Remote Online Notarization (RON)
Virtual Commissioning FAQs for Ontario
How exactly does remote online notarization work?
Remote Online Notarization (RON), also called virtual commissioning, allows you to complete notarization via a secure video call from anywhere in Ontario (or Canada). Here's the process: You schedule an appointment and we send you a secure video link and instructions. At the scheduled time, you log into the video call from your computer, tablet, or smartphone. The notary appears on screen and verifies your identity by having you show your government-issued photo ID on camera. You share your document (either by holding it to the camera or uploading it digitally). The notary reviews it with you, explains what you're signing, and confirms you understand and are doing so voluntarily. You digitally sign the document (using an electronic signature platform) while the notary witnesses on video. The notary then adds their digital signature and official seal to complete the notarization. You receive the notarized document electronically—usually within minutes or hours. The entire process typically takes 15-30 minutes depending on complexity. All communication is encrypted and recorded for legal compliance, ensuring there's a clear audit trail of the notarization.
Is remote online notarization legally valid in Ontario?
Yes, absolutely. Ontario has authorized Remote Online Notarization through the Commissioners for Taking Affidavits Act and related regulations. Notaries who are properly trained and credentialed can perform RON with full legal validity equivalent to in-person notarization. The electronically notarized document carries the same legal weight as a traditionally notarized document. However, not all documents qualify for RON—some still require in-person witnessing due to legal requirements or to prevent fraud. Generally, RON works well for affidavits, statutory declarations, powers of attorney, travel consent letters, and most contractual documents. Some documents requiring specific procedures (like certain international certifications) or those involving high fraud risk might not be eligible. Also, while Ontario has approved RON, acceptance depends on who will receive the notarized document. Most Canadian financial institutions, government agencies, and legal entities now accept RON documents. However, some international jurisdictions or specific organizations might still prefer in-person notarization or have their own requirements. When booking RON, inform the notary of your document type and intended use; they'll confirm whether RON is appropriate or if in-person notarization is necessary.
What do I need to have ready for a remote online notarization appointment?
Preparation ensures your RON appointment runs smoothly. Have ready: a government-issued photo ID (driver's license, passport, or provincial ID card) to show on camera during identity verification; the document you need notarized (either as a digital file you can upload or in physical form to display on camera); a computer, tablet, or smartphone with a camera and stable internet connection; a quiet, well-lit location free from distractions where you can speak privately (your home office, bedroom, or any private space works); and any questions or clarifications about the document ready so the notary can address them during the appointment. Test your technology beforehand—make sure your camera works, microphone functions properly, and your internet connection is stable. If using a document display (like holding it to the camera), ensure lighting is adequate so the notary can see the document clearly. If uploading a digital file, have it ready in PDF or image format. Have pen and paper nearby if you want to take notes. Avoid doing RON from a public location like a café where others can see your documents or overhear sensitive information—privacy and security are important. Most RON platforms send you the appointment link the day before; clicking it to test it beforehand catches any technical issues so you're prepared.
Can I use my smartphone or do I need a computer for online notarization?
Many RON platforms work on smartphones, tablets, and computers—you have flexibility. However, a larger screen (laptop or tablet) is often more practical, especially if you need to display your document to the notary on camera. On a smartphone, the screen can feel cramped if you're trying to simultaneously see the video call with the notary and view or upload documents. That said, if smartphone is your only option, most notaries can accommodate it—you can display physical documents by holding them to the camera, and the notary will guide you through the process. The key requirement is a stable internet connection (WiFi or strong cellular signal) and a device with a functioning camera and microphone. Whatever device you use, ensure your internet is reliable; losing connection mid-appointment can delay the process. If you have a choice, using a computer with a larger screen, external camera (if your laptop camera is poor quality), and wired internet connection is ideal. But if you only have a smartphone, don't hesitate to schedule RON—we work with what clients have, and the notary will accommodate your setup.
How soon can I get a RON appointment, and is there a premium charge for online notarization?
One major advantage of RON is convenience and speed. Many notaries offering RON can schedule appointments within hours or the next day, making it much faster than waiting for a mobile notary to travel to your location or coordinating an in-office visit. Some notaries offer same-day RON appointments if you book early enough in the day. As for cost, pricing varies by notary. Some charge the same rate for RON as for in-person notarization, while others charge slightly less since there's no travel time involved. A few might charge slightly more to account for technology platform fees they incur. Generally, RON pricing is competitive with or cheaper than traditional notarization, especially when you factor in savings from not having to travel to an office or waiting for a mobile notary visit. If speed is critical for you, RON is often your fastest option—you can be notarized within hours rather than days. When booking, ask about pricing and availability; most notaries can tell you the next available time slot for RON appointments. For urgent documents, mentioning this when calling often helps them prioritize scheduling.
Is online notarization as secure as in-person notarization, and how is my data protected?
Online notarization security is comparable to or exceeds in-person notarization. Reputable RON platforms use military-grade encryption for all communications, meaning documents and personal information are protected in transit. The video session is encrypted end-to-end, similar to secure medical telemedicine calls. Most RON platforms comply with Canadian data protection regulations including PIPEDA and industry standards for legal document handling. Additionally, RON creates a detailed digital audit trail—the appointment is timestamped, recorded (typically with your consent), and all actions are logged. This creates accountability and evidence for both the notary and the person being notarized. Unlike in-person notarization where documentation relies on the notary's notes, RON has technological proof of what occurred. However, security depends on the specific platform used, so choose notaries who use established, secure RON providers rather than ad-hoc video calls like Zoom (which, while convenient, isn't specifically designed for notarization and may not meet legal requirements). When booking RON, ask what platform is used and what security measures are in place. Reputable notaries will clearly explain their security protocols and may provide a privacy policy. Never complete RON through insecure channels or with notaries you haven't verified are properly commissioned.
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