What is Remote Online Notarization (RON)?

Remote Online Notarization (RON) is a convenient method where you or your clients digitally sign documents during a notary audio-video session. Following the session, you will receive the documents back digitally notarized in PDF format, providing a secure and efficient way to notarize important paperwork from the comfort of your location, anywhere in the world.

What type of documents can be signed through RON?

All documents that can be notarized traditionally can be scheduled for a RON session. Including documents you wish to apostille or authenticate through Tennessee’s Secretary of State.

Please note that documents with a signature of the Tennessee State Registrar, such as birth, death, marriage and divorce certificates) or with a signature of the Tennessee Secretary of State can be submitted for an Apostille or an Authentication without being notarized.

For more information pertaining to Tennessee’s remote online notarization, please refer to the Online Notary Public Act, TCA 8-16-301 et. seq.

What is the process for scheduling a remote online notarization (RON)?

You can visit our website, OnlineNotaryTenn.com, where you can easily book a virtual session 24/7. Just click on the BOOK NOW button.

Who can use your remote online notarization services?

We primarily work with attorneys and their clients, but we are also open to the public if they require our services.

How much does a remote online notarization session cost?

The cost for a remote online notarization session is $150.

What is an Apostille or Authentication?

An Apostille is a streamlined verification method designed to help your public documents gain acceptance across the globe, specifically in countries part of the 1961 Hague Convention. This unique certification, akin to a specialized certificate, is provided by authoritative bodies such Tennessee Secretary of State office or other entities like U.S. Federal Court Clerks or the Department of State Office of Authentications.

With an Apostille, your documents leap over the hurdles of traditional legalization processes. There’s generally no need for further validation or legal endorsement from the embassy or consulate of the country where your record is required. Enjoy a hassle-free journey to international recognition with our Apostille services.

For a country outside the Hague Convention circle, you’ll need to go through a few key steps to make sure your documents are officially recognized.

First, your documents need to get notarized. Then, these notarized documents must be certified by the County Clerk of the County where the Notary Public was commissioned and then it gets submitted to the U.S. Department of State along with the proper fee.

Online Notary Tenn does not currently offer Authentication services.

What if I need my document apostilled and how much does it cost?

If you require this additional service, the flat fee is $350, which includes the RON session, admin and travel fees to county clerk, government fees, shipping and handling via overnight delivery to and from the Office of Authentications Tennessee Secretary of State Business Services Division, providing the final apostilled documents returned to you anywhere in the U.S. There is an additional fee for international delivery.

What is the process for submitting documents for an apostille request?

Once the RON session is completed, we will hand deliver the notarized document to the County Clerk of the County where the Notary Public is commissioned and have the Notary Public’s signature certified by the County Clerk, we will complete the Apostille or Authentication Request Form (ss-4504) on your behalf, prepare a cover letter, and provide the packet via overnight delivery to the Office of Authentications Tennessee Secretary of State Business Services Division, the package will include a pre-paid overnight label, and envelope for the return of your final apostilled document to you or third party anywhere in the U.S.

What are the most common requested documents to be apostilled?

Power of attorney, Diplomas, Background checks, Corporate documents, Birth Certificates, Transcripts…and more.

How do you ensure the security of the online notarization process?

We meet securely online, signers must have two forms of ID as proof of identity, one of which must be verified through a biometric identification system and knowledge-based authentication (KBA), which is a premium second-factor authentication method that secures high-level identity verification.

Can attorneys be present on the video call during the remote online notarization session?

Absolutely, lawyers are welcome to join their clients on the video call for the remote online notarization session. It’s important for everyone participating in the session through video to show their identification to the notary. Although attorneys and other parties won’t undergo the identification verification process, they must still present their I.D. to the notary for visual confirmation.

Do you provide witnesses if they are required for the notarization?

Yes, we happily provide witnesses for your notarization needs at no extra cost. If you prefer to bring your own witnesses, it’s important that they show a valid form of identification. While your own witnesses won’t need to undergo the ID verification and Knowledge-Based Authentication (KBA) process, presenting a photo ID is still a must. Below, you’ll find a list of the acceptable forms of ID.

How long does a typical remote online notarization session last?

The duration of a typical remote online notarization session can vary. It may take anywhere from 20 to 30 minutes, or it could extend beyond an hour. The duration depends on several factors, including the level of computer proficiency of you or your clients, the number of documents being notarized, and the complexity of the paperwork. To accommodate these variables, we schedule each notarization session for 45 minutes and allow for an additional 15-minute buffer period. If the session exceeds one hour, it is considered a new session for billing purposes, ensuring that there is ample time to complete the notarization accurately and efficiently.

When do clients receive their notarized documents?

Your documents are notarized instantly, and you can receive the notarized PDF right away.

What are the acceptable identifications for remote online notary sessions?

Primary identification which must be verified:

  • Current driver’s license, including the issue and expiration date.
  • Government or state issued identification card.
  • Current U.S. passport.
  • Foreign passports must be current and stamped by the United States Immigration and Naturalization Service.
  • Temporary or permanent resident card.

Secondary identification:

  • Employment authorization card.
  • U.S. Certificate of Naturalization.
  • Certificate of Citizenship or Citizenship I.D. card.
  • Current pay stub or W2.
  • Vehicle registration with name and current address.
  • Voter Registration card.
  • Medicare or Medicaid card
  • Signed Social Security Card

If you are unable to provide any of the previously listed IDs and intend to rely on a credible witness, be aware that this witness must undergo the same thorough identification verification and Knowledge-Based Authentication (KBA) process required for signers.

What is your refund and cancelation policy?

We understand that plans can change, and we aim to be as flexible as possible. Here’s what you need to know about our refund and cancellation policy:

  • Full Refunds: If you need to cancel your session, you can receive a full refund, provided you cancel at least 24 hours before your scheduled session time. This gives us the chance to adjust our schedule accordingly and possibly accommodate other clients.
  • Cancellation and Rescheduling Fee: Cancellations or reschedule requests made with less than 24 hours’ notice are subject to a $25 cancellation and rescheduling fee. This fee helps cover the costs and resources allocated to preparing for your session.
  • After Session Start: Please be aware that once your Remote Online Notarization session begins, we are unable to offer a refund. This policy applies even if the signer does not successfully pass the Knowledge-Based Authentication (KBA) process. We encourage all signers to ensure their identification documents are ready and meet the required standards before the session starts to avoid any issues.

Thank you for understanding our policies, designed to keep our operations smooth and efficient while respecting the time and commitment of all involved parties.

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