How to Migrate to a New Online Notarization Provider Without Disrupting Closings

Remote online notarization (RON) has transformed real estate closings by offering convenience, scheduling flexibility, and the ability to keep transactions moving even when parties cannot be in the same room. However, not all experiences with RON have been positive. Many title and settlement professionals initially adopted RON through early platforms that are now winding down or discontinuing support, often leaving behind memories of confusing workflows, dropped sessions, and inadequate support.

Many professionals have expressed frustration, saying, “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 this was your first experience, it’s understandable to question whether RON is worth another try. But it’s important to recognize that the problem was not with RON itself, but with the platform used.

Do Not Give Up on RON Because of a Bad First Experience

RON is fundamentally designed to simplify closings. When the technology is well-designed and supported, signers feel guided, closers feel confident, and transactions move forward smoothly. The difference comes down to execution. Early RON systems were often built quickly, without input from those who work in real closings every day. Some providers treated RON as a generic feature rather than a regulated, high-touch workflow requiring precision and support.

If your previous RON experience was stressful or inconsistent, it’s natural to feel cautious about switching providers. However, with many early platforms now closing, this is an opportunity to reset expectations and adopt RON as it was meant to work.

What You Should Expect from Your Next RON Provider

When evaluating a new RON 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 complete a signing.
• ​Support that responds in real time: Closings are deadline-driven. Your provider should offer quick assistance, not delayed responses or unanswered tickets.
• ​Identity and fraud controls built for real estate: High-value transactions attract risk. Identity verification should be robust, clear, and fully recorded for audit purposes.

Proof (Formerly Notarize): The Leader in RON Customer Experience

Proof, formerly known as Notarize, has partnered with title companies, lenders, settlement professionals, and notaries to design digital closings that are clear, reliable, and secure. Proof pioneered RON in real estate, helped build regulatory frameworks, and has supported thousands of closings nationwide, from single property transactions to large digital closing initiatives.

How to Migrate Smoothly Without Interrupting Your Closings

Switching RON providers does not require pausing or delaying transactions. Most organizations transition their RON workflow in a phased approach to maintain operational continuity. Proof works 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 RON experience was frustrating, you are not alone. But that does not define the future of digital closing. You do not need to lower your expectations or return to in-person only closings. Proof is already helping organizations transition smoothly and quickly. Reach out to discuss your RON migration goals and get set up on a platform built to support your daily work.