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Remote online notarization platforms for Washington notaries, compared

For a Washington notary adding the electronic records and remote endorsements: what RCW 42.45 and WAC 308-30 ask of the platform, what they leave with you, and which platforms say on their own pages that they serve Washington notaries. Washington keeps no approved list, so the rule is the yardstick, as it is for the other states under state rules and approved lists.

Table last checked

Best if you want the platform to supply your credentials

Proof lists Washington for notaries serving their own clients, issues the certificate, signature and seal itself, and keeps the journal and recordings for your state's minimum period.

Proof

Best for a solo Washington notary with their own clients

Online Notary Center has a Washington onboarding page with text written for the remote endorsement application, invites your own signers by link, and lists ten-year video storage.

Online Notary Center

Best for a Washington title office with in-house notaries

SIGNiX marks itself compliant in Washington on its own state map, sells RON to title agencies, and its plans list an X.509 certificate and ten-year video storage.

SIGNiX

Art Deco illustration of a notary's desk with a half-closed laptop, an open journal and a plain wall clockFig. 1
In Washington the platform is yours to pick and yours to name to the Department of Licensing.

What Washington asks of your technology

Washington splits the work. Some duties fall on the technology provider, some stay with you however good the platform is, and a few you meet through the platform. The table sorts every duty that touches your platform choice that way. For the same reading across other states, see what state rules ask of a RON platform.

Washington's duties for remote acts on electronic records, read from RCW 42.45 and WAC 308-30 on .
Who carries itWhat the rule asksRule
The platformEnroll only notaries who hold Washington's electronic records endorsement.WAC 308-30-130(1)
The platformTake reasonable steps so you know how to use the technology within the rules.WAC 308-30-130(2)
The platformRequire a password or other secure means of access.WAC 308-30-130(3)
The platformLet you affix your electronic signature and stamp so both are attributed to you; your stamp is a digital image of your physical stamp.WAC 308-30-130(4), 308-30-180(3)
The platformOffer prorated fees that line up with the term of your electronic records endorsement.WAC 308-30-130(5)
The platformSuspend your use of the technology if your endorsement is revoked, suspended or cancelled.WAC 308-30-130(6)
The platformRun a live audio-video session clear enough to see and speak with the signer, confirm the record is the one signed, secure the feed, the ID checks and the record, and restart identity proofing if the signer leaves the workflow.WAC 308-30-310
You, through the platformPersonal knowledge, a credible witness, or two types of identity proofing: credential analysis plus dynamic knowledge-based authentication (five questions, five choices, 80% correct, two minutes, one retake within 24 hours with at least 40% new questions; the notary may not see or record the questions or answers).RCW 42.45.280(3)(a); WAC 308-30-300
YouKeep the tamper-evident technology under your sole control, and make sure no one else can use it to make your signature or stamp.WAC 308-30-170(2)-(3), 308-30-180(5)
You, through the platformSign so that anyone can confirm through DOL that you had authority to notarize electronically when you signed. The rules read name no certificate standard such as X.509.WAC 308-30-170(1), (4)
YouKeep the audio-visual recording at least ten years after it is made, password-protected, in an industry-standard file format, without images of the record, with a secure backup. A repository may store it under a written contract.RCW 42.45.280(6); WAC 308-30-330
You, through the platformIf a repository holds the recording, the written contract must let you keep meeting the 10 years duty after it ends, or hand the recordings back to you.WAC 308-30-330(7)-(8)
YouKeep one tangible journal (a permanent bound book with numbered pages) for all acts, including remote ones; an electronic journal may be kept only in addition to it. Note in the tangible journal that an act was performed remotely.RCW 42.45.180(3); WAC 308-30-200(2), (4)
YouPick your own technology: no one can require you to notarize an electronic record with technology you have not selected.RCW 42.45.190(2)

“A person cannot require an electronic records notary public to perform a notarial act with respect to an electronic record with a technology that the notary public has not selected.”

RCW 42.45.190(2) read

Two lines catch notaries who come from other states. The journal stays on paper: a platform journal is only a copy beside your bound book. And the recording must not include images of the electronic record itself, so ask how your platform stores it. The identity-proofing terms are read in full in identity proofing in RON.

