Remote Closings in Real Estate: Why security matters more than ever

Digital closings are now the norm, not the exception. 

Around 60% of title companies now offer some form of remote closing, which is a big jump from 14% before 2020. And remote online notarization (RON) is catching up fast. Providers like NotaryCam saw nearly 50% more users in 2023, and 44 states (plus D.C.) have now passed permanent laws to support it. 

But as speed and convenience increase, so do the risks. One customer said it best: “Fraud keeps me up at night. The money part is a very scary element of it.”

When real estate deals happen entirely online and millions move without a face-to-face meeting, fraudsters see an opening. That’s why title and law firms face the new challenge of balancing client experience with fraud prevention. 

This guide breaks down how remote closings work, where fraud creeps in, and how to close safely.

What is a remote closing?

If you’ve ever signed a document on your phone or video-chatted your way through a big decision, you’re already familiar with remote closings. 

They’re like traditional, in-person real estate closing, but it takes place entirely online. You’ve still got the same legal requirements and paperwork, just fewer handshakes and more digital tools.

What started as a hybrid of email and e-signatures has evolved into fully remote workflows, complete with identity verification, remote online notarization (RON), and encrypted communication to keep everyone safe and moving forward.

While 44 states have passed permanent laws allowing RON for real estate transactions. Others may still be operating under temporary authorizations or haven't passed legislation yet. 

It’s important to double-check what’s currently permitted in your jurisdiction. What flies in Florida may not work in California—or at least not yet.

The benefits of remote closing

So, why all the buzz around remote closings? 

For title companies and law firms, the benefits go beyond convenience. 

Remote workflows reduce overhead, streamline operations, and shorten timelines—all while delivering a better experience for clients. With fewer in-person meetings to coordinate and more documents signed ahead of time, teams can move faster without sacrificing security.

For title companies and law firms, virtual real estate closings simplify the entire process of buying and selling property. They help reduce overhead costs and cut down on the piles of endless paperwork. 

For your clients, it’s all about convenience and flexibility during the process. We’ve had one customer say: “It’s just more convenient for everyone. We don’t have to take time away from work to travel to an attorney’s office.” 

Transactions are also moving faster. With documents signed digitally ahead of time and fewer in-person meetings to coordinate, timelines are shortened and both sides breathe a little easier.

Remote closing lets title companies and law firms reach clients all over the country without sacrificing a secure, personal experience. Whether someone is buying a home two states away or next door, you’re no longer limited to ZIP codes. 

Wire fraud vulnerabilities in remote closings

Digital real estate transactions are fast, flexible, and cost-effective, but they also open the door to a new wave of wire fraud. As more transactions move online, fraudsters are finding creative ways to go undetected.

Many title companies and law firms haven’t fully addressed the new risks that come with remote workflows. One of our title partners said: “We’ve caught a few fake people… sellers. Fraudsters are getting smarter and smarter.”

They’re not wrong. Today’s scams go beyond bad grammar. Think spoofed emails that look real, deepfaked voices, and impersonators who know exactly when and how to strike.

Think about it—when no one meets face-to-face, it’s easier for someone to pose as a buyer, seller, or lender. Identity verification gets harder. Teams rely heavily on email. Deals move fast. And all of that gives fraudsters more room to intercept wires.

Wire fraud is a real and growing threat. According to the FBI’s IC3 report, over $446 million was lost to real estate wire fraud in a single year. Every business that sends or receives wires is at risk—and many don’t even realize it until it’s too late.

Legal considerations in virtual closings

The shift to remote closings also creates legal friction. 

As mentioned above, currently 44 states have enacted permanent laws permitting RON. This means title companies and law firms need to navigate state-by-state rules, making it harder to implement consistent fraud prevention strategies.

One attorney on a recent call explained it this way, “Attorney-client privilege complicates data collection and verification” when switching to remote closings. In other words, balancing client confidentiality with the need for better fraud detection is tricky but necessary.

Remote notarization and digital closings are now part of reality, and they will keep growing. More consumers are leaning into technology for these processes. This means staying on top of shifting regulations is critical.

The tech stack behind secure remote closings

Running a remote closing takes more than just Zoom and e-signatures. 

It relies on a set of tools that each handle different parts of the process—but not all platforms are built with end-to-end security in mind, especially when it comes to preventing wire fraud.

Here’s a quick breakdown of what’s typically in the stack for a safer closing workflow.

Title production software (TPS)

TPS helps manage important parts of the closing process—things like creating documents, tracking files, and communicating with clients. While TPS typically doesn't handle identity verification, it can be integrated with tools that help you verify sellers and buyers.

Remote online notarization (RON) platforms

Remote online notarization platforms are what make fully remote closings possible. It handles notarization over a secure video call. They check the box for compliance, but they may not catch someone impersonating a legitimate party. 

