Send the briefing in advance
Tell the client what will happen: they will meet the notary on a video call, show identification, answer some identity questions, sign electronically or on paper as the platform requires, and receive the completed document. Explain how long it usually takes and what the notary will ask.
A short, written briefing beats a long phone call, because the client can keep it open during the session.
Check identification and equipment
Ask the client to have an unexpired government-issued photo ID, a device with a camera and microphone, and a stable connection. A computer is easier than a phone for reading and signing. Ask them to test the camera and sound in advance.
The identity check may use the ID image, questions and other steps that depend on the platform and on New Jersey's rules. The notary must be physically in New Jersey while performing the act.
Look at the document first
Ask for the document ahead of time, so you can check that it is complete, that the notarial wording is present or can be added by the right person, and that the signers are named. Do not choose the notarization type for the client or tell them what a document means. If the receiving office has not said what it needs, ask the client to find out.
For a signer outside the United States, the document must relate to a U.S. matter and the act must not be prohibited where the signer is. See the abroad pages for more.
Prepare the room
Ask the signer to sit somewhere quiet and well lit, with no one else present unless they are also signing or the notary has agreed. They should not sign anything before the notary says to.
Tell them what to do if the connection drops: reconnect, tell the notary and be prepared to restart the session.
What to say when a client is nervous
Many people have never done a video notarization. Tell them the session is short, that you will guide them step by step, and that they cannot get it wrong by asking a question. Explain that the identity questions are required and not a test.
If the client is older or less comfortable with technology, offer a short practice call a day before. A few minutes of testing can save the real session.
After the session
Explain how and when the client receives the notarized document, and remind them that the receiving office decides whether to accept it. Keep your records as the state requires.
A guide you can hand to clients, with a checklist for you during the session, is in the RON Client Guide on this site. Use it with the rules and platform you work under.
Common questions
Can any document be notarized remotely?
Not all. Some offices or documents have their own rules. Ask the receiving office.
Does the signer have to be in New Jersey?
No. The notary must be in New Jersey. The signer can be elsewhere if the other conditions are met.
What if the ID will not verify?
The session may not be able to continue. Check the ID in advance and have a second option ready.
More notary guides
- Remote Online Notarization: Equipment and Internet Needs
- How remote online notarization works in New Jersey
- Remote Notarization When the Signer Is Outside the U.S.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.