As the way we sign and authenticate documents changes, many people are asking: What’s the difference between traditional notary services and electronic notarization—and what are the trade-offs? Below, we compare both methods, share their pros and cons, and give some legal context (especially in Maryland) to help you decide which option fits your needs.
First, let’s define traditional notary and Remote online motorization (RON). A traditional notary conducts notarizations face-to-face. You meet in person, present your identification, and sign your documents on paper. The notary applies a physical seal or stamp and records the details of the notarization in a journal. Depending on state law, this may be either a paper journal or an electronic journal. An approved remote online notary uses digital documents and secure platforms where signatures, seals, and verifications are completed electronically. This process is more commonly known as RON. In this scenario, the signer and notary meet virtually through a secured and protected platform. The notary verifies the signer’s identity, witnesses the signing in real time, and applies an electronic seal within the system.
Next let us discuss the Pros and Cons between traditional and RON. Here are seven aspects of notary service that we consider important.
-
Convenience & Accessibility
Traditional Notary: This method is simple and familiar. It’s ideal for people who prefer face-to-face interaction or may not feel comfortable with digital tools. Traditional notarization can take place at a notary’s office, a bank, or through a mobile notary who comes directly to your home, workplace, or another agreed location. The trade-off is that it still requires in-person scheduling, travel time (either yours or the notary’s) and coordination around availability.
RON: you can complete a notarization from your home, office, or virtually anywhere. It often offers more flexible hours and is especially convenient when signers are in different locations. The trade-off is that it requires a stable internet connection, a device with a camera, and some basic comfort with using digital tools.
-
Speed & Turnaround Time
Traditional Notary: Can be slower due to travel time, scheduling, in-person meetings, and or mailing documents.
RON: With RON getting documents notarized is quicker than ever. No travel is needed, you can connect from your home, office, or while on the go. It’s a perfect solution when multiple people in different places need to sign together, or when someone can’t leave their home. Flexible scheduling makes the whole process seamless and stress-free.
-
Cost
Traditional Notary: Usually has lower upfront costs for basic services, especially if you visit a notary at their office or bank. However, fees can increase if you use a mobile notary who travels to your location.
RON: Often saves money by cutting out travel, printing, and mailing expenses. The secure platform required for RON does have a fee, but it’s built into the notary’s overall price so you won’t see it as a separate charge.
-
Security & Fraud Prevention
Traditional Notary: Provides face-to-face ID verification and a physical seal, which many people view as highly secure. However, paper records and journals can be lost, damaged, or forged, and human error is always a possibility.
RON: Adds multiple layers of protection through advanced technology. Identity is verified with tools like knowledge-based authentication (KBA) and credential analysis, while the entire session is recorded on video and stored in a secure electronic journal. These measures create a clear audit trail, but the system does rely on strong cybersecurity—weak platforms could be vulnerable if not properly protected.
-
Legal Validity & Acceptance
It is widely accepted across industries, especially for legal, real estate, and financial documents. In certain cases—such as court filings or international transactions—an in-person signature with a physical stamp (“wet ink” notarization) is still required.
RON: Is becoming more widely accepted as many states have passed laws legalizing its use. owever, acceptance still varies. For a RON session to be valid, it must follow the notary’s state laws and be conducted through a state-approved platform.
-
Recordkeeping & Storage
Maintains a journal of notarial acts, which may be kept in paper form or, in some states, electronically. Entries typically include details such as the type of document, date, and identification presented. However, paper journals require physical storage and may be at risk of loss, theft, or damage over time.
RON: Recordkeeping is fully electronic. Approved RON notaries must maintain a secure digital journal and an audio/video recording of every notarization session—this requirement applies in all states that authorize RON. Records are encrypted, backed up, and stored online to protect against loss or tampering. Most states also require long-term retention (often 10 years or more), ensuring a reliable audit trail is always available.
-
User Comfort & Familiarity
Traditional Notary: Best suited for people who value face-to-face interaction and the reassurance of handling physical documents. The personal setting makes the process feel straightforward and familiar.
RON: Many may feel new or uncertain for some, especially those less comfortable with technology or concerned about sharing information online. Still, many clients find that once they try RON, its convenience and security quickly outweigh the initial hesitation.
Every notarization is unique, and so is the choice between traditional services and RON. If you value in-person interaction, a traditional notary may be best. But if you want to save time, avoid travel, or connect from different locations, RON is the modern solution. It’s secure, approved, and designed to make notarization simple. For many clients, remote notarization is the most convenient option. Click here!