Remote online notarization (RON) makes it possible to notarize eligible documents through a secure online video session instead of meeting a notary in person. However, identity verification failures, technical issues, incomplete paperwork, and document acceptance requirements can interrupt the process. Most common remote online notarization problems can be reduced by preparing your identification, checking your technology, reviewing your documents, and confirming that the receiving institution accepts online notarization before your appointment.
Whether you are signing a real estate document, power of attorney, affidavit, or another important record, knowing what can go wrong helps you avoid unnecessary delays and rescheduling.
What Are the Most Common Remote Online Notarization Problems?
The most common remote online notarization problems involve identity verification, internet connectivity, incompatible devices, missing information, and restrictions imposed by the organization receiving the notarized document. Identifying these potential issues before your appointment can help you complete the process more efficiently.
Here are the problems to watch for:
Problem | Why It Happens | Recommended Solution |
|---|---|---|
Identity verification failure | The platform cannot verify the signer’s identity | Check identification details and follow the platform’s verification instructions |
Poor internet connection | Video or audio becomes unstable | Use reliable internet and test your connection beforehand |
Incompatible device | The device or browser does not support the platform | Check the platform’s technical requirements |
Incomplete documents | Required fields, attachments, or information are missing | Review the document package before the session |
Document rejection | The receiving institution does not accept the notarization format or method | Confirm acceptance with the receiving institution in advance |
Missing witnesses | Required witnesses are unavailable or improperly arranged | Confirm witness requirements before scheduling |
Session interruption | The signer loses access or cannot complete the process | Contact the notary or platform provider to arrange the next step |
Understanding these issues is particularly important when a signing involves a deadline, a real estate transaction, or documents that require additional witnesses.
Why Does Identity Verification Fail During Remote Online Notarization?
Identity verification can fail when the notarization platform cannot reliably confirm who you are using the required identification and identity-proofing procedures. In Florida, online notarization generally involves presenting a government-issued identification credential remotely, credential analysis, and identity proofing unless the notary can establish identity through personal knowledge under applicable law.
Identity verification is a critical part of the process because the notary must confirm the signer’s identity before proceeding.
What Can Cause an Identity Verification Failure?
Several issues can prevent a platform from verifying your identity:
Expired or unsupported identification: Your credential may not meet the platform’s requirements.
Poor image quality: Glare, shadows, blur, or cropped edges can make your identification difficult to analyze.
Mismatched personal information: Differences in names, dates of birth, or other identifying details may create verification difficulties.
Failed identity questions: You may be unable to answer questions generated by the identity-proofing system correctly.
Insufficient verification records: The system may not have enough information to authenticate your identity.
Technical processing errors: A temporary platform issue may prevent the verification process from completing.
A failed verification does not necessarily mean that your identification is fraudulent or invalid. It means the required verification process has not been completed successfully.
How Can You Prevent Identity Verification Problems?
Before your appointment, take these precautions:
Check whether your identification meets the platform’s requirements.
Make sure your ID is current, readable, and not damaged.
Enter your personal information accurately.
Take photographs of your identification in good lighting if the platform requests them.
Follow the platform’s instructions for identity questions or additional verification.
Contact the notary if verification fails repeatedly.
In Florida, if the required identity-verification methods cannot establish the signer’s identity, the online notary cannot proceed with the notarization under the applicable statutory requirements.
If you have concerns about your identification or eligibility, discuss them with the notary before the scheduled session rather than waiting until the signing begins.
How Do Internet and Video Problems Affect Online Notarization?
A stable internet connection and functioning audio-video equipment are essential for remote online notarization. If the notary cannot communicate clearly with the signer or complete the required verification and recording procedures, the session may need to pause or be rescheduled.
Unlike a simple video call, a notarization session involves formal identity verification, communication, and document execution requirements.
What Technical Issues Can Interrupt a RON Session?
Common technical problems include:
Slow or unstable internet connections
Frozen video or delayed audio
A microphone or camera that does not work
An outdated browser or unsupported device
Browser permissions that block the camera or microphone
Software updates that interrupt the session
Battery or power failures during the appointment
Even a short interruption can create problems if the notary cannot confirm the signer’s identity, communicate adequately, or complete the required procedures.
How Can You Avoid Technical Difficulties?
Use this pre-appointment checklist:
Test your internet connection before the session.
Use a laptop, desktop, tablet, or smartphone supported by the selected platform.
Check that your camera and microphone work properly.
Allow the browser or application to access your camera and microphone.
Close unnecessary applications that may consume bandwidth.
Charge your device or keep it connected to power.
Find a quiet, well-lit location with minimal distractions.
Keep the session invitation and contact information available.
Whenever possible, use a reliable private internet connection instead of public Wi-Fi. A stable connection and a quiet setting make it easier to communicate with the notary and complete the required steps.
For additional information about the process, review Signing With Lissy’s remote online notarization services.
What Happens If Your Documents Are Incomplete or Incorrect?
