Notary Ninjas Help Center
Remote Notary, Apostille & iOS App FAQs
Detailed answers for remote online notarization, BlueNotary ASAP sessions, No-Rush appointments, identification and witnesses, New York apostille work, and the Remote Notary Ninjas iOS app for clients and commissioned notaries.
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Important: FAQ information is general service guidance, not legal advice. Document eligibility, notarial requirements, apostille chains, government processing, third-party platform rules, and recipient acceptance can vary by document and jurisdiction.
Remote Notary Sessions
General questions about online notarization, eligibility, scheduling, location, documents, signatures, and what happens during a remote session.
A remote notary session allows a signer and an authorized electronic notary to meet through live audio-video communication instead of being physically in the same room. The signer appears before the notary online, completes the required identity-verification process, signs electronically when permitted, and the notary completes the electronic notarial act through compliant technology.
No. A valid remote electronic notarization is not simply an email exchange. The signer must personally appear before the electronic notary through authorized communication technology, and the notarial act must satisfy the applicable identity, recordkeeping, certificate, and technology requirements.
New York no longer permits the former COVID-era Remote Ink Notarization process. New York electronic notarization is a different process performed by a notary who is registered to perform electronic notarial acts and uses compliant electronic-notarization technology.
Not necessarily. For a New York electronic notarization, the electronic notary must be physically located in New York State. A signer may be located outside New York. Additional statutory requirements can apply when the signer is outside the United States, so the document and transaction should be reviewed before the appointment.
Often, yes, provided the document is eligible, the notary can lawfully perform the act, the signer can satisfy identity verification, and the receiving institution will accept the resulting electronic notarization. International signers may be subject to additional requirements.
No. Eligibility depends on the document, the required notarial act, applicable law, the signer's circumstances, and the requirements of the organization receiving the document. Some documents, transactions, agencies, courts, recorders, foreign authorities, or institutions may require a specific form or process.
Send us the document type, the state or country where it will be used, the requested notarial act if known, the number of signers, and any instructions supplied by the receiving agency. We can review the notarization logistics, but we cannot choose a legal form or give legal advice about what document you should sign.
Generally, no. The signer or document should indicate the required notarial act. A notary may explain the difference between common notarial acts but should not select a certificate in a way that constitutes legal advice. If the document does not state what is required, you may need to ask the receiving agency or an attorney.
A typical session includes document review, identity verification, live audio-video appearance, confirmation of the signer's willingness and awareness, completion of the required signatures or electronic fields, performance of the notarial act, application of the electronic notarial certificate and seal, and delivery or retrieval of the completed document.
Simple documents can often be completed quickly once the signer, identification, document, witnesses, and technology are ready. Multi-document packages, multiple signers, witnesses, identity-verification problems, document corrections, or recipient-specific requirements can increase the session time.
Yes, when the platform, document, and notarial workflow permit it. Additional signer charges may apply depending on the selected service option. Each signer must satisfy the identification and appearance requirements applicable to that session.
In many remote workflows, signers can participate from different locations. Each signer must be able to join the live session, complete required identity checks, and sign as directed. Tell us before booking if the signers will be in different states or countries.
That depends on the document, the type of act, the minor's ability to provide acceptable identification, and the applicable legal requirements. Contact us before scheduling so the specific situation can be reviewed.
Potentially, but the notary must understand who is appearing, who is signing, and in what representative capacity. The receiving institution may also have specific requirements. If a signer is acting as attorney-in-fact, tell us before the appointment and provide any instructions from the receiving agency.
Possibly. The notary must be able to perform the notarial act properly and communicate sufficiently with the signer. The notary is not automatically certifying the accuracy of the document's language or translation. Some documents may require a translator, translation certification, or recipient-specific procedure.
No. A notary verifies identity, witnesses signatures or administers oaths when required, and completes the proper notarial certificate. Notaries do not act as attorneys merely by performing a notarization and cannot advise you which legal document to use or what legal consequences a document will have.
Acceptance is controlled by the receiving organization and applicable law. Before booking, ask the agency, court, bank, title company, foreign authority, or other recipient whether it accepts an electronically notarized document or a properly certified tangible copy when applicable.
