If you are outside the United States and need a U.S. document notarized online, remote online notarization delays can be frustrating—especially when a real estate transaction, power of attorney, estate matter, business document, or other deadline is involved.
Remote Online Notarization (RON) can allow an eligible signer to appear before a credentialed U.S. online notary using secure audio-video technology instead of traveling to a physical location.
But RON is more than simply clicking a link and signing a document.
Depending on the applicable law and RON platform, the process can involve identity verification, credential analysis, knowledge-based authentication (KBA), electronic documents, audio-video requirements, and other technical steps.
For people signing from outside the United States, there can also be additional complications involving time zones, identification documents, internet access, and requirements from the organization receiving the document.
The good news is that many remote online notarization delays can be prevented with proper preparation.
Here are seven common causes and what you can do about them.
1. Remote Online Notarization Delays Caused by KBA or Identity Verification
One of the most common sources of remote online notarization delays is difficulty completing identity verification.
Depending on the applicable requirements and RON platform, identity verification may involve multiple methods.
One commonly used method is knowledge-based authentication (KBA).
KBA presents questions generated from information associated with the signer’s identity or history. The purpose is to help establish that the person participating in the session is the person they claim to be.
A legitimate signer can sometimes fail KBA.
This can happen for several reasons, including:
- Recently moving to a new address
- Changing your name
- Having limited credit or public-record history
- Having outdated information in relevant databases
- Not recognizing an older piece of information
- Accidentally selecting the wrong answer
If you are living abroad, your U.S. records may also be less current than they were when you lived in the United States.
How to prevent KBA delays
Before your appointment:
- Make sure the personal information you provide is accurate.
- Have your identification available.
- Complete any required pre-signing identity checks as soon as possible.
- Give yourself enough time in case an identity-verification problem needs to be resolved.
- Most importantly, don’t assume that failing KBA means you cannot complete your notarization.
The available identity-verification options depend on the applicable jurisdiction and RON provider. Your online notary can explain what the process requires and whether an alternative permitted method is available.
2. Your Identification Fails Credential Analysis
Another potential cause of remote online notarization delays is a problem with your identification document.
Credential analysis is different from KBA.
KBA evaluates information associated with you.
Credential analysis evaluates the identification credential itself.
RON technology may examine information and security features on an identification document to help determine whether it appears valid and authentic.
Problems can occur if:
- Your ID is expired
- The ID is damaged
- The image is blurry
- There is glare on the document
- Important information is obscured
- The wrong side of the ID is submitted
- The identification isn’t accepted for the applicable notarization
- The platform cannot properly analyze the credential
International signers should prepare carefully
If you are outside the United States, don’t wait until your appointment to find out whether your identification will work.
Have the physical identification document available and follow the RON platform’s instructions for capturing it.
If the platform provides a pre-check process, completing it before the appointment can help identify problems early.
Schedule a Remote Online Notarization
3. Biometric or Liveness Verification Doesn’t Work Properly
Some RON platforms may use biometric technology or liveness detection as part of identity proofing.
The exact process varies by platform and applicable law.
A biometric or liveness check may be designed to help establish that the person participating in the online session is physically present and corresponds with the identity being verified.
Problems can occur because of:
- Poor lighting
- An obstructed face
- Camera problems
- Poor image quality
- An incompatible device
- Difficulty following the platform’s instructions
- The system being unable to obtain a sufficient match
This can be particularly inconvenient when you’re trying to complete a time-sensitive document from another country.
How to reduce biometric delays
Before your appointment:
- Use a device with a functioning camera.
- Choose a well-lit location.
- Make sure your face is clearly visible.
- Follow the platform’s instructions carefully.
- Avoid switching devices during the verification process unless instructed.
- Complete any available technology or identity pre-check.
If the system cannot complete a particular verification step, don’t repeatedly guess or restart the process without guidance. Contact the appropriate support or your notary so the issue can be handled correctly.
4. Your Internet Connection or Device Creates a Problem
RON depends on real-time audio-video communication.
If your internet connection is unstable, your camera isn’t working, or your browser doesn’t meet the platform’s requirements, the appointment can be delayed or interrupted.