Incomplete or incorrectly prepared documents can delay remote online notarization because the notary may be unable to proceed with the document as presented. Missing information, incorrect names, blank required fields, or an unsuitable notarial certificate may require clarification or a corrected document before the session can continue.
The notary can identify certain procedural issues, but the person or organization responsible for preparing the document may need to correct substantive errors.
Which Document Errors Can Cause Delays?
Look out for these common problems:
Missing information. Required names, dates, descriptions, or other details may be absent from the document.
Incorrect signer details. A name on the document may not match the information supplied for the appointment or the identification presented.
Missing attachments. A document may refer to an exhibit, schedule, or additional page that has not been included.
Incorrect notarial certificate. The certificate may contain wording that does not match the required notarial act or applicable requirements.
Wrong document version. The signer may have uploaded an outdated version or a draft that has not been approved.
Unclear signing instructions. The signer or notary may not know which pages require signatures, initials, or other actions.
How Should You Prepare Your Documents?
Use the following steps before the session:
Confirm that you have the final version of the document.
Check the spelling of the signer’s name and other identifying information.
Make sure all required pages and attachments are included.
Review the document for blank fields that need to be completed before notarization.
Confirm whether witnesses are required and how they must participate.
Ask the document preparer or receiving institution about any special instructions.
Do not fill in uncertain legal terms or change the substance of a document simply to make it easier to notarize. If a legal provision or certificate is unclear, ask the document preparer or an attorney for guidance.
For signings arranged through a title company, lender, or attorney, resolve document questions with the responsible party before the appointment whenever possible.
Can a Document Be Rejected Even After Online Notarization?
Yes. A completed online notarization does not automatically guarantee that every bank, court, government agency, lender, title company, or other recipient will accept the document. Acceptance may depend on applicable law, the document type, the recipient’s policies, and the requirements of the underlying transaction.
This is one of the most important issues to address before booking a remote online notarization.
Why Might an Organization Reject a Notarized Document?
There are several possible reasons.
The recipient does not accept the notarization method. Some organizations may have restrictions on remote online notarization for particular transactions or documents.
The document requires additional formalities. A document may require witnesses, specific certificate wording, or other execution requirements beyond notarization alone.
The document format is unsuitable. A recipient may require a particular electronic format, an original paper document, or a specific delivery method.
The transaction has special requirements. Real estate closings, lender transactions, estate documents, and court filings may involve rules that differ according to the document and jurisdiction.
The notarization does not satisfy applicable requirements. A procedural or certificate issue may need to be reviewed before the recipient can accept the document.
The important distinction is that notarization and document acceptance are separate questions. A notary performs a notarial act, while the recipient determines whether the document satisfies its requirements, subject to applicable law.
How Can You Confirm Acceptance Before the Appointment?
Before proceeding, contact the organization that will receive the document and ask:
Do you accept remote online notarization for this specific document?
Are there any state, jurisdiction, or transaction-specific restrictions?
Must the document be signed electronically, or is another format required?
Are witnesses required, and can they participate remotely?
Is a particular notarial certificate or platform required?
How must the completed document be delivered?
If the document is part of a real estate closing or loan transaction, confirm the requirements with the lender, title company, settlement agent, or attorney responsible for the transaction.
Signing With Lissy also advises clients to confirm eligibility because some lenders and title underwriters impose specific RON requirements or restrictions. You can review the site’s RON process and service details before arranging your appointment.
What If Your Online Notarization Requires Witnesses?
A remote online notarization may require one or more witnesses, depending on the document and applicable law. If the required witnesses are missing, cannot be properly identified, or cannot participate in the required manner, the notarization may be delayed.
Witness requirements should be confirmed before the appointment rather than assumed.
How Can You Avoid Witness-Related Problems?
First, ask the document preparer or receiving institution whether witnesses are required and how many are needed. Then confirm whether the witnesses must be physically present with the signer or may participate remotely under the applicable rules.
Before the session, make sure each required witness:
Knows the appointment time and has received any necessary invitation.
Has an appropriate device and reliable internet access if participating remotely.
Can complete any required identity verification.
Understands when to join and what participation is expected.
Meets any applicable eligibility requirements.
Florida law includes specific rules for online notarization and the witnessing of electronic records. The correct procedure depends on the document and the role each person is performing.
Do not assume that a witness can be added informally after the session begins. Ask the notary to confirm the arrangements before proceeding.
What Should You Do If Your Remote Notarization Session Fails?
If a remote notarization session fails, stop and identify the reason before attempting to continue. Depending on the problem, you may need to retry identity verification, reconnect to the platform, correct the documents, or schedule a new appointment.
A failed session does not automatically mean you must start the entire process over, but the appropriate next step depends on what was completed and the platform’s procedures.
Step 1: Identify the Cause
Determine whether the problem involves identity verification, internet connectivity, the video platform, missing paperwork, witness availability, or document eligibility.
If an error message appears, save the wording or take a screenshot that does not expose unnecessary sensitive information.
Step 2: Contact the Notary or Platform Provider
Explain what happened and ask whether the issue can be resolved during the current appointment. The notary may be able to help you troubleshoot access or clarify the next step.