Yes, but whether a printed copy is sufficient depends on the recipient. New York law provides a process commonly called “papering out” for a notary to certify a tangible copy of an electronic record for recording where applicable. The receiving office should confirm its requirements.
Electronic notarization laws and platform procedures can require retention of records associated with the electronic notarial act, including the audio-video recording and journal information. Retention and access are handled according to applicable legal and platform requirements.
Do not alter a completed notarial certificate or electronic notarization on your own. Contact us and the receiving agency. Depending on the error, a corrected document or a new notarization may be required.
BlueNotary & ASAP Sessions
Questions about the ASAP option, BlueNotary platform charges, witnesses, estate-planning packages, and the difference between ASAP and No-Rush service.
The ASAP option is intended for clients who need the notarization completed as quickly as practical. The remote session may be completed through BlueNotary, and BlueNotary's platform billing can apply to the session.
No. BlueNotary is a third-party remote online notarization technology platform. Notary Ninjas may use the platform for eligible ASAP remote sessions. Platform charges, identity-verification procedures, and technical requirements may be controlled by BlueNotary.
Under the pricing currently published on our site, the general ASAP base price is $25 per session and includes one signer and one notary stamp. Additional services can create additional platform charges.
Under the current ASAP pricing published on our site, each additional notary stamp is $8. The number of stamps needed depends on the number of separate notarial acts, not simply the number of pages in the document.
Under the current ASAP pricing published on our site, an additional signer is $5. Each signer must complete the required identity and appearance process.
Under the current ASAP pricing published on our site, a BlueNotary-provided witness is $10. Witness availability may depend on timing and platform availability.
Yes, when the document permits and your witness is eligible. Under the current published ASAP pricing, bringing your own witness does not create a BlueNotary witness fee. The witness must still be available and able to participate as required.
The pricing currently published on our site lists a $99 flat fee for qualifying estate-planning packages through the ASAP workflow. Because package definitions and platform rules can change, contact us before booking a large or unusual package.
The ASAP option is designed for faster completion and can include third-party platform billing, identity verification, session technology, witness services, additional signers, and additional stamps. The No-Rush option is intended for clients who can wait longer and want the lower starting price.
The No-Rush option starts at $15+ per remote notarial act and is intended for non-urgent documents where the client can wait up to 24 hours for document retrieval. A possible $5 processing fee may apply for identity verification and video-processing costs.
Not necessarily. The fee page states that an additional $5 may apply for identity-verification and video-processing costs. Your actual total should be disclosed before or during the booking workflow.
If immediate completion becomes necessary, the booking may need to move to the ASAP workflow and the applicable platform rates. Contact us as soon as your timing changes so we can determine the available option.
No. Certain ASAP charges are calculated or controlled by BlueNotary's platform. We try to make the expected pricing clear before the session, but third-party platform rules and fees can change.
Depending on the workflow, BlueNotary may automatically calculate and collect platform-based charges for the services used in the session. Your checkout or session screen should show the applicable charges before completion.
Yes. Send the document type, number of signers, expected number of notarizations or stamps, whether witnesses are needed, and whether the matter is a standard document or a package. We can help estimate the expected service structure before the session.
No. A document can require zero, one, or multiple notarial acts depending on its contents and the instructions of the receiving party. Pricing for additional stamps is based on additional notarial acts, not simply page count.
A platform's credential-analysis or identity-proofing process may fail or require another attempt if the identification image is unclear, expired, damaged, unsupported, inconsistent with entered information, or otherwise cannot be verified. Have a current government-issued ID ready and use good lighting.
The remote session may not be able to proceed. We may ask you to retry using better lighting, a supported device, corrected information, or another acceptable form of identification if permitted. A notary cannot bypass required identity-verification rules merely to complete the session.
Documents, Identification & Witnesses
Preparation questions covering blank fields, unsigned documents, acceptable identification, witnesses, document uploads, and special signing situations.
Usually you should wait if the signature must be witnessed or acknowledged during the notarial act. Upload the document before signing unless the document or receiving agency specifically instructs otherwise. If you already signed it, tell the notary before the session.
If the notarial certificate contains venue fields for state and county, leave them blank unless you have been specifically instructed otherwise. The notary completes the venue based on the lawful location and method of the notarial act.
