New York took longer than most states to sort out its remote notarization rules. The state spent years in temporary measures during and after the pandemic, running on emergency executive orders that were never meant to be permanent. Then, in late 2021, Governor Kathy Hochul signed Senate Bill S1780C into law. Full regulations followed, and by January 31, 2023, remote online notarization in New York became permanent and fully operational.
If you have documents that need to be notarized and you are not in New York, or if you are a title company or law firm trying to understand the current rules, this is where things actually stand. New York remote online notarization is no longer an emergency measure. It is permanent, it has specific requirements, and it works differently from the temporary system that came before it.
What Was in Place Before January 2023
During the COVID-19 emergency, New York allowed what was called Remote Ink Notarization, or RIN. This let notaries witness a signer via video call while the signer used a traditional pen and paper. It was not a true electronic process, the document was still ink-signed and mailed. The notary was watching on screen, which was enough to make it work at the time.
That system ended when the permanent RON law took effect on January 31, 2023. RIN is no longer permitted in New York. If someone used RIN-style notarization after that date, it would not meet current legal requirements. This catches people off guard occasionally, so it is worth being clear: the old emergency setup is gone.
How New York RON Works Under the Current Law
Under N.Y. Executive Law Section 135-c, a New York-commissioned notary must be physically located in New York at the time of performing a remote notarial act. The person signing the document, called the remote principal under the law, can be anywhere in the world, as long as the document is for use in a U.S. matter.
The session must be conducted over a live, real-time audio-video connection using a state-approved platform. Standard video tools like Zoom or Microsoft Teams are not compliant. The platform must support credential analysis, identity proofing, and secure recording. These are not features built into general conferencing software, so the notary has to work with a specialized third-party technology provider.
Identity verification under New York’s rules requires two steps. The signer goes through credential analysis, where a photo ID is reviewed by a third-party service for authenticity, and then identity proofing, which usually involves knowledge-based authentication questions. Both steps must be completed before the session begins.
The Registration Requirement That Catches People Off Guard
One detail that surprises many people is that a traditional New York notary commission is not enough to perform RON. The notary must separately register with the New York Secretary of State as an electronic notary. That registration involves submitting a sample electronically notarized document, uploading the required digital certificate, and paying a $60 fee through the state’s New York Business Express system.
There is also a training requirement. Notaries must complete a course on their chosen RON platform and pass an assessment with a score of at least 80 percent. Only after all of that is complete can they legally perform remote online notarial acts.
And there is one more thing worth knowing: when a notary gets an electronic notary license in New York, their traditional notary license is automatically canceled. They receive a new electronic notary identification number. This means a New York electronic notary can still perform traditional in-person notarizations, but they now do so under the electronic commission rather than the old one.
Recordkeeping Rules: The 10-Year Requirement
New York has some of the strictest recordkeeping rules in the country for RON. Notaries must keep audio-video recordings of every session for a minimum of ten years from the date of the notarization. They must also maintain a detailed electronic journal of all notarial acts.
If the records are stored through a third-party provider, the notary must use password-protected or otherwise secure access. The provider must be capable of archiving those recordings in a way that does not allow alteration. This has drawn some criticism from attorneys in the state, who have called the ten-year requirement unusually burdensome. But the law is clear on this point, and it stands.
What Signers Actually Need to Participate
If you are the person whose signature needs to be notarized, the setup is more straightforward than the notary’s side. You need a device with a working camera and microphone, a stable internet connection, and a valid government-issued photo ID. The ID must be current and in good condition, since the credential analysis system needs to capture and verify it clearly.
You will be asked knowledge-based authentication questions before the live session starts. These questions are typically drawn from public records and credit data, and they ask things like previous addresses, vehicle registration details, or past lenders. Most people move through them quickly. But if you have a thin credit file or have not had a U.S. address for long, this step can be a problem. In those cases, a credible witness may be an option.
Out-of-State Notaries and New York Documents
New York also recognizes RON performed by notaries commissioned in other states, under N.Y. Real Property Law Section 299. So if a signer in New York needs a document notarized and connects with a Virginia-commissioned notary, for example, New York will accept that notarization as valid, provided it was properly executed under Virginia’s law.
This is where services like Remote NotarEZ are useful for New York clients. A remote notary for New York documents does not have to be a New York notary, as long as the notary’s home state fully authorizes RON and all the session requirements are met. For individuals, title companies, and law firms dealing with time-sensitive documents, this gives more scheduling flexibility and usually faster turnaround.
A Note on What the Law Does Not Cover
Not every document can be notarized remotely in New York. Wills, for example, require in-person witnesses and notarization under New York’s Estates, Powers and Trusts Law, and RON does not satisfy that. Some estate planning documents fall into a similar category. If you are not sure whether a specific document qualifies, checking with the attorney handling the transaction or calling the notary service before scheduling saves time.
The same applies to documents that will be filed with a specific government office or court. Most accept RON-executed documents in New York today, but a small number of agencies or lenders have their own internal policies that add extra steps. Asking before the session avoids problems on the back end.
Remote NotarEZ works with individuals, law firms, title companies, and businesses on New York document notarizations. If you have a document that needs to be handled remotely and you want to confirm it qualifies under current New York law, reach out before scheduling. Document reviews are included at no charge.
Visit the New York online notary services page or go to remotenotarez.com for more information.
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