Remote Online Notarization in Florida: Complete 2025 Guide

Jennifer and Michael Thompson had a problem. After years of searching, they finally found their dream retirement condo in Naples, Florida - but they were stuck in Chicago caring for Jennifer's father who had just been released from the hospital. The seller wanted to close in two weeks. Their real estate agent suggested they fly down for the closing, but between Michael's work schedule and Jennifer's father's medical appointments, it seemed impossible. Then their title company mentioned something called "Remote Online Notarization." Three days later, the Thompsons signed all their closing documents from Jennifer's father's living room via video call, while their Florida notary watched from Orlando. The entire process took 47 minutes. No flights booked. No hotel reservations. No frantic schedule juggling. Just their laptop, a government ID, and a secure internet connection. "I couldn't believe it was that simple," Jennifer said afterward. "We closed on a $425,000 property without ever leaving Chicago."

Stories like the Thompsons' are becoming increasingly common in Florida's real estate market. Since Remote Online Notarization became legal in Florida on January 1, 2020, thousands of buyers, sellers, and snowbirds have discovered they can complete real estate transactions without the traditional hassle of coordinating schedules and travel plans.

At Title Warehouses of America, we've facilitated hundreds of remote online closings through our partnership with Stewart Title, and we've seen firsthand how RON transforms the closing experience for our clients - especially those who split time between states or live out of the area.

But what exactly is Remote Online Notarization? How does it work? And is it really as secure as a traditional closing?

Let's break it all down.

What Is Remote Online Notarization (RON)?

Remote Online Notarization is exactly what it sounds like: getting documents notarized online through secure video technology instead of meeting a notary in person.

Here's what makes RON different from other types of notarization:

Traditional Notarization:

You meet the notary face-to-face
You sign paper documents
The notary stamps your documents with a physical seal
Everything happens in the same physical location

Electronic Notarization (E-Notarization):

You still meet the notary face-to-face
Documents are electronic instead of paper
The notary uses a digital seal
Still requires physical presence in the same room

Remote Online Notarization (RON):

You meet the notary via secure video conference
Documents are electronic
The notary uses a digital seal
Nobody has to be in the same physical location
Identity verification happens through advanced technology
The entire session is recorded and stored securely

The key difference? With RON, the notary and signer can be anywhere as long as they have internet access and the proper technology.

Why Florida Embraced RON Early

Florida was one of the first states to implement comprehensive RON legislation, passing House Bill 409 in 2019 and making it effective January 1, 2020 - right before the world needed it most.

Florida's RON law allows:

Florida-commissioned notaries to perform notarizations for anyone, anywhere in the United States
Fully remote real estate closings without any in-person contact
Both residential and commercial transactions
Flexibility for snowbirds, military members, and out-of-state buyers

This forward-thinking legislation put Florida ahead of many other states and made the Sunshine State a leader in digital real estate transactions.

How RON Works: The Complete Process

Let's walk through exactly what happens during a remote online notarization for a Florida real estate closing.

Step 1: Schedule Your RON Session

Your title company (like Title Warehouses of America) coordinates with you to schedule a convenient time for your remote online closing. Unlike traditional closings that require everyone to gather at a specific office during business hours, RON sessions can happen:

During evenings or weekends
From your home, office, or any location with internet access
On short notice (sometimes same-day scheduling is available)
Without requiring other parties to be present simultaneously

Step 2: Receive Your Closing Documents

Before your scheduled session, you'll receive secure electronic access to review all your closing documents. This gives you time to:

Read through everything carefully
Ask questions about anything unclear
Consult with your attorney if needed
Feel prepared and confident before signing

Step 3: Identity Verification (The Security Layer)

Here's where RON actually becomes more secure than traditional closings. Florida law requires multi-layered identity verification:

Credential Analysis:

You upload a clear photo of your government-issued ID (driver's license, passport, etc.)
Advanced software analyzes the security features of your ID
The system verifies the ID is authentic and not tampered with

Knowledge-Based Authentication (KBA):

You answer several multiple-choice questions about your personal history
These questions are generated from public records and credit databases
Only you would know the correct answers
Examples: "Which of these addresses have you lived at?" or "What was the amount of your mortgage payment in 2018?"

Visual Verification:

The notary sees you live on video
They compare your appearance to your ID photo
They verify you're not being coerced or under duress

This three-layer verification is far more thorough than a traditional notary just glancing at your ID in person.

Step 4: The Video Notarization Session

During your scheduled time, you join a secure video conference with a Florida-commissioned online notary. Here's what happens:

Identity Confirmation: The notary reviews your identity verification results
Document Review: The notary confirms you received and reviewed all documents
Question Opportunity: You can ask any last-minute questions
Electronic Signing: You sign documents electronically using tamper-evident technology
Notarial Act: The notary applies their electronic seal and signature
Recording: The entire session is recorded and stored securely for 10 years

The whole process typically takes 20-60 minutes, depending on the complexity of your transaction.