How DOL learns which platform you use

The Department of Licensing publishes no list of approved remote notarization technology. It tells notaries to “Check with the software maker to find out if their product is capable of meeting these standards,” and you name your software when you ask for the remote endorsement. DOL then approves the technology against its rule before your first remote act. The steps, in order:

  1. Hold a Washington notary commission

    The commission comes first; the DOL fee page lists the application fee at $40.

  2. Add the electronic records endorsement

    With a new commission, at renewal, or any time online or by mail. It costs $15; renewal with the endorsement is $57.

  3. Name your tamper-evident technology provider

    Within 30 days of the endorsement, and before your first electronic act (WAC 308-30-030(5)). Until DOL has the name, you cannot notarize electronic records.

  4. Ask for the remote notary endorsement

    Email DOL at notaries@dol.wa.gov and include the name of your remote notarization software, or add the endorsement in DOL's licensing system, where you pick your provider from a list. Pick “Other” and type a name, and DOL reviews that provider.

  5. Wait for DOL's approval

    DOL's own words: “Wait until we've issued approval before remotely notarizing signatures.” See the Get your license page.

  6. Switching platforms later

    Add the new provider first, then delete the old one. DOL's provider how-to warns that deleting your only provider removes the endorsement.

The full path, with the commission itself, is in how to become a remote online notary.

The comparison table

The 5 platforms whose own pages say a Washington-commissioned notary can use them, read against Washington's rows. A check means the vendor's own page says it; an em dash means the page we read does not mention it; “check with the vendor” means the page is unclear. Washington publishes no list, so there is no list column.

5 RON platforms that say they serve Washington notaries, read against Washington's rule on .
PlatformID proofingRecordedRecording keptTamper-evidentE-journalBrowser / phoneOwn signers
ProofMeetsMeetsMeetsMeetsMeetsMeetsMeets
Online Notary CenterMeetsMeetsMeetsMeetsMeetsMeetsMeets
SIGNiXMeetsMeetsMeetsMeetsMeetsMeetsMeets
Secured SigningMeetsMeetscheck with the vendorMeetsMeetsNot statedMeets
NotaryLiveMeetsMeetsNot statedcheck with the vendorcheck with the vendorMeetsMeets

What each platform says about Washington

The vendor's own Washington line, and the recording term it states. Washington asks for at least 10 years from the day the recording is made, so a term written as “up to” that long needs a written answer before you rely on it.

What each platform's own page said about Washington on .
PlatformWhat its own page says about WashingtonRecording term it statesAgainst Washington's 10 years
ProofLists Washington among the states where a notary can run remote acts for their own clients, and its Washington notary page tells you to inform DOL when you start using Proof. Its pageFor your state's minimum retention periodReads as meeting it
Online Notary CenterHas a page on becoming an online notary in Washington, with a technology description written for the remote endorsement application. Its page10 year video storageReads as meeting it
SIGNiXIts RON state map marks Washington as allowed and SIGNiX as compliant there. Its pageVideo Storage (10 years)Reads as meeting it
Secured SigningIts Washington guide tells notaries to enter Secured Signing Inc. as their software with DOL; its Washington page calls itself state-approved, though DOL publishes no list. Its pageUp to 10 years“Up to” is not “at least”: ask
NotaryLiveIts Washington post calls it a compliant option for Washington online notaries and says to report it to DOL before the first session. Its page10-year session storage (Washington post)Reads as meeting it

Each platform, read against the Washington rule

Four Washington questions per card, each answered in the vendor's words and softened where the page was unclear. For certificates you buy yourself, see notary digital certificate providers.

Proof

An identity and online notarization platform (formerly Notarize) with its own on-demand Notarize Network and a separate account type for notaries who run their own RON business.

A Washington notary who wants the platform to supply the certificate, signature and seal and keep the records.

Credential analysis + dynamic KBA (WAC 308-30-300)
Meets
Its notary-business help page lists knowledge-based authentication and credential analysis built into the platform.
Recording kept for the state's period (Washington: 10 years)
Meets
Says recordings and the journal are "managed and stored by Proof for your state's minimum record retention period".
Tamper-evident signature and stamp attributed to you (WAC 308-30-130)
Meets
Issues each notary a Proof Digital Certificate plus a free electronic seal; its title FAQ says it does not support certificates or seals bought from other vendors.
Electronic journal (in Washington only extra to your bound book)
Meets
Keeps a notary journal on the platform; a separate help article covers exporting it.

