My Caller Says They Need a Virginia Online Notary. How Do I Educate Them?

If you've been a Remote Online Notary for any length of time, you've probably heard a caller say:

"I was told I have to use a Virginia online notary."

In many cases, that's simply not true.

Virginia deserves a great deal of credit for pioneering Remote Online Notarization (RON) in 2012. For years, it was one of the only options available for signers located outside the United States or those using foreign identification. As a result, many law firms, title companies, government agencies, and even experienced professionals still associate international online notarization with Virginia.

Today, however, the Remote Online Notarization landscape has changed dramatically.

Why Do People Still Ask for Virginia?

There are several reasons:

• They've worked with Virginia notaries in the past.

• They found outdated information online.

• Someone else told them Virginia was the only option.

• Their organization has never updated its internal procedures.

• They don't realize other states now have similar capabilities.

Often, the request is based on habit—not on a legal requirement.

The First Question to Ask

Before explaining that other states may also work, ask your caller one simple question:

"Were you specifically instructed that the notarization must be performed by a Virginia online notary?"

If the answer is yes, ask who gave the instruction.

If the requirement comes from:

• The receiving agency,

• An attorney,

• A lender,

• A title company,

• A government office,

• Or another party to the transaction,

it's usually best to follow those instructions unless they confirm another state is acceptable.

If the answer is no, then it's an opportunity to educate your client.

How to Educate Your Caller

Instead of saying:

"You don't need Virginia."

Try saying something like:

"Virginia was the first state to authorize Remote Online Notarization, so many people still believe it's the only option. Today, several states have approved online notarization laws and identity verification methods that can legally notarize documents for international signers and individuals using foreign identification. As long as your receiving agency doesn't specifically require Virginia, there may be other qualified online notaries who can assist you."

This approach educates without contradicting the client's instructions.

Explain the Real Question

The issue usually isn't:

"Do I need a Virginia notary?"

It's:

"Can a notary in another state legally identify me and perform this notarization?"

Every state has different laws regarding:

• Acceptable forms of identification

• Identity proofing methods

• Credible witnesses

• Translator provisions

• Signers located outside the United States

• Document restrictions

• Apostille procedures

The goal is to match the client with a notary whose state's laws fit the transaction—not simply the state that became famous first.

Know Your Own State's Strengths

As a Remote Online Notary, you should understand what makes your commission unique.

Ask yourself:

• Can I accept foreign passports?

• Can I notarize for signers outside the United States?

• Does my state permit translators?

• Can I use credible witnesses?

• Does my state allow remote ink notarization?

• Can my RON documents be apostilled?

• Are there document restrictions I should know?

The better you understand your state's laws, the more confidently you can explain when your services are appropriate.

When Your State Isn't the Best Fit

One of the best ways to serve your clients is to recognize when another state's laws are a better match.

If your commission can't legally accommodate the transaction, referring the client to a qualified Remote Online Notary in another state helps ensure they receive a compliant notarization while building your reputation as a trusted professional.

Build Trust Through Education

Clients don't expect you to know everything—but they do expect honest guidance.

Rather than competing over which state is "best," focus on helping clients understand their options. By asking the right questions, explaining why Virginia became so well known, and matching each signer with the appropriate notary, you'll become a trusted resource instead of just another name in a directory.

Whether you complete the notarization yourself or connect the signer with a qualified notary in your network, your expertise is what clients will remember.