A notary may refuse a document containing material blanks if the incompleteness creates uncertainty or risk. Complete the document as much as appropriate before the appointment, but do not pre-fill notarial certificate fields reserved for the notary.
Have a current government-issued photo identification document that is accepted by the remote-notarization workflow. The specific forms accepted can depend on the platform and applicable identity-proofing requirements.
Do not assume an expired ID will be accepted. Remote platforms frequently use automated credential analysis and may reject expired credentials. Contact us before the session if your only available identification is expired or unusual.
A passport is commonly used as government-issued identification, but acceptance depends on the platform, the signer's location, and the identity-verification workflow. Have a clear, undamaged original document available rather than only a photocopy or screenshot.
Potentially. Foreign identification and signers located outside the United States can involve additional verification or legal requirements. Contact us before booking so we can review the proposed remote-notarization workflow.
Remote notarization can require identity proofing in addition to visual inspection of identification. The purpose is to help confirm that the person appearing remotely is actually the person identified in the credential.
Credential analysis is a technology-based review of a government-issued identification credential to evaluate whether the credential appears valid and matches required data. It is one component of remote identity verification and does not replace the live appearance before the notary.
Only if the document, governing law, or receiving agency requires one. Not every notarized document needs a separate witness. If you are unsure, check the document instructions or ask the receiving organization before the session.
Sometimes the roles may be legally compatible, but not in every transaction and not on every platform. If your document requires witnesses, tell us before booking so the witness arrangement can be confirmed.
Possibly, but some documents or transactions impose restrictions on interested witnesses, beneficiaries, family members, or persons who will receive something under the document. Confirm the witness qualifications for your specific document before the appointment.
They may. If witnesses must participate in the remote platform or their identities must be recorded, they should have acceptable identification and a compatible device available.
Yes. The Remote Notary Ninjas workflow is designed to let clients provide documents digitally. Use a clear PDF whenever possible and verify that every page is included, legible, correctly oriented, and not password-protected unless requested.
The iOS app includes document-upload and scanning workflows intended to help clients provide documents for their session. Review every scanned page before submitting it to make sure signatures, text, seals, and page edges are visible.
Some Remote Notary Ninjas session workflows can provide a session-specific method for sending documents. Use only the session instructions shown to you so the file is associated with the correct appointment.
Yes, when the session supports multiple documents. Name or organize files clearly and tell the notary if the documents are part of one package or require a particular signing order.
PDF is generally the preferred format for notarial documents because it preserves page layout. Images can be useful for supporting documents or scans, but the final workflow may require conversion or a platform-supported document format.
The notary and remote platform may be unable to open, prepare, or notarize a locked PDF. Remove the password before uploading when lawful and appropriate, or provide the password securely if the workflow specifically permits it.
Before notarization, a corrected document can usually be uploaded and substituted if the workflow allows. After notarization, do not modify the notarized document or certificate. Contact us if a post-session correction is necessary.
Remote Session Preparation & Technical Help
Practical questions about devices, browsers, cameras, microphones, internet access, session links, interruptions, and avoiding delays.
Use a modern smartphone, tablet, laptop, or desktop computer with a working camera, microphone, speakers, and reliable internet connection. A laptop or desktop can be easier for larger document packages, while a phone can be convenient for quick sessions.
That depends on the session method. Some workflows may operate through a browser, while the Remote Notary Ninjas iOS app can be used to manage sessions and documents on iPhone. Follow the booking instructions for the specific appointment.
Use a current version of a mainstream browser supported by the remote platform. Enable camera and microphone permissions when prompted. Private browsing, aggressive content blockers, corporate firewalls, or outdated browsers can interfere with a live session.
The notary and signer must be able to communicate live by sight and sound during the remote notarial act. Camera and microphone access are therefore essential to the remote appearance.
Use a stable broadband, Wi-Fi, or strong cellular connection. Avoid switching networks during the session. Weak connections can interrupt audio-video communication and may require the session to be restarted.
A stationary, private, well-lit environment is better. Do not attempt to complete a notarial session while driving. The notary must be able to communicate clearly, review identification, and determine that the signer is participating willingly and appropriately.
Yes, if they improve audio quality. Make sure the microphone works and the notary can hear you clearly. You may still need to speak aloud and respond to required statements during the recorded session.
