Understanding Notary Services in Pennsylvania — Including Remote Online Notarization
For many people, needing a notary happens during an important life moment — buying a home, signing legal paperwork, handling estate matters, authorizing medical forms, or managing business documents.
And yet, there’s still a lot of confusion about what a notary public actually does.
As a commissioned Pennsylvania Notary Public and Remote Online Notary (RON) using BlueNotary, I thought it might help to explain not only what notaries can do, but also what Pennsylvania law says we cannot do.
Especially now, as Pennsylvania continues updating notary regulations and remote notarization procedures. (Pennsylvania Government)
What Does a Notary Public Actually Do?
A notary public is an impartial official commissioned by the Commonwealth of Pennsylvania to help deter fraud and verify identity during the signing of important documents.
In simple terms, a notary’s role is to:
- Verify the identity of the signer
- Confirm the signer is willing and aware
- Witness signatures when required
- Administer oaths or affirmations
- Complete the notarial certificate properly
A notary is not there to give legal advice, choose forms, or explain legal consequences. That distinction is extremely important.
What a Pennsylvania Notary Cannot Do
This is where many misunderstandings happen.
Under Pennsylvania law, notaries cannot:
- Give legal advice unless they are also a licensed attorney
- Tell someone which legal form they need
- Explain legal rights or consequences
- Prepare legal documents for others unless separately qualified to do so
- Notarize a document if the signer is not present (either physically or through approved remote communication technology)
- Ignore identification requirements
- Notarize incomplete documents
In other words, a notary verifies identity and witnessing requirements — but does not act as an attorney or legal advisor.
If someone needs legal guidance, they should always consult a qualified attorney.
What Is Remote Online Notarization (RON)?
Remote Online Notarization, often called RON, allows documents to be notarized securely online using approved audio-video technology.
Pennsylvania permanently authorized remote notarization under its Revised Uniform Law on Notarial Acts (RULONA), and remote notaries must comply with strict state rules and approved technology requirements. (Pennsylvania Government)
As a Pennsylvania-authorized remote online notary using BlueNotary, I can notarize eligible documents remotely for clients who may be:
- Busy professionals
- Elderly or homebound individuals
- Travelers
- Out-of-state clients
- Families handling urgent paperwork
- Businesses needing faster document turnaround
The signer and notary meet through a secure online video session, identity verification is performed electronically, and the notarized document is completed digitally. (Pennsylvania Government)
Important Pennsylvania Rules About Remote Notarization
Pennsylvania has specific requirements for remote notarization, including:
- The notary must be physically located in Pennsylvania during the notarization
- Approved communication technology must be used
- The session must include identity verification procedures
- Audio-video recordings must be retained according to state rules
- The notarial certificate must indicate communication technology was used
- Certain document types may still require in-person notarization or may not be accepted remotely by every agency or institution
Recent Pennsylvania regulatory updates that became effective in late March also clarified additional requirements involving remote and electronic notarization procedures and fee structures. (Pennsylvania Code & Bulletin)
Because laws and acceptance policies can vary, it is always wise to verify whether the receiving agency, court, title company, or institution will accept remote notarization for your specific document.
What Documents Can Be Notarized Remotely?
Many common documents can potentially be notarized remotely, including:
- Affidavits
- Powers of attorney
- Business documents
- Consent forms
- Contracts
- Certain estate planning documents
- Authorization forms
However, some transactions may still require in-person notarization depending on state agency rules or institutional policies.
For example, Pennsylvania title work involving vehicle certificates may still have restrictions regarding remote notarization. (Notary.org)
Copy Certifications and Remote Notarization
Pennsylvania notaries may certify copies of certain original documents by confirming that the copy presented is a true and accurate reproduction of the original.
However, not all documents may be copy-certified by a notary. Government-issued vital records such as birth certificates, death certificates, marriage certificates, and certain court or state-issued documents must be obtained directly from the issuing agency.
While Pennsylvania permits remote online notarization for many services, I currently provide copy certification services in person only.
This policy allows me to carefully examine the original document directly, maintain the integrity of the notarization process, and help reduce the risk of altered, incomplete, or fraudulent documents being presented electronically.
My goal is always to provide professional, compliant, and secure notarial services while protecting both the client and the integrity of the documents involved.
Why People Appreciate Remote Notary Services
One of the biggest benefits of remote notarization is convenience.
Instead of traveling, waiting in line, or coordinating schedules, many people can complete the process from home or office — often much faster than traditional appointments.
For clients with mobility issues, transportation limitations, demanding work schedules, or urgent document needs, remote notarization can be incredibly helpful.
Final Thoughts
Whether notarization happens in person or remotely, the goal remains the same:
protecting the integrity of important documents and helping prevent fraud.
A notary’s role is built on neutrality, careful identification practices, and following Pennsylvania law precisely.
If you have questions about whether your document may qualify for remote notarization, I’m always happy to discuss the process and help determine the next steps.
Disclaimer: Notary services do not constitute legal advice. If you require legal guidance regarding your documents, please consult a licensed attorney.