Proof's own site

Online Notary Center

A RON, IPEN and eSign platform for notary businesses: the notary invites their own clients by link and passcode and bills them directly.

A solo Washington notary with their own clients who wants a short path to the remote endorsement.

Credential analysis + dynamic KBA (WAC 308-30-300)
Meets
Analyzes signers' photo IDs and asks knowledge-based questions; the notary also checks the ID visually.
Recording kept for the state's period (Washington: 10 years)
Meets
Lists "10 year video storage" with all notarizations; check that this covers your state's period.
Tamper-evident signature and stamp attributed to you (WAC 308-30-130)
Meets
Its Texas page has the notary buy an IdenTrust digital certificate, which attaches to the notarized document and makes it tamper-evident; it partners with IdenTrust and does not accept certificates from other vendors.
Electronic journal (in Washington only extra to your bound book)
Meets
Gives onboarded notaries full access to an electronic journal.

Online Notary Center's own site

SIGNiX

A cloud digital-signature company whose RON product (eNotaryDoX) gives a notary X.509 certificate signing, an eNotary journal, signer authentication and stored video.

A Washington title office or notary business that runs its own notaries and wants certificate-based signing.

Credential analysis + dynamic KBA (WAC 308-30-300)
Meets
Offers knowledge-based authentication and identity document verification; credential analysis is listed in its title-agency plan.
Recording kept for the state's period (Washington: 10 years)
Meets
Its RON plans list "Video Storage (10 years)"; check the term with the vendor.
Tamper-evident signature and stamp attributed to you (WAC 308-30-130)
Meets
Plans include an X.509 digital certificate; it says its standards-based digital signatures protect the document from tampering.
Electronic journal (in Washington only extra to your bound book)
Meets
Its RON plans include an eNotary Journal.

SIGNiX's own site

Secured Signing

A digital signature and RON platform with plans for individual notaries, in-house notaries, signing services and title companies, plus IPEN and an outsource notary queue.

A Washington notary who wants the platform to issue an X.509 certificate, if the storage term is confirmed.

Credential analysis + dynamic KBA (WAC 308-30-300)
Meets
Verifies signers with knowledge-based Q&A against personal-history databases (80% correct to proceed) and SMS two-factor codes; credential analysis is not named on the page read.
Recording kept for the state's period (Washington: 10 years)
check with the vendor
Says "We store the video for up to 10 years": a ceiling, not a minimum, where a state asks for at least ten. Ask the vendor to confirm the term in writing.
Tamper-evident signature and stamp attributed to you (WAC 308-30-130)
Meets
Issues X.509 certificates (with IdenTrust Federal Bridge certificates where a state requires them) and calls its PKI signing tamper-evident.
Electronic journal (in Washington only extra to your bound book)
Meets
Keeps a digital journal, exportable to PDF or Excel and stored for up to 10 years.

Secured Signing's own site

NotaryLive

A RON platform that lets notaries serve their own clients on free RON software and, by invitation, take sessions from NotaryLive's general customer pool; it also sells eClose and IPEN for real estate.

A Washington notary starting with their own customers who may later want pool sessions.

Credential analysis + dynamic KBA (WAC 308-30-300)
Meets
Its API docs describe identity verification through ID scanning and knowledge-based authentication; check how the in-session flow works in your state with the vendor.
Recording kept for the state's period (Washington: 10 years)
Not stated
Lists "Online Storage of Session Records" but no retention period on the pages read; check with the vendor.
Tamper-evident signature and stamp attributed to you (WAC 308-30-130)
check with the vendor
Says it embeds security features into the document; the digital certificate is not described on the pages read. Check with the vendor.
Electronic journal (in Washington only extra to your bound book)
check with the vendor
No notary journal described on the vendor pages read; check with the vendor.