Clean the camera lens, improve lighting, hold the ID steady, and move away from glare. Credential analysis and the notary's visual inspection can fail if the identification image is unreadable.
Reconnect using the session instructions. If the required live communication is interrupted during a material part of the notarial act, the notary may need to repeat certain steps before the session can be completed.
Confirm that you are using the newest session link, try a supported browser, disable restrictive pop-up or privacy settings temporarily if appropriate, and verify that the device date and time are correct. If the problem continues, contact us with a screenshot of the error.
Early upload gives the notary time to check that the file opens, identify missing pages, understand the number of signers and likely notarial acts, and spot obvious preparation issues before everyone joins the live session.
Use a supported device, charge it, have your ID ready, upload the complete unsigned document, confirm witness availability, know where the document will be used, and join from a quiet location with a stable internet connection.
Apostille & Authentication Services
Questions about New York apostilles, county-clerk certification, Hague and non-Hague destinations, notarized documents, vital records, timing, and Notary Ninjas service pricing.
An apostille is a form of authentication used for public documents that will be presented in another country that participates in the Hague Apostille Convention. It authenticates the public official or notarial chain associated with the document; it does not certify that every statement inside the document is true.
For a destination country that is not part of the Hague Apostille Convention, New York may issue a Certificate of Authentication instead of an apostille. Additional legalization through the U.S. Department of State or a foreign embassy or consulate may also be required depending on the destination.
We provide apostille-related document review, notarization when required, filing coordination, and processing services based on the document and jurisdiction involved. The exact steps depend on who issued the document and where it will be used.
The pricing currently published on our site is $250+ for the initial document and $75 for each additional document for the described Kings County service. Documents requiring another borough, county, special handling, or additional legalization should be quoted separately.
Our published apostille service description states that document review and state filing fees are included in the quoted service. If a matter requires a different agency, additional certification, shipping, translation, consular legalization, or another jurisdiction, additional costs may apply and should be confirmed in advance.
If notarization is required, the pricing published on our site lists $2 per notarial act or signature as applicable. Some public records do not require a new notarization because they follow a different certification chain.
Yes. The published fee page states that expedited apostille service is available upon request for an additional $20. Expedited service does not guarantee that every government office, county clerk, foreign authority, or delivery carrier will complete its portion by a specific deadline.
No. The required chain depends on the document. Some private documents, such as certain powers of attorney, typically begin with notarization. Vital records and other public records can follow a different certification process based on the issuing authority.
For many New York notarized documents, the County Clerk certifies the notary's signature or authority before the document is submitted to the New York Department of State for apostille or authentication. The correct county is determined by the applicable notary certification record and document chain.
New York City birth and death records can require a specific certification chain before submission to the New York Department of State. NYC vital records frequently involve a Letter of Exemplification and New York County Clerk certification. We recommend reviewing the actual certificate before quoting the final process.
Yes, if the certificate is eligible and the required certification chain is completed. The steps can differ depending on whether the record was issued by New York State, New York City, or another local authority.
Yes, provided the certified copy and required authentication chain are appropriate for apostille. The issuing authority matters because not all New York vital records follow the same county-clerk step.
Often, yes. A power of attorney intended for international use commonly requires proper execution and notarization before the New York authentication chain begins. The destination country may also require translation, legalization, or a specific form.
Educational documents may require certification by an authorized school official, notarization of that official's signature, county-clerk certification, and then apostille or authentication. The exact process depends on the institution and document type.
A federal FBI background check is a federal document and is not apostilled by the New York Department of State. Federal documents generally follow the federal authentication process. Tell us exactly which background check you have before submitting it.
A New York State criminal background check can follow a New York authentication process when issued with the required state documentation. The precise submission package should be checked against current New York Department of State instructions.
A New York apostille is for eligible New York public documents. A document issued or notarized under another state's authority generally must be apostilled through that state's designated competent authority. We can review the document and explain the likely jurisdiction.
No. The New York Department of State does not apostille federal documents. Federal documents follow a separate federal authentication process.
The answer depends on whether the destination participates in the Hague Apostille Convention and whether the document falls within the Convention. If the destination is not a Hague participant, a Certificate of Authentication and additional legalization may be required.
