Traditional services are being reimagined for greater efficiency, accessibility, and cost-effectiveness—and the notarization of documents is no exception. More individuals and businesses are turning to online notary platforms as a popular alternative to traditional in-person document notarization. However, some question the real value and legal compatibility of these online notaries compared to traditional ones.
This guide breaks down the key distinctions between traditional and online notary services, helping you determine the best option for your business or personal demands. Right now, let’s keep scrolling to discover more!
An overview of Online And Traditional Notary
What is a Traditional Notary?
A traditional notary involves an in-person meeting with a licensed notary public who verifies identities, witnesses document signing, and applies a physical seal. This is widely accepted across legal, financial, and governmental sectors, with all types of documents. However, it can be time-consuming and often requires manual, complex steps to finalize.
What is an Online Notary?
It’s a service that enables users to get notarized online through secure digital platforms, eliminating the need for in-person meetings. Using video conferencing, users connect with a licensed notary who verifies identities via digital tools like biometric or ID checking. This process is ideal for professionals and businesses coordinating with remote teams or international stakeholders, as it can be accessed anywhere with an Internet connection.
Some key features of the online notary platforms include ensuring the best notarization:
- Identity verification via government-issued ID and KBA
- Audio-video conferencing for a high-quality interaction during notarization
- Digital document uploads, electronic signatures, and digital notary seals
- Compliance with state or national e-notarization laws and regulations.
Just as you would carefully vet procurement and contract management providers for security and accuracy, it’s essential to select a reliable online notary service. Legitify, Notarize, and Notary are the top platforms that can offer efficient and legally compliant solutions. While Legitify is highly recommended for cross-border document notarization, Notarize and Notarity target specific destinations in the U.S. and Germany, respectively.
5 Key Differences Between Online vs. Traditional Notary
#1. Convenience and Accessibility
One of the most significant advantages of online notary platforms is the ability to connect with a notary from anywhere, even 24/7, for personal support. You can easily notarize documents online with an Internet connection, your full set of documents, and valid IDs.
On the other hand, a traditional notary, however, requires more physical presence. It often involves appointments during business hours and travel to the notary’s office to finish. This doesn’t work well for businesses and individuals if they are far away from the notary.
#2. Speed and Efficiency
Online notarization is significantly faster, which offers a streamlined process where documents are uploaded, verified, signed, and notarized—often in just a few minutes. This speed and simplicity make it ideal for businesses needing quick turnarounds, especially when working across different time zones or handling urgent transactions.
With traditional notarization, there’s typically more effort involved. You need to schedule an appointment, travel to the notary’s office, and possibly wait in line. While this method is believed to be safer due to in-person exchange, the extra steps can delay the process. That’s why traditional notaries may not be a go-to choice for fast-paced work environments.
#3. Security and Compliance
Most online notary services implement robust security measures such as end-to-end encryption, multi-factor authentication, tamper-evident seals, and digital audit trails. Many are also compliant with international standards such as the U.S. ESIGN Act, EU eIDAS Regulation, and Know Your Customer (KYC) protocols. All of these can help ensure that every step of the online notarization of documents is traceable and legally binding.
Traditional notarization is often believed to be secure due to in-person identity verification. However, physical documents are more prone to being lost, damaged, or tampered with—security issues that digital solutions are specifically designed to prevent.
#4. Cost
You can directly contact online notary platforms to clarify each online notarization plan. This cost is usually fixed and includes two standard options: Business and Individual. These pricing models are often more cost-effective with different notarization services, especially for organizations or firms that require frequent document notarization at scale.
Traditional notarization fees vary depending on the notary, location, and document type. Additional costs, such as travel, wait times, and administrative expenses, can make it more challenging to predict the final expense, especially when handling high volumes.
#5. Types of Documents Notarized
Both traditional and online notary services can address different documents, like Powers of attorney, real estate documents, business agreements, and transaction contracts. However, some jurisdictions or nations restrict online notarization for specific documents. For example, British regulations demand a physical presence with the notary when swearing an oath or affidavit or making a statutory declaration to ensure the best legality.
On the other hand, traditional notaries are more flexible in notarizing certain types of documents. However, local notaries might be limited in notarizing foreign documents or taking time to confirm relevant aspects, so you might need to wait a long time to finish.
Which is the Best Option for Your Business?
Choosing between online and traditional notarization depends on your business and personal priorities, jurisdiction, country, and the types of documentation to get notarized. Here are some suggestions to help you achieve the best notarization performance.
Opt for an online notary service if:
- You need quick turnaround for contracts, HR documents, or NDAs
- Your team or clients are remote or internationally located
- You want a secure, cost-effective digital workflow
- You prioritize a sustainable, paperless environment.
Stick with traditional notarization if:
- Local laws require physical notarization for specific documents
- Your client or legal partner prefers physical interaction
- You deal with high-value property transfers or court affidavits.
Conclusion
While traditional notary services remain relevant in specific contexts, the convenience and efficiency of online notaries are transforming how documents can be notarized. Understanding the differences between these options can help you choose the best fit. Last but not least, whether you prefer an online or in-person solution, working with a trusted notary is essential to ensure the legally compliant notarization of all documents.
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Daniel Raymond, a project manager with over 20 years of experience, is the former CEO of a successful software company called Websystems. With a strong background in managing complex projects, he applied his expertise to develop AceProject.com and Bridge24.com, innovative project management tools designed to streamline processes and improve productivity. Throughout his career, Daniel has consistently demonstrated a commitment to excellence and a passion for empowering teams to achieve their goals.