New York video notary vs mobile — electronic registration is live, wills and powers of attorney stay on paper

This page is a notary scorecard. It is not a mailbox directory. Form 1583 is the Postal Service form you sign so a mailbox store can receive your mail. It appears here because mailbox signup is a common reason a New York owner needs a notary this week. The form is the use-case. The mailbox store is someone else’s product.

This page is not legal advice. An in-state commission is a notary license from New York. A New York-commissioned notary may perform remote online notarization if that notary registered as an electronic notary with the Department of State. A regular New York notary without that registration still has to be in the room. A bank, a commercial mailbox (CMRA), or the Postal Service still decides whether this packet may be remote.

The New York grade that is not a company letter

We grade the state rule first. Remote online notarization (RON) is a video session with a notary. A company cannot turn a regular New York notary into an electronic notary. It also cannot erase the electronic-notary registration New York has taken since February 1, 2023.

Two New York filings, and why a webcam is not always enough

The Department of State is blunt: electronic notarial acts are not automatic with a regular New York commission.

• Electronic notarization is a remote act after registration. The notary must register as an electronic notary, be physically inside New York at the time of the act, and meet the person by two-way audio and video. The signer may be elsewhere. If the signer is outside the United States, the notary must hear — on the recorded session — that the record relates to a matter before a U.S. court, government, or other U.S. entity, or involves U.S. property or a transaction substantially connected with the United States. DOS FAQ; Executive Law § 135-c.
• Regular New York notarization is still an in-person act. A New York notary who never registered as an electronic notary cannot finish the session from a webcam. An electronic notary commission authorizes both remote online notarial services and traditional notary services. DOS FAQ.

DOS prints a quirk that trips people: once the e-notary license is issued, the traditional notary license is automatically cancelled. The notary must use the new e-notary identification number on all notarizations — video and paper. If a desk asks for the old commission number, that stamp may no longer exist.

Remote ink notarization (RIN) — a video ID check followed by a wet-ink stamp on a mailed paper — is not permitted after January 31, 2023. After that date, only electronic notarization under Executive Law § 135-c is the remote path. DOS FAQ.

The ID check is not a courtesy box. DOS lists three methods for a remote signer: the notary’s personal knowledge; or communication technology that lets the signer show an official ID, plus credential analysis, plus identity proofing; or the oath or affirmation of a witness who personally knows the signer and who is known to the notary or identified the same way. If those steps cannot be satisfied, the electronic notary may not perform the act. That is when a mobile notary or a walk-in becomes the product that can finish.

New York does not certify or recommend a software platform. The notary picks a platform that complies with Part 182 and the Department’s rules, then submits an exemplar after the commission is issued. We will not pick a brand for them.

The session file is part of the act. DOS requires an audio-visual recording of the electronic notarization, with a backup, kept a minimum of 10 years. That printed floor matches Florida’s F.S. 117.245 (at least 10 years). It is twice the five years Texas SOS prints for its online notaries. A journal is also required for every New York notary — video or paper — since January 25, 2023, and that journal is kept 10 years. Electronic notaries keep the journal and the recording.

What actually needs a notary on a New York LLC / bank stack

New York LLC formation is filed with the Department of State as Articles of Organization. LLC Law § 203 says the organizer prepares, signs, and files. The live DOS instructions we retrieved say the organizer must sign and print their name. They do not say the Division requires a notary for that filing. People still show up asking for a notary because a bank, a processor, a landlord, or a mailbox asked for a sworn statement on a different piece of paper that sits next to the LLC.

We do not publish a bank-by-bank or county-by-county “accepts video” list we have not read on that desk’s page this month. If you need the operating address so a bank will open the account, that is a different product. It is not this site’s directory.

Open all night versus booked, in this state

Because in-state RON is live, all-night service is a real option for many New York papers — if the receiving desk will take a remote act. A New York electronic notary or a notary licensed in another video-notary state can both close that session. Company availability letters live on the directory, once.

If the desk wants a regular New York stamp on paper, or the ID check fails, or the paper is a § 307 estate document, you are shopping store hours or a booked house call. That is the C on walk-in / mobile showing up as a calendar. It is not a failure of the state rule.

DOS prints a legal maximum for what an electronic notary may charge: up to $25.00 per electronic notarial act. A certificate of authenticity (“papering out”) is $2.00. A traditional in-person notarial act is still $2.00 unless another law authorizes more. That is a state fee cap for a New York-commissioned electronic notary. It is not a company sticker and not a UPS price. The consumer starting prices we cite on company cards are still the official pages retrieved August 2026.

Company letters live on the directory

Availability, identity check, and session-record letters for Proof/Notarize, NotaryLive, OneNotary, BlueNotary, mobile, and walk-in are on the directory — once. This page keeps the New York rule and the document table. Official starting prices we cite: NotaryLive about $25 per session; Proof/Notarize about $25 for the first stamp and $15 for each extra stamp; OneNotary online about $25 and mobile from about $80. We do not invent a session price for BlueNotary. Independent New York mobiles are not that OneNotary sticker. Counters set their own prices.

Form 1583 as a New York use-case — without becoming a mailbox review

USPS will not let a commercial mailbox (CMRA) hand you mail until PS Form 1583 (June 2024) is complete. Form 1583 is the Postal Service form you sign so that store can receive your mail. You sign in person with the store (or an authorized employee) or with a notary public. The form’s note allows a live video call. A New York signer can use a New York electronic notary or an out-of-state remote notary. That is the same idea as Florida and Texas. Other states have their own rules. See California if that is your state.

What we will not do here: grade mailbox brands, pick a Brooklyn storefront, or explain store flags. Those are mailbox questions. The notary question is: did the session match the form (U.S.-licensed notary, two IDs, home address matching the address ID), and will the store accept that session? Details live on Form 1583 notarization.

A sequence that usually wastes less money

1. Read the receiving desk’s current instruction. If they printed “in person,” “wet ink,” or named a will, trust, or power of attorney, do not buy a video session to argue with them.
2. If they accept remote notarization, you may use a New York electronic notary or a notary licensed in another video-notary state. The New York Department of State is the authority for the in-state registration. NASS and NNA are the country sources. The company’s live notary pool is the day-of fact.
3. Budget the extras from the official page — extra stamp, extra signer, witness — before you upload a six-signature packet at the $25 sticker. The $25 in the DOS FAQ is the electronic-notary-act cap, not a promise that the company’s checkout stops there.
4. If the ID check fails, stop treating “try again at midnight” as a plan. DOS: if personal knowledge, the ID-plus-proofing stack, or a qualifying witness cannot be satisfied, the electronic notary may not perform the act. Switch to a mobile notary or a walk-in. NotaryLive’s FAQ describes a Personal Verifier path. That is their product, not a universal escape hatch.
5. Keep the session confirmation. The value of RON in a later dispute is the recording New York already requires electronic notaries to keep for at least 10 years. The value of a walk-in is the ink the desk already said it wanted.