No. Apostille and translation are separate services. A receiving authority may require a certified translation, and in some cases the translation itself may need notarization or authentication.
An apostille authenticates the origin of a public document or the official signature/seal in the authentication chain. It does not decide the underlying legal effect of the document or guarantee that the foreign recipient will accept the document for every purpose.
Sometimes a properly notarized or certified copy may be eligible, but many records require an official certified copy from the issuing authority. Do not assume an ordinary photocopy is sufficient. Send us a scan of the document for review before mailing or delivering the original.
Often you will need an original or certified copy, but the exact requirement depends on the document. Vital records, court documents, educational records, corporate documents, and notarized private documents can have different requirements.
Timing depends on document readiness, county-clerk requirements, New York Department of State processing, appointment or walk-in availability, shipping, and any foreign legalization required after New York processing. Ask for a current estimate for your specific document and deadline.
No service provider can guarantee how a foreign ministry, consulate, court, bank, registry, university, or private institution will interpret every document. We can prepare the authentication chain based on the information provided, but the final recipient determines acceptance.
Send the document type, issuing state or agency, where the document was issued, destination country, number of documents, whether the document is already notarized or certified, and your deadline. A clear scan of the document is especially helpful.
Remote Notary Ninjas iOS App — Clients
How clients use the iPhone app to create sessions, provide documents, communicate with a notary, receive status updates, and manage completed and upcoming work.
The Remote Notary Ninjas app is the client-facing iPhone companion for managing remote and related notary workflows. Clients can use it to create or manage sessions, provide documents, receive status information, and communicate through supported session tools.
The app is available through the Apple App Store as “Remote Notary Ninjas.” You can use the App Store link provided on our website or search the App Store by name.
Some workflows may allow limited guest activity, while ongoing remote-session management is easier with an account because your sessions, documents, notifications, and prior activity can be associated with your profile.
Open the app, sign in or create the appropriate client account, choose the remote-notary workflow, enter the requested session information, identify the document or service, add signers when required, and follow the prompts for scheduling and document upload.
Where the current booking workflow offers both service levels, choose the option that matches your timing. No-Rush is intended for clients who can wait up to 24 hours, while ASAP uses the faster workflow and may involve BlueNotary platform pricing.
Yes. The app supports document submission workflows so you can provide files associated with your session. Review each page before submission and avoid sending incomplete, illegible, or already-altered notarized documents.
The app includes scanning-oriented document workflows designed to help turn paper pages into digital files. Use a flat surface, good lighting, and make sure the full page is captured without clipped text or shadows.
The app can provide document-readiness assistance, but automated checks are not a substitute for legal review or the notary's final determination. Pay attention to prompts about unsigned documents, incomplete fields, missing pages, or notarial-certificate preparation.
Yes, supported sessions can include in-app communication so the client and assigned notary can coordinate document issues, appointment details, and session preparation. Do not use chat as a substitute for legal advice.
The app can send notifications related to session status and activity when notifications are enabled on your device. Keep push notifications enabled if you want timely updates about scheduling, assignment, changes, or document activity.
Use the session area of the app to view upcoming appointments and prior session activity. If a session does not appear after a change, refresh the app and verify that you are signed into the same account used for the booking.
Yes. The app is designed to separate upcoming work from prior session history so clients can more easily find completed or older appointments associated with their account.
The app can support in-person or walk-in related workflows in addition to remote-session management. The exact information collected depends on the appointment type and current version of the app.
Apostille assistance can be integrated into the broader Notary Ninjas service workflow. If the app presents an apostille option, provide the destination country and document details so the correct authentication process can be reviewed.
The app supports multiple interface languages. Available translations can include English, Spanish, Russian, Haitian Creole, and Chinese, depending on the current build and screen.
Refresh the session list and confirm you are logged into the correct account. A session may have been cancelled, replaced, completed, or changed on the server. If the message continues, contact support with the session date and a screenshot.
Reopen the app, allow it to reconnect, and refresh the affected screen. Mobile operating systems may suspend network activity when an app is in the background. If a live notarization is underway, return to the active session immediately.
No, but disabling them can cause you to miss status changes, messages, or assignment alerts. You can still open the app manually to check the session, but notifications are recommended for active appointments.