NotaryLive's own site

Questions to put to a vendor in writing

WAC 308-30-140 tells you to refuse an electronic act if you reasonably believe the technology does not meet the rules. These are the duties vendor pages rarely state. Tick what a vendor has already answered; copy the rest as an email.

Tick what the vendor has already answered in writing

Unticked questions go into the email.

Confirmed in writing by Proof

0 of 11

11 still open. Copy them as an email and keep the reply with your endorsement papers.

Platforms we could not place for Washington

These platforms are on file for other states, but the pages we read do not say a Washington-commissioned notary can use them. They may well enroll you; check with the vendor before you name one to DOL.

  • BlueNotary

    Its Washington page invites Washington notaries to sign up, but the Washington notary guide it links to opened a Wisconsin page when we read it. Ask the vendor for its Washington onboarding in writing. Where we compare it

  • OneNotary

    Its Washington page is written for signers; we found no line on onboarding Washington-commissioned notaries. Where we compare it

  • NotaryCam

    Its independent-notary pages name no states; ask whether it enrolls Washington notaries. Where we compare it

  • Docusign Notary

    Sold to businesses with in-house notaries; the pages read name no Washington onboarding. Where we compare it

  • PandaDoc Notary

    Its Washington page is written for signers and does not say Washington-commissioned notaries can join. Where we compare it

What changes in January 2027

A new version of RCW 42.45.280 takes effect on . It widens what you can do by video and puts providers within reach of Washington courts. Ask your platform whether it will support the paper-record steps.

The new RCW 42.45.280

in force

A paper record, signed on camera

You may take a remote acknowledgment of a signature on a paper record in front of you, if the signer displays and identifies it during the recording. If the paper is with the signer, they sign it and a declaration on camera and send both to you within three days; you then complete the certificate.

RCW 42.45.280(4)-(6)

Oaths and affirmations by video

You may administer an oath or affirmation by communication technology, with the same identification, recording and retention as any remote act.

RCW 42.45.280(7)

Providers answer in Washington

A provider of the communication technology, the identity proofing or the recording storage appoints the DOL director as its agent for service of process in any Washington civil action about the act.

RCW 42.45.280(14)

Retention does not change

The recording is still kept at least 10 years after it is made.

RCW 42.45.280(10)

How we compared

Bringing your own clients from anywhere? Compare the field in RON platforms for a solo notary.

Questions Washington notaries ask

Does Washington publish a list of approved RON platforms?

The Department of Licensing publishes no list of approved remote notarization technology. It tells notaries to “Check with the software maker to find out if their product is capable of meeting these standards,” and you name your software when you ask for the remote endorsement. Our state-approved RON platforms comparison covers the states that do publish one.

Does the platform's electronic journal replace my bound journal?

No. Keep one tangible journal (a permanent bound book with numbered pages) for all acts, including remote ones; an electronic journal may be kept only in addition to it. Note in the tangible journal that an act was performed remotely. See notary journal requirements by state, or print ruled Washington pages for the bound book from the notary journal template.

Can I use more than one RON platform in Washington?

Yes. DOL's licensing system lets you add more than one software provider to an endorsement; add each one before you use it, and add a new provider before you delete an old one. More in using more than one RON platform.

Who keeps the recording if I leave a platform?

You do. Keep the audio-visual recording at least ten years after it is made, password-protected, in an industry-standard file format, without images of the record, with a secure backup. A repository may store it under a written contract. A repository contract must let you keep meeting that duty after it ends, or transfer the recordings to you (WAC 308-30-330(8)). The recording retention date tool works out the date for each session, and RON session recording requirements covers the format, backup and access rules that come with it.

Can my employer make me use its platform?

No. Under RCW 42.45.190(2), a person cannot require an electronic records notary to notarize an electronic record with a technology the notary has not selected. An employer can offer its platform; you choose to name it to DOL.

How much can I charge for a remote act in Washington?

Up to $25 for a remote notarial act. Platform fees are separate; see remote notarization fees by state.

Does the signer have to be in Washington?

The notary must be located in Washington; the remotely located individual may be elsewhere. For an individual outside the United States, the record must relate to a US court or government matter, or to US property or a transaction substantially connected with the US, and the act must not be prohibited where the individual is. For signers abroad, read remote notarization for signers outside the US.

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