How to Migrate to a New Online Notarization Provider Without Disrupting Closings
Remote online notarization (RON) has changed how real estate closings get done. It brought new levels of convenience, scheduling flexibility, and the ability to keep transactions moving even when parties cannot be in the same room. But the experience has not always been smooth for everyone.
Over the past few years, many title and settlement professionals adopted RON using one of the early platforms in the market. Some of those platforms are now winding down or discontinuing support. And for many teams, the memories left behind are not good ones. Confusing workflows. Sessions that dropped. Signers who struggled. Support that was hard to reach when timelines mattered.
We have heard the same thing again and again during conversations at ALTA, FLTA, and through customer conversations: “We tried RON and it was a mess. The platform made everything harder. We spent more time calming signers down than completing the closing.”
If that was your first experience with RON, it makes sense that you may be questioning whether it is worth the effort to try again.
But here is the important truth: It was not RON that failed you. It was the platform.
Do Not Give Up on RON Because of a Bad First Experience
At its core, RON is designed to simplify closings, not complicate them. When the technology is well-designed and supported, signers feel guided, closers feel confident, and the entire transaction moves forward without friction. That is exactly what the real estate industry asked for when RON first emerged.
The difference comes down to execution. Not all RON platforms are the same. Early systems were built quickly, often without the insight of the people who work inside real closings every day. Some providers treated RON like a one-size-fits-all feature rather than a high-touch, regulated workflow that requires precision and support.
If your previous RON experience was stressful, slow, or inconsistent, it is understandable to feel cautious about making another move. But with many early platforms now closing their doors, this transition period is an opportunity to reset your expectations and adopt RON the way it was always meant to work.
What You Should Expect from Your Next RON Provider
When evaluating your new solution, focus on three core areas:
Ease of use across every role
The platform should work smoothly for signers, notaries, closers, attorneys, and lenders. No one should need a training manual to get through a signing.
Support that responds in real time
Closings run on deadlines. If issues arise, your provider should be able to assist quickly. Not overnight. Not through an unanswered ticket queue.
Identity and fraud controls that are built for real estate
High-value transactions draw risk. Identity verification should be strong, clear, and fully recorded for audit purposes.
Proof (Formerly Notarize): The Leader in RON Customer Experience
If you have been in the industry for a while, you likely recognize us as Notarize. Our name is now Proof, but our mission is the same. We have spent years partnering with title companies, lenders, settlement professionals, and notaries to design digital closings that feel clear, reliable, and secure.
We pioneered RON in real estate. We helped build the regulatory frameworks alongside state and industry leadership. And we have supported thousands of closings across the country, from single property transactions to some of the largest digital closing initiatives in the market.
TL;DR: We designed the system alongside the industry that depends on it.
How to Migrate Smoothly Without Interrupting Your Closings
You do not need to pause or delay transactions to switch RON providers. Most organizations transition their RON workflow in a phased approach that maintains operational continuity.
We will work directly with your team during migration to handle:
- Account setup and user provisioning
- Template and document package transfer
- Workflow configuration to match your current closing process
- Training sessions for closers, notaries, and support staff
- Go-live support and ongoing alignment
Digital Closings Aren’t the Problem. Your Provider Was.
If your first experience with RON was defined by frustration, you are not alone. But that is not the future of digital closing.
You do not need to lower your expectations. You do not need to settle. And you definitely do not need to go back to in-person only closings.
Our team is already helping organizations transition smoothly and quickly. Talk to us about your RON migration goals and we’ll get you set up on a platform that was built to support the real work you do every day.
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