Common technology problems include:
- Weak Wi-Fi
- Unstable internet
- Camera permissions being disabled
- Microphone permissions being disabled
- Unsupported browsers
- Outdated software
- Low battery
- Device compatibility problems
- Corporate or public networks restricting certain functions
For someone living abroad, this can become even more important if you’re signing from a hotel, airport, coworking space, or other location with unpredictable internet.
How to prevent technology-related delays
Before your RON appointment:
- Use a reliable internet connection.
- Fully charge your device.
- Confirm that your camera works.
- Confirm that your microphone works.
- Use the browser or device recommended by the RON platform.
- Complete any available system test.
- Avoid public Wi-Fi when possible.
- Choose a quiet, private location.
Don’t wait until your appointment begins to discover that your browser won’t allow camera access.
A few minutes of preparation can prevent a much longer delay.
5. Your Documents Aren’t Ready for Remote Notarization
Sometimes the problem isn’t the signer or the technology.
It’s the documents.
If the document package isn’t finalized before your appointment, the notary may not be able to proceed.
Potential problems include:
- Missing documents
- Incorrect names
- Incorrect dates
- Missing notarial certificates
- Incorrect notarial wording
- Documents being revised at the last minute
- Missing signatures or required fields
- The receiving organization changing its instructions
This is particularly important for real estate transactions.
If you’re selling or purchasing U.S. property while living abroad, your title company, escrow officer, lender, or attorney may have specific requirements for which documents must be notarized and how they must be executed.
Don’t make document changes yourself
If you notice a problem in your documents, contact the professional who prepared or provided them.
Depending on the transaction, that may be:
- Your title company
- Escrow officer
- Lender
- Real estate attorney
- Other transaction professional
A notary’s role is generally to perform the authorized notarial act—not to rewrite legal documents or change the terms of a transaction.
6. You Aren’t Prepared for the Online Signing
Another common cause of remote online notarization delays is simply being unprepared when the appointment begins.
You may need to have several things ready:
- Your identification
- The required device
- A functioning camera and microphone
- A reliable internet connection
- A private location
- The finalized documents
- Any required witnesses
- Enough uninterrupted time
You should also understand who to contact if you have questions about the document itself.
For example, if you’re signing a real estate document and have a question about the purchase price, loan terms, settlement statement, or legal effect of the document, the notary generally isn’t the person who should answer that question.
Contact your escrow officer, title company, lender, or attorney.
Give yourself enough time
Don’t schedule your RON appointment immediately before a flight, work meeting, court appearance, or another time-sensitive event.
Although many online notarizations can be completed efficiently, the exact appointment length depends on the documents, number of signers, identity-verification requirements, and other circumstances.
Build some flexibility into your schedule.
7. International Time Zones and Last-Minute Changes Cause Delays
For people living outside the United States, one of the most overlooked sources of remote online notarization delays is scheduling.
Your notary may be operating on U.S. time while you are in another country.
A signing scheduled for 2:00 p.m. Pacific Time, for example, may occur in the middle of the night depending on where you are located.
This can become particularly complicated when your signing is connected to a U.S. real estate closing or another deadline.
Last-minute changes can also create problems.
For example:
- The title company sends revised documents.
- The lender changes a requirement.
- A signer becomes unavailable.
- A document requires an additional signature.
- The closing deadline moves.
- A receiving organization requests an additional authentication step.
How to prevent scheduling problems
- When scheduling your appointment:
- Confirm the time zone.
- Confirm the date.
- Make sure all required signers know the appointment time.
- Leave enough time before your closing deadline.
- Tell your closing team if you are traveling or changing locations.
- Don’t assume a last-minute document change can be accommodated immediately.
If you’re coordinating a U.S. transaction from another country, communicate with your title or escrow team early.
KBA vs. Credential Analysis vs. Biometrics
If you’re new to RON, the terminology can be confusing.
These identity-verification methods serve different purposes.
|
Method |
What It Generally Does |
|
KBA |
Uses questions based on information associated with the signer’s identity |
|
Credential Analysis |
Evaluates the identification credential |
|
Biometrics/Liveness |
May evaluate characteristics or activity associated with the signer to help establish identity or presence |
|
Audio-Video Session |
Allows the notary and signer to communicate and interact remotely |
Not every RON appointment uses all of these methods.