Notarial and electronic-session records can be subject to statutory retention requirements. Removing app access or account access does not necessarily authorize deletion of records that the notary or service provider is legally required to retain.
No. The app is a technology and service interface. The notarial act is performed by a commissioned notary who must follow the applicable legal requirements for the specific type of notarization.
Remote Notary Ninjas iOS App — Notaries
How commissioned notaries use the app to receive assignments, review session information, communicate with clients, manage files, and follow remote-session workflows.
The notary workflow is intended for notaries whose accounts have been registered, reviewed, or otherwise authorized for notary features. Availability of remote electronic notarization also depends on the notary's commission, electronic-notary authority, jurisdiction, and compliance with applicable law.
No. The app does not create a notary commission or electronic-notary authorization. A notary must independently hold every commission, registration, authorization, credential, and platform qualification required for the work being performed.
Depending on account status and current app configuration, eligible notaries can receive assigned-session information or open-call opportunities. Push notifications can be used to alert the notary when relevant session activity occurs.
An open-call session is a workflow in which an eligible session can be made available to participating notaries rather than being limited to one pre-selected notary. The app may notify eligible notaries so an available notary can accept or be assigned the work.
The notary workflow is designed to show session and client information relevant to work assigned to that notary. Access should remain limited to the sessions and records the notary is authorized to handle.
Yes, supported workflows can allow communication with the client for preparation, scheduling, missing documents, witness coordination, and technical questions. Notaries should avoid giving unauthorized legal advice through chat.
Yes. Pre-session document review helps identify obvious issues such as missing pages, unsigned or pre-signed areas, blank venue fields, unclear scans, incorrect file versions, and the likely number of notarial acts.
The app can provide session-related notifications, including document activity, when the relevant notification features are enabled and the notary is assigned to that client or session.
Some workflows support session-specific document delivery methods in addition to direct app upload. Notaries should rely on the session record and approved storage workflow so documents remain associated with the correct client and appointment.
Only accept or remain assigned to work you can complete within the expected service level. If an ASAP session cannot be handled promptly, it should be released, reassigned, or otherwise handled according to the platform and Notary Ninjas workflow.
Confirm the signer and document information, the required notarial act, the number of signers, witness requirements, identity-verification readiness, document completeness, the signer's location, and whether the transaction is eligible for the remote method being used.
Not necessarily. The Remote Notary Ninjas app can manage client intake, sessions, files, communication, assignments, and status, while an eligible remote notarization may still be completed through a compliant third-party notarization platform such as BlueNotary when that workflow is selected.
The commissioned notary remains responsible for performing the notarial act lawfully. Software can assist with workflow, records, identity technology, and document handling, but it does not transfer the notary's professional and statutory responsibilities to the app.
A New York electronic notary must be physically located within New York State when performing the electronic notarial act. The signer may be elsewhere, subject to applicable rules.
Notaries must comply with the recordkeeping requirements that apply to their commission and the type of notarial act. Platform records and app records may support compliance but do not eliminate the notary's responsibility to ensure legally required records are properly maintained.
Do not bypass a required platform or statutory verification step merely to finish a session. The lawful identification method depends on the jurisdiction, platform, and circumstances. Follow the required identity procedure for that electronic notarization.
Pause the session or ask the client to obtain clarification from the receiving party or counsel. A notary should not complete missing legal language, select substantive terms for the signer, or proceed when the required notarial act cannot be determined lawfully.
A notary may need to decline or stop a session when identity cannot be verified, the signer appears unwilling or unaware, the transaction is not eligible, the document is materially incomplete, the requested act is unlawful, or another compliance issue prevents a proper notarization.
Yes. The notary interface can organize current and prior work so authorized notaries can review the session history and related status information available to their account.
Refresh the app and verify whether the session was reassigned, cancelled, completed, or removed from your authorized queue. If the server and app appear out of sync, record the session details and contact support rather than recreating duplicate sessions.
Check iOS notification permissions, confirm you are signed into the correct notary account, reopen the app to refresh device registration, and review any available diagnostics. If alerts still fail, contact support with the device model, iOS version, and affected session details.
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Still have a question?
Every document can be different. Send us a copy or describe what needs to be notarized or apostilled, where it will be used, how many people are signing, and when you need it completed.