Step 5: Document Recording and Distribution

After the session ends:

Documents are automatically encrypted and stored
Your title company receives the fully executed documents
Documents are recorded with the appropriate county clerk's office
You receive copies for your records
Your transaction is complete!

Florida's Legal Requirements for RON

For those interested in the technical details, here's what Florida law requires:

For the Online Notary:

Must be a currently commissioned Florida notary public
Complete a 2-hour state-approved RON training course
Obtain a $25,000 surety bond
Maintain a $25,000 errors & omissions insurance policy
Register with the Florida Department of State ($10 fee)
Contract with an approved RON service provider
Must be physically located in Florida when performing RON

For the RON Platform:

Provide secure two-way audio-video communication
Offer credential analysis of government-issued IDs
Enable identity proofing (KBA or equivalent)
Create tamper-evident electronic seals
Record and store sessions securely
Maintain an electronic journal of all notarizations
Protect against unauthorized interception

For Signers:

Valid, unexpired government-issued photo ID
Reliable internet connection
Computer, tablet, or smartphone with camera and microphone
Willingness to complete identity verification process

That's it. No special software to download. No complicated setup.

The Technology Behind RON: Security You Can Trust

Many people's first question about RON is: "Is it really secure?"

The answer is yes - and in many ways, it's more secure than traditional closings.

Multi-Layer Security Protocols

Identity Verification:

Sophisticated ID analysis detecting fake or altered documents
KBA questions that only the real person can answer
Live video comparison to ID photo
Detection of deep fake technology or video manipulation

Document Security:

Military-grade encryption (typically 256-bit AES)
Tamper-evident digital seals that show if documents are altered
Blockchain-based verification in some platforms
Audit trails tracking every action on every document

Session Recording:

Complete audio-video recording of the entire session
Recordings stored securely for 10 years (Florida requirement)
Timestamped records creating undeniable proof of signing
Available for review in case of disputes

Platform Security:

End-to-end encryption of all communications
Secure cloud storage with redundant backups
Regular security audits and penetration testing
Compliance with data privacy regulations

How This Compares to Traditional Closings

In a traditional closing, a notary glances at your ID for maybe 5 seconds. They might check that the photo looks like you and that the ID hasn't expired. That's about it.

With RON, your identity goes through:

Advanced credential analysis examining dozens of security features
KBA questions verifying your personal history
Live video comparison
Facial recognition technology in many platforms

The difference is night and day.

RON vs. Mail-Away Closings: Which Is Better?

You might be wondering: "We already have mail-away closings for remote transactions. Why do I need RON?"

Great question. Let's compare:

Mail-Away Closings

How They Work:

Title company mails documents to you
You find a local notary
The local notary witnesses your signatures
You mail everything back to Florida
Total time: 5-10 business days

Pros:

Works if you don't have reliable internet
Familiar process for some people
Available through our mail-away services

Cons:

Slower (waiting for mail both ways)
Risk of documents getting lost
Need to find and pay a local notary
Documents might be signed incorrectly
Multiple trips to FedEx or UPS
Less secure (documents in transit)

Remote Online Notarization

How It Works:

Everything happens digitally via video
Total time: 1-2 days from document receipt to recording

Pros:

Fast: Close in as little as 24-48 hours
Secure: Superior identity verification
Convenient: Sign from anywhere with internet
No shipping: Everything is electronic
Coordinated: Title company handles the notary
Recorded: Complete session recording for audit trail
Error-free: Real-time guidance from notary prevents mistakes

Cons:

Requires internet access and basic technology
Must complete identity verification process
Not suitable for people uncomfortable with technology

For most people, RON is the clear winner.

Perfect Situations for Remote Online Notarization

RON isn't just for snowbirds and out-of-state buyers. It's transforming closings for many different situations:

Snowbirds Splitting Time Between States

If you spend winters in Florida and summers up north, RON means you never have to rush back for a closing or delay a transaction because you're traveling.

Real Example: Bob and Susan from Michigan close on their Sarasota condo every July while they're back home for the summer. They refinanced their Florida mortgage last year via RON without leaving Michigan.

Out-of-State Buyers

Buying Florida property as an investment or vacation home? RON eliminates the need to fly to Florida for closing.

Cost Savings:

No flights ($400-800 for two people)
No hotel ($150-300 per night)
No rental car ($50-100 per day)
No meals and incidentals ($100+ per day)
Total Savings: $700-1,500+

Military Members on Deployment

Active duty military personnel can close on Florida property even if they're deployed overseas. RON's flexibility honors those who serve our country.

Busy Professionals

Can't take time off work for a traditional closing? RON sessions can happen during lunch breaks, in the evening, or on weekends.

Health or Mobility Issues

If traveling to a title office is physically difficult, RON brings the closing to you. No need to navigate parking, stairs, or crowded waiting rooms.

Time-Sensitive Transactions

Need to close quickly? RON can often be scheduled same-day or next-day, while coordinating everyone's schedules for a traditional closing might take a week or more.