The specific identity-proofing process depends on the applicable jurisdiction and technology platform.
The important takeaway is that identity verification is a multi-step part of RON, not simply showing your ID to a camera.
Preparing for each part of the process can reduce the likelihood of delays.
How Long Does Remote Online Notarization Take?
Many RON appointments can be completed relatively quickly, but there is no universal appointment length.
The time required can depend on:
- Number of documents
- Number of signers
- Number of notarizations
- Identity verification
- KBA or other identity-proofing requirements
- Technology issues
- Questions about the documents
- Corrections or last-minute changes
If you’re signing from abroad, allow additional flexibility.
The goal should not be to finish as quickly as possible.
The goal is to complete the notarization correctly.
Remote Online Notarization Delays: A Simple Preparation Checklist
Before your appointment, confirm:
Identity
- You have your physical identification available.
- Your identification is acceptable for the applicable notarization.
- You understand that identity verification may be required.
- You have completed any available pre-check.
Technology
- Your device is compatible.
- Your camera works.
- Your microphone works.
- Your internet connection is reliable.
- Your browser is supported.
- Your device is charged.
Documents
- Your documents are finalized.
- Your name is correct.
- You know which documents you’re signing.
- Your title, escrow, lender, attorney, or other document provider has confirmed the signing requirements.
Scheduling
- You know the correct time zone.
- All required signers will be available.
- You have enough uninterrupted time.
- You have allowed time before your transaction deadline.
Location
- You are in a private location.
- The area is well lit.
- Background noise is limited.
- Your internet connection is stable.
What If Your Remote Online Notarization Is Delayed?
If something goes wrong during a RON appointment, don’t panic or assume that the entire transaction has failed.
The appropriate next step depends on what caused the problem.
For example:
KBA problem: Your RON provider may have another permitted identity-verification process available, depending on the applicable requirements.
ID problem: You may need to provide a different acceptable credential or resolve the issue before proceeding.
Technology problem: Moving to a stronger internet connection or compatible device may solve the problem.
Document problem: Your title company, escrow officer, lender, attorney, or document provider may need to correct or replace the document.
Scheduling problem: The appointment may need to be rescheduled.
The key is identifying the problem before your closing deadline whenever possible.
How to Avoid Remote Online Notarization Delays When Living Abroad
If you regularly need U.S. documents notarized while outside the United States, preparation is especially important.
Start with the organization that will receive your document.
Ask:
- Does this document need to be notarized?
- Can it be notarized remotely?
- Does the receiving organization accept a remotely notarized document?
- Does the document need an apostille?
- Is authentication required?
- Are there witness requirements?
- Is there a specific state or notary requirement?
- Is there a deadline?
Once you know the requirements, schedule your notarization with enough time to address unexpected problems.
Schedule a Remote Online Notarization with Atlas Notary
Need an Online U.S. Notary While You’re Abroad?
Atlas Notary connects clients around the world with credentialed U.S. online notaries for Remote Online Notarization.
Our services can be useful for U.S. citizens and non-U.S. citizens who need eligible U.S. documents notarized while they are outside the United States.
Common situations include:
- U.S. real estate transactions
- Powers of attorney
- Estate documents
- Business documents
- Affidavits
- Deeds and other property documents
- Other documents requiring a U.S. notarial act
Atlas Notary also provides apostille-related services for documents that need authentication for use abroad.
Request Apostille Services with Atlas Notary
The Bottom Line
Remote online notarization delays are often preventable.
The most common problems involve identity verification, credential analysis, KBA, biometric or liveness checks, technology, document readiness, signer preparation, and international scheduling.
If you’re outside the United States, don’t wait until the last minute to figure out how your document will be notarized.
Confirm the requirements with the organization receiving the document, prepare your identification and technology, make sure your documents are finalized, and schedule your appointment with enough time to resolve unexpected issues.
That preparation can make the difference between a straightforward online signing and a last-minute scramble.
Important Note
Remote Online Notarization requirements vary by state, jurisdiction, document type, transaction, and technology provider. KBA, credential analysis, biometrics, and other identity-proofing methods are not necessarily used in every RON transaction. This article provides general educational information and is not legal advice. Always confirm the requirements for your specific document and intended use with the organization receiving it and the appropriate legal or transaction professional.