Witnesses and credible witnesses are not interchangeable. A witness confirms the act of signing, while a credible witness confirms a signer’s identity when the signer lacks acceptable ID. In NotaryCentral, you can record either role by marking a participant as a witness and selecting the appropriate identification method.
Witness
A witness observes the signer sign the document and attests that the signing occurred. The notary still independently identifies the signer using approved ID verification or personal knowledge.
Credible witness
A credible witness personally knows the signer and swears or affirms to the notary that the signer is who they claim to be. This option is used only when the signer lacks acceptable identification.
Remote nuance
Remote online notarization (RON) rules vary. Some states allow credible witnesses in RON, others prohibit them, and some platforms restrict the workflow even when state law permits it.
What notarization and RON require
Notarization is a notary public’s process for confirming three essentials:
- Identity: verify the signer’s identity.
- Willingness: confirm the signer is signing willingly.
- Fraud deterrence: add a formal safeguard to discourage improper execution.
Remote Online Notarization (RON) delivers the same outcomes through live audio-video communication, identity verification tools (ID upload, credential analysis, and knowledge-based authentication), and electronic signatures/seals. RON is legally valid in many U.S. states, but requirements vary.
Witness vs. credible witness (side-by-side)
- Purpose: Witnesses observe the signing; credible witnesses prove the signer’s identity.
- Used for ID verification: Witnesses are not used for ID verification; credible witnesses are.
- Must personally know signer: Witnesses do not need to know the signer; credible witnesses must personally know the signer.
- Takes an oath: Witnesses usually do not take an oath; credible witnesses do.
- Used when signer lacks ID: Witnesses are not used for this; credible witnesses are.
- Common in RON: Witnesses appear sometimes; credible witnesses are limited and state-specific.
Credible witnesses in RON: what to watch for
If your state allows credible witnesses in RON, the credible witness typically must:
- Appear in the same live audio-video session as the signer and notary.
- Be identified by the notary (usually with valid ID verification).
- Take an electronic oath or affirmation.
Always confirm whether your state allows credible witnesses for RON, and whether your platform supports that workflow.
How to set up witnesses in NotaryCentral
When you add a participant, mark their role as Witness and select the identification method that matches your scenario:
- Witness only (no identity verification needed): Choose the Personally Known identification method if you already know the witness and do not need to verify their identity.
- Credible witness (identity verification needed): Choose Credential Analysis + Biometrics (and KBA if required) so the witness completes ID verification before joining the session.
This keeps your workflow aligned with the legal role you need: observing a signing versus vouching for a signer’s identity.
Practical examples
Witness: A will requires a witness. The witness joins the RON session to observe the signer, while the notary still verifies the signer’s identity separately.
Credible witness: The signer has no acceptable ID. A person who personally knows the signer joins the session, completes ID verification, and swears to the notary that the signer is who they claim to be.
Bottom line: a witness confirms that a signing happened; a credible witness confirms who the signer is. In RON, credible witnesses are more restricted and always state-dependent.