If identity verification fails, do not assume that the notary can bypass the required process.
Step 3: Correct Any Document Problems
If the issue involves missing information, an incorrect document version, or an unsuitable certificate, contact the person or organization responsible for preparing the paperwork.
Make sure the corrected version is approved before scheduling another session.
Step 4: Confirm Whether You Need a New Appointment
Ask whether the session can resume or whether a new invitation and appointment are necessary. Do not assume that a partially completed session can simply continue without following the platform’s and notary’s procedures.
Step 5: Recheck the Recipient’s Requirements
If the problem involves document eligibility or acceptance, contact the receiving institution before trying again. This helps prevent repeated sessions that cannot satisfy the transaction’s requirements.
If you need assistance coordinating a new appointment or confirming RON availability, you can contact Signing With Lissy.
Is Remote Online Notarization Always Available for Every Document?
No. Remote online notarization is not automatically suitable for every document or transaction. Availability depends on applicable law, the notary’s authorization, the document’s requirements, and whether the receiving institution will accept the completed notarization.
Florida authorizes registered online notaries to perform online notarizations under Chapter 117 of the Florida Statutes. However, that authorization does not mean every document is eligible or that every recipient must accept every notarization format.
What Should You Check Before Booking?
Confirm these four things:
Notary authorization: Is the notary authorized to perform the required online notarization?
Document eligibility: Can this document be notarized remotely under the applicable rules?
Recipient acceptance: Will the organization receiving the document accept this method?
Execution requirements: Are special witnesses, certificates, electronic formats, or other formalities required?
For authoritative information, consult the Florida Department of State’s Remote Online Notary Public guidance and the applicable provisions of Chapter 117 of the Florida Statutes.
These official resources explain the regulatory framework for Florida online notaries. For questions about whether a particular legal document will be accepted, contact the receiving institution or a qualified attorney.
How Can You Prepare for a Smooth Remote Online Notarization?
The best way to avoid remote online notarization problems is to prepare your identity documents, technology, paperwork, witnesses, and recipient requirements before the appointment. A few simple checks can reduce preventable interruptions and help the session proceed more efficiently.
Use this final checklist before your scheduled session.
Remote Online Notarization Preparation Checklist
Confirm that the document is eligible for remote online notarization.
Ask the receiving institution whether it accepts the notarization method.
Prepare acceptable identification and check that it is readable.
Confirm that the signer’s details match the document.
Review all pages, attachments, and required fields.
Confirm witness requirements and availability.
Test your internet connection, camera, microphone, and device.
Open the platform invitation and check access instructions.
Find a quiet, well-lit location where you can participate without interruptions.
Keep the notary’s contact information available in case something goes wrong.
If you are unsure about any requirement, resolve the question before the session rather than hoping it will not cause a problem.
Frequently Asked Questions About Remote Online Notarization Problems
Why does my ID keep getting rejected during online notarization?
An ID may be rejected because the image is unclear, the credential is unsupported, the information does not match, or the platform cannot complete its identity checks. Check the platform’s requirements and contact the notary if the problem continues.
Can I complete remote online notarization on my phone?
Often, yes, but it depends on the platform’s supported devices and technical requirements. Check compatibility, camera and microphone permissions, and internet stability before your appointment.
What happens if my internet disconnects during notarization?
The session may pause or need to be restarted, depending on the circumstances and platform procedures. Contact the notary promptly and follow their instructions rather than assuming the notarization was completed.
Can I use remote online notarization if my document has blank fields?
It depends on the document and the nature of the missing information. Required fields may need to be completed before notarization. Ask the document preparer or notary which issues must be resolved first.
Can a bank or title company refuse an online-notarized document?
Yes, a recipient may decline a document if it does not meet applicable legal, transaction, or institutional requirements. Confirm acceptance with the bank, title company, lender, or other recipient before scheduling the session.
Is a failed online notarization legally valid?
Not necessarily, and the answer depends on what occurred and the applicable law. A failed identity check or interrupted session may mean the notarial act was never completed. If the status is unclear, ask the notary to explain what was completed and what steps are needed next.
Can I switch to an in-person notary if online notarization fails?
Possibly. An in-person appointment may be a suitable alternative if the document and transaction permit it. Confirm the recipient’s requirements and arrange the appropriate notarial act before proceeding.
Who should I contact if my remote notarization keeps failing?
Start with the notary or platform provider to identify technical or verification issues. If the problem concerns document wording or eligibility, contact the document preparer, receiving institution, or an attorney as appropriate.
Final Thoughts
Remote online notarization can make signing more convenient, especially when participants are in different locations or cannot meet in person. However, a smooth session depends on more than having a working video connection.
Identity verification, reliable technology, complete documents, available witnesses, and recipient acceptance all matter. Addressing these requirements before your appointment can reduce delays and help you avoid unnecessary rescheduling.
If you need help determining whether remote online notarization is appropriate for your transaction, reach out to Signing With Lissy to discuss the document and confirm the next steps.