International Buyers

U.S. citizens or permanent residents buying Florida property while living abroad can complete the transaction without international travel.

Common Questions About RON in Florida

"Is a RON closing legally valid?"

Absolutely. Documents notarized through Florida RON have the exact same legal validity as traditional in-person notarizations. Florida law explicitly states that online notarizations are governed by Florida law and are deemed to have been performed within the state.

"What if I'm not tech-savvy?"

RON platforms are designed to be user-friendly. If you can make a video call on Zoom or FaceTime, you can handle a RON session. Plus, your title company will provide guidance and technical support throughout the process.

At Title Warehouses of America, we walk our clients through every step and provide technical support during remote closings to ensure smooth experiences.

"Can I use RON for any type of closing?"

Most Florida real estate transactions qualify for RON, including:

Home purchases and sales
Refinances
Home equity loans
Commercial transactions
Investment properties

However, certain documents may have specific requirements. Your title company will confirm whether your transaction qualifies.

"What happens if my internet connection drops?"

If technical issues occur, you can simply reschedule the session. Your identity verification remains valid, so you won't have to repeat that process. Most platforms include session recovery features that allow you to resume where you left off.

"How much does RON cost?"

RON fees are typically comparable to traditional notary fees, though they may be slightly higher due to the advanced technology and security involved. At Title Warehouses of America, we include RON as part of our standard closing services, with fees clearly disclosed in advance - no surprises.

The cost is usually $25-150 per notarization, but remember you're saving money on travel, time off work, and the convenience of signing from home.

"Is my personal information secure?"

Yes. RON platforms use bank-level encryption and security protocols. Your information is more secure during a RON session than when you use public WiFi at a coffee shop or send documents via regular email. All data is encrypted in transit and at rest, and platforms comply with strict data privacy regulations.

"What if I need to make changes to documents during signing?"

This depends on the type of change. Minor corrections can sometimes be made on the spot, while significant changes might require rescheduling after the title company prepares amended documents. Your notary will guide you through any issues that arise.

The Future of Florida Closings

Remote Online Notarization isn't a temporary pandemic solution - it's the future of real estate closings.

The numbers tell the story:

44 states now permit RON (as of 2025)
Florida has processed hundreds of thousands of RON transactions since 2020
Major lenders now routinely accept RON closings
Title insurance companies fully support RON transactions
Consumer satisfaction with RON consistently exceeds 95%

The convenience, security, and efficiency of RON mean it's here to stay. More and more buyers and sellers are choosing remote closings even when they could easily attend in person.

How to Get Started with RON at Title Warehouses of America

Ready to experience the convenience of remote online notarization for your Florida real estate transaction?

Here's how to get started:

Contact Our Team: Call us at 321-234-2783 or visit our contact page to discuss your transaction
Confirm Eligibility: We'll verify your transaction qualifies for RON and answer your questions
Schedule Your Session: Choose a convenient time for your remote closing - evenings and weekends available
Review Documents: We'll send you secure electronic access to review all closing documents in advance
Complete Identity Verification: Simple online process taking just a few minutes
Attend Your RON Session: Join the secure video conference at your scheduled time
Close Your Transaction: Sign electronically, and you're done! Documents are recorded and your transaction is complete

Our experienced team has facilitated countless successful remote closings through our Stewart Title partnership, and we make the process as smooth and stress-free as possible.

Traditional Closings Still Available

While we're enthusiastic about RON's benefits, we understand it's not right for everyone. Some people prefer the traditional in-person experience, and that's perfectly fine.

Title Warehouses of America offers multiple closing options:

In-person closings at our Orlando office
Remote online closings via RON
Mail-away closings for those without reliable internet
Mobile notary services where we come to you

Whatever your preference, we're here to accommodate your needs with the same professional service and transparent pricing.

Want to understand the full closing timeline and what to expect? Check out our guide to the complete Orlando home closing process for detailed information about each stage.

Ready for Your Remote Closing?

Remote Online Notarization has transformed Florida real estate closings, offering unprecedented convenience without sacrificing security or legal validity.

Whether you're a snowbird in Michigan, a busy professional in Tampa, or an out-of-state investor buying Orlando rental property, RON gives you the flexibility to close on your schedule, from your location, without the hassle of coordinating travel and time off.

At Title Warehouses of America, we're committed to making your closing experience as smooth and convenient as possible. Our team has the technology, expertise, and Stewart Title backing to ensure your remote online notarization is secure, efficient, and completely stress-free.

Contact us today to schedule your remote online closing:

Phone: 321-234-2783

Address: 6200 Metrowest Blvd, Suite 204, Orlando, FL 32835

Email: [email protected]

Learn More About Our Remote Closing Services →

Disclaimer: This article provides general information about Remote Online Notarization in Florida and should not be considered legal advice. RON availability and specific requirements may vary by transaction type and lender. Consult with qualified professionals regarding your specific situation. Information is current as of November 2025.