Guide to an Online Notarization

Following is a decryption of the workflow a person seeking to have a document notarized, the principal, and the online notary subscribed to the platform

Initial Document and Contact/Order Information

The Notary must obtain the document to be notarized, this can be done directly from the principal to the notary by email. Alternatively, the principal can use this website doing the following. 

  1. Select a service at this website, such as, notarize a document requiring only a single signature select NEXT

  2. Add the notaries name on the Cart / Instructions page, what time the principal wishes to be contacted, and any other special instructions to the notary. 

  3. The principal then makes an account and uploads their document and optionally a photo or scan of the principal’s ID.

This is the minimum required by the website, at this time the principal can stop and the notary will communicate directly with the Notary by phone then video conference. The notary will receive the document(s) from the website administrator within 1 hour.

Optionally, the principal can continue in the website workflow by including their billing address and phone, then conclude with their payment information. The principal will receive 2 confirmation messages, one on the website and another by email, saying that a notary will contact them to schedule a video conference. The website administrator will send the completed order information to the Notary also within 1 hour.

Connect by Live Audio Video Conference

The online notary will contact the principal by phone or text with details to start a secure and encrypted video and audio conference. The notary should review the documentation and prepare an acknowledgment, if necessary, for electronic signature. The system will make reports for his or her notary journal. 

Identity Proofing and get to know the Notary

Once the principal and the notary can see, and hear, each other using the video conference tool as recommended by this solution. The notary will ask the principal for government issued ID with a photograph and a signature, such as a driver’s license or passport. The notary may ask the principal for additional information to find them in the knowledge based identity proofing systems.

There are several methods for the principal to send their ID images.

Continuing the video conference, the notary will ask the principal security questions provided by the system with 5 possible answers. The rules and guidelines are outlined in Chapter 87.70, Sub-Chapter H listed as requirements for online notarization as provided by the Texas Secretary of State.

The notary can also visually compare the principal with their ID photo. The notary will ask the principal if he or she know what you are signing and if the principal is doing so of your own free will. This is also referred to as the notarization ceremony. The Principals credit card is only used for authorization and is not charged until the process is complete. If the notary cannot positively identify the principal their credit card will not be charged.

Acknowledgement and first signatures

The notary may add an acknowledgement to the principal's document and email it to the principal for electronic signature. On the principals’ side, the process is conducted by standard pdf reader, the principal signs with their finger, mouse, or keyboard. This process is encrypted and secure. The document is then routed, to witnesses if applicable and, back to the notary who signs and stamps it electronically. At this point the process is complete all the parties will receive a final and legally signed document.

Optional Blockchain Addition

If the principal has not purchased the Blockchain option. The notary can explain to the principal that their completed document can be added to the Ethereum blockchain. The principal will not need cryptocurrency the notary will take care of the conversions and payments in the background using the back-office website. The cost for adding the blockchain option is defined in the premium services. The principal can pay online using the premium service or the notary can record the principals credit card for manual processing. The principal will receive a certificate of the blockchain transaction, similar to the one displayed below. 

Blockchain functions as a universal registrar that keeps a unique signature (also known as the hash) of the completed document, the notary or the website administer can explain this further. It is noteworthy to mention that the usefulness of adding your completed document’s signature (hash) to the blockchain is that any receiving Judge, Attorney, Bank, Hospital, or anyone desiring to check that your original document has not been altered in anyway can do so by running a standard SHA256 algorithm on the same electronic file and produce the same hash signature. This process effectively notarizes your document twice guaranteeing that it has never been modified with an immutable timestamp. This is most valuable to the receiving authorities’ years or even decades later because they can be certain that the document has not been altered in anyway.