Stamping the Screen: How In-Person Electronic Notarization (IPEN) Works
From Lake Nona startups to law firms near the Orange County Courthouse, Orlando is moving faster than ever — and so are the ways of getting documents notarized. Whether you meet a notary in person with a tablet or connect by live video from Winter Park, Florida recognizes both electronic in-person notarization (IPEN) and remote online notarization (RON). This guide explains the differences under current 2026 regulations so you can choose the right, compliant option for your next agreement.
💡 Key Takeaways
IPEN = signer and notary in the same room with an electronic signature; RON = signer and notary appear via live audio-video.
Identity checks are strict for both: in-person uses personal knowledge or satisfactory ID; RON requires multi-factor identity proofing unless the notary personally knows the signer.
Fee expectations: up to $10 for traditional/in-person acts, up to $25 for RON (platform fees may be extra).
RON requires additional technical and procedural safeguards set by statute and Department of State rules.
For documents destined for recording, consult Orange County Comptroller recording rules and fees.
Quick overview: IPEN vs RON
IPEN (In-Person Electronic Notarization): the signer and notary are physically together, but the document and signatures are electronic (tablet, laptop, or other e-signature tech). Think of it as a traditional notarization with a digital pen and secure electronic signature (F.S. §117.021(2)).
RON (Remote Online Notarization): the signer and notary are in different locations and appear to each other through real-time audio-video communication technology (F.S. §117.209(2)).
Both methods are legally recognized in Florida; the statute defines "appear before" to include either physical presence or real-time audio-video (F.S. §117.201(1)).
Breakdown of the legal bits (so you can decide quickly)
"Appear before" — means either be in the same room with the notary or connect by live audio-video.
"Electronic signature" for IPEN — must be unique to the notary, verifiable, under the notary's control, and attached so later changes are obvious (F.S. §117.021(2)).
Identity checks — strict but different paths depending on whether you are in-person or remote (details below).
How identity verification works (what you’ll be asked for)
In-person / IPEN:
The notary must either personally know you or be presented with "satisfactory evidence" of your identity (e.g., government ID). The certificate must note the method used (F.S. §117.05(5)).
RON:
Unless the notary personally knows you, the online process requires all of the following: (1) remote presentation of a government ID, (2) independent credential analysis (ID check technology), and (3) identity proofing such as knowledge-based authentication (KBA) or other approved methods. If these steps cannot be completed, the notary cannot proceed (F.S. §117.265(4)).
In short: in-person can rely on seeing an ID or personal knowledge; RON needs multi-factor electronic identity proofing unless the notary already knows you.
Technology & procedural safeguards for RON
RON isn't just a video call. Florida law requires specific online notarization procedures and technology safeguards — secure audio-video, tamper-evident electronic records, identity-proofing, journaling, and standards set by the Department of State and administrative rules (F.S. §117.265; F.S. §117.295; F.A.C. Rule 1N-7.001).
Practically, RON platforms will log the session, capture the signer’s ID, and attach an electronic notarial certificate that prevents undetected changes.
Fees — what to expect in Orlando
Traditional/in-person notarization: statutory cap generally $10 per notarial act (F.S. §117.05(2)(a)).
RON notarial act cap: $25 per notarial act (F.S. §117.275). Note: platform or service-provider fees for the RON session may be charged in addition.
Local recording & Orange County considerations
If your notarized document will be recorded (for example, deeds or mortgages), Orange County Comptroller (Official Records) handles recording fees and requirements. Check recording fee rules and submission guidelines before finalizing electronic documents destined for recording (Orange County Comptroller Recording Fees).
For court-related clerk services or scheduling in-person signings at the Orange County Courthouse, consult the Orange County Clerk of Courts portal for service notices and access points (these are distinct from Official Records/Comptroller responsibilities).
Which option fits your situation? (Practical examples)
Use IPEN when:
You prefer meeting a notary in person (e.g., at an office in Lake Nona or a mobile visit to Winter Park) but want a cleaner, paperless file.
The signer can appear physically and you want the security of a signed electronic record.
Use RON when:
The signer is remote (out of town or working from home) and needs a notarization immediately.
Parties are in different locations but need the notarial act to meet Florida law for appearance-by-video.
If you plan to record in Orange County Official Records, verify electronic acceptance rules and fees with the Comptroller’s office before relying on a new or unfamiliar electronic format.
Quick "gotchas" to watch for
Witness requirements: some documents (like certain wills or affidavits) require witnesses in addition to a notary. Witness rules can vary — check the document's language and statute for whether remote witnesses or RON-compatible witnessing are allowed.
Platform fees: RON sessions may include additional platform charges beyond the statutory notary fee cap.
Stay current: laws and Department of State rules evolve. For 2026-facing compliance, review Chapter 117 on Online Sunshine and the DOS RON guidance before large-scale rollout or high-value transactions.
Florida permits both electronic in-person notarization (IPEN) and remote online notarization (RON). IPEN is ideal when you and the notary are together and want a clean digital record; RON is convenient and lawful for remote signers but has stricter electronic identity-proofing and technology requirements. Both protect signers — they just use different verification and technical safeguards.
Ready to cut down on paper clutter for your next business contract? Ask us about our secure In-Person Electronic Notarization options. If you need flexibility, we also provide Orlando Mobile notarizations and Remote Online Notary (RON) services that comply with current 2026 regulations. Contact us to schedule service for Lake Nona, Winter Park, downtown Orlando near the Orange County Courthouse, or wherever you are in Orange County — we’ll help you choose IPEN, RON, or traditional notarization based on your document and recording needs.
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