Remote online notarization has made it easier and more convenient for signers to complete important transactions without being physically present with a notary. But with that convenience comes an important reminder for notaries:

When you are performing a remote online notarization, you are not just on a video call.

You are on a recording.

That distinction matters.

That means the recording may be reviewed later by parties involved in the transaction. And if there is ever a dispute, complaint, investigation, or litigation, every word, facial expression, pause, comment, and visual detail may be scrutinized.

For that reason, my advice to notaries is simple:

Less is more.

Stay Focused on the Notarial Act

During the recorded portion of a remote online notarization, the notary’s role should be clear, neutral, and limited to the notarial act.

Your job is to follow the required procedure, confirm the signer’s identity, confirm willingness and awareness, complete the notarization, and properly document the act.

This is not the time for casual conversation.

Avoid idle chit-chat about the weather, personal experiences, past remote notarizations, or unrelated topics. While those conversations may feel harmless in the moment, they create unnecessary content on a recording that may be preserved for years.

The more you say, the more there is to review, interpret, question, or take out of context later.

Avoid Conversations About the Transaction

Notaries should also be careful not to engage in conversations about the signer’s transaction, documents, lender, attorney, realtor, title company, loan officer, or any frustrations they may have with the process.

For example, a signer may make a comment such as:

“My loan officer has been terrible through this whole process.”

“My attorney never explained this to me.”

“I don’t really understand why I’m signing this.”

“Is this document okay?”

“Will this be recorded right away?”

“Is my information secure?”

These types of comments can easily pull a notary into a conversation that goes beyond the notary’s role.

Even if your intention is simply to be kind, helpful, or reassuring, you do not want to say anything that could later be characterized as legal advice, bias, influence, lack of objectivity, or a promise about something outside your control.

Reassure Without Making Promises

It is natural to want to make the signer feel comfortable, especially if they are nervous, frustrated, confused, or unfamiliar with remote online notarization. A calm and professional notary can absolutely help a session run smoothly.

But there is a difference between guiding someone through the notarial steps and making promises on camera.

Once the recording starts, be very careful about statements such as:

“The platform is completely secure.”

“The lender will take care of that.”

“The title company will handle it.”

“Your attorney already approved this.”

“This document is valid.”

“Everything will close on time.”

“You won’t have any issues.”

Those statements may feel harmless in the moment, but they can create problems later. They may also involve matters outside the notary’s knowledge, authority, or control.

You can explain what you are doing as the notary. You can explain the steps necessary to complete the notarization. But broader questions about privacy, security, transaction logistics, document validity, legal effect, funding, recording, or what another party will do should generally be handled off camera, before or after the recorded session, when appropriate.

The goal is not to be cold or unhelpful. The goal is to be professional, neutral, and careful.

Stick to Your Script

One of the best ways to protect yourself during a remote online notarization is to use a script.

A script helps ensure that you are covering what must be covered without wandering into unnecessary conversation. It also creates consistency from one notarization to the next.

Your script should focus on the required elements of the notarization, such as identity verification, willingness, awareness, confirmation of the document being notarized, and any required disclosures or statements.

When you stick to your script, you reduce the risk of saying something that could later be misunderstood or mischaracterized.

Be Mindful of What the Camera Captures

The recording captures more than your words.

It also captures your environment.

Before beginning a remote online notarization, look carefully at what is visible behind you. Your background should be professional, neutral, and private.

Avoid having anything visible that could be distracting, inappropriate, confidential, or misunderstood, including:

Political signs or slogans
Personal documents
Client files
Family information
Confidential paperwork
Strong opinion-based posters or messages
Anything that may call your neutrality into question

The same goes for what you are wearing. Clothing with slogans, political messages, controversial images, or distracting graphics can become part of the recording and may take attention away from the notarization itself.

A remote online notarization is not the place to make a statement with your background or attire. The focus should remain on the notarial act.

Remember That the Recording May Be Reviewed Later

A remote online notarization recording is a long-term record of your work.

That means it may not only be viewed by the signer. It may be reviewed by title companies, lenders, attorneys, regulators, investigators, or others connected to the transaction, depending on the circumstances.

If litigation ever occurs, attorneys may review the recording closely. A comment that seemed innocent at the time may later be questioned. A facial expression may be interpreted. A casual statement may be framed as something more significant than intended.

That is why notaries should approach the recorded session with the same level of professionalism and care they would bring to a formal proceeding.

The Bottom Line

Remote online notarization is a valuable tool, but it requires discipline.

When you are on camera, be professional. Be neutral. Be focused. Be aware of your words, your surroundings, and your role.

Say what needs to be said.

Do what needs to be done.

Leave everything else off camera.

Less is more.