, Firefox
• Mobile support: iOS and Android apps
• API requirements: RESTful API access

Ensure participants use supported browsers or the signNow mobile app for reliable signing sessions, and confirm any RON provider technical needs before scheduling remote notarization.

Managing audit trails and records

Detailed steps to capture, review, and store the notarization record and supporting audit data within signNow and connected systems.

01

Enable audit logging:

Turn on detailed event capture in account settings.

02

Record notary details:

Attach notary name, commission number, and jurisdiction.

03

Capture identity proof:

Store ID verification results and method used.

04

Archive final PDF:

Save the completed notarized PDF to secure storage.

05

Export logs:

Download audit reports as CSV or PDF.

06

Retention policy:

Apply legal retention schedules to records.

Timing and retention considerations

Notarization workflows include time-sensitive steps and regulatory retention obligations; plan deadlines and storage accordingly.

RON legality check timeframe:

Verify jurisdiction within 24–48 hours before signing.

Signer availability window:

Set signing deadlines to match notary availability.

Audit log retention:

Keep logs for minimum five to seven years.

Document retrieval SLA:

Allow 24 hours for final notarized copy delivery.

Record disposal timing:

Purge per company retention policy after retention period.

FAQs About notarizing eSignatures

Answers to common problems and questions when preparing and executing notarized electronic signatures using signNow and external notary services.

• How do I know RON is allowed?
  Confirm with your state notary public office whether remote online notarization is permitted for the document type, and document that confirmation before scheduling a RON session.
• Can signNow perform notarization?
  signNow provides secure eSignature and audit trails; notarization requires a commissioned notary or approved RON provider to perform the notarial act outside signNow’s core eSignature function.
• What identity checks are required?
  Notaries typically require government ID and credential analysis or multi-factor authentication; follow the notary or RON provider’s identity-proofing procedure and retain related records.
• How do I attach a notary certificate?
  Add a notary block to your template, then save the notary’s digital certificate or physical stamp image alongside the final PDF and audit trail.
• What if a signer is in another state?
  Check both the signer’s and document jurisdiction laws for RON acceptance; if not permitted, arrange in-person notarization or an alternative valid process.
• How long should I keep records?
  Retain notarized documents and audit logs according to applicable laws and internal retention policies, commonly five to seven years for many regulated industries.