Even if RON isn’t permitted in your state, a remote closing is still possible through hybrid models. It just may not be fully online—some documents might still require in-person signing.

Secure document sharing platforms

Platforms like Dropbox, ShareFile, or OneDrive provide secure file sharing by using encryption and meeting compliance standards. 

Unfortunately, these tools focus on protecting documents and do not protect the people involved or the wire behind the deal. They do not prevent identity spoofing or wire fraud. 

Identity verification tools

Verifying identity remotely is harder than it looks. 

Most tools out there stop at the basics—like scanning an ID or using facial recognition—but today’s fraudsters are way ahead, using stolen info and even AI-generated images to slip through.

That’s where a few extra layers of protection can really make a difference. Tools built specifically for real estate can help confirm who you’re working with and make sure money is going to the right place, without all the manual back-and-forth.

They’re not here to replace what you’re already using, like RON platforms or title software, but they can help close the security gaps and give everyone a little more peace of mind.

CertifID Match: Identity verification beyond standard RON capabilities

CertifID Match adds a critical layer of protection where standard notarization processes may not be enough. This layered approach makes it harder for fraudsters to impersonate sellers, one of the most common and costly types of wire fraud. 

Unlike basic ID uploads or facial scans, Match checks multiple data points in real-time. This way, title companies, and law firms can confirm they are dealing with legitimate clients from the start.

By preventing impersonation at the beginning of a transaction, companies dramatically reduce their risk down the line. Recovering from financial damage can be much harder once a transaction has gone wrong. 

Wire & mortgage payoff verification systems 

CertifID Collect: Secure wire information exchange

Email remains one of the weakest points in a real estate transaction. It’s where most wire fraud begins. CertifID Collect offers a secure, encrypted platform for collecting wire instructions from buyers and sellers without using email.

This prevents man-in-the-middle attacks, fraudulent sender addresses, and phishing scams that typically target clients when they’re most distracted. 

CertifID PayoffProtect: Securing lender payoff transactions

Lender payoffs are a common target for fraud because of their urgency and the number of parties involved. CertifID PayoffProtect automates and secures the verification of lender payoff instructions. One of the riskiest and most time-consuming parts of the closing process.

With a +97% instant verification rate, PayoffProtect removes the need for multiple callbacks and manual confirmation. 

Technology requirements

A truly remote, truly secure closing demands more than just piecing together point solutions. They require everyone involved to have the right hardware and internet setup to keep the process smooth and secure, to ensure every part of the transaction is protected. 

Here’s what’s typically required:

• Modern device: A laptop, desktop, or tablet with an up-to-date operating system that can handle video calls and encrypted platforms.
• High-speed internet: A reliable connection is important for remote notarizations and secure document sharing.
• Webcam and microphone: Required for RON sessions. Built-in options usually work fine, but quality matters for identity verification.
• Secure email and browser: Participants should use secure, encrypted email accounts and updated browsers like Chrome, Firefox, or Edge.
• Two-factor authentication (2FA): Important for logging into closing platforms and accessing sensitive data.
• Integrated software access: To streamline closings and prevent fraud, teams should use integrated systems like CertifID, SoftPro, AtClose, and their RON provider.

How does real estate e-closing work? 

A real estate e-closing is just like a traditional closing—but done digitally. Instead of gathering around a conference table, all parties (buyers, sellers, lenders, attorneys, and title agents) connect and complete the transaction online.

All documents are reviewed, signed, and notarized electronically using secure platforms. Funds are wired digitally, and once everything’s verified, the documents are recorded electronically with the county.

It’s the same process, just powered by tech. With the right tools, like eSignature, remote online notarization, and wire fraud protection, you can finish the entire closing from anywhere without sacrificing security.

Title company-led remote closing

Here’s how a typical remote closing might look when it’s led by a title company. Every step is still there—it’s just supported by digital tools instead of paperwork and in-person meetings.

Pre-closing

This is the prep stage—getting all the pieces in place before signing day.

• Title search & examination: Confirm property ownership, clear any debts on it, and issue the title commitment.
• Wire verification: Check wire instructions before moving any escrow funds.
• Select closing type: Choose the best fit—hybrid, full eClosing, or fully remote using RON.
• Coordinate with stakeholders: Loop in buyers, sellers, agents, and lenders to keep the process on track.

Closing execution

This is where it all comes together—signing documents, transferring funds, and locking it in.

• Set up a digital platform: Use your preferred eClosing tool for eSignatures and verify identities with CertifID.
• eSign & notarization: Complete notarization remotely using RON, with a video session recorded for compliance.
• Final wire transfer: Double-check all banking info. It’s best practice to use a secure platform like CertifID to deliver a verified document with confirmed wiring instructions.
• eRecording: Submit closing documents digitally to the county recorder.

Post-closing

Even after the signing’s done, there are still a few things to wrap up.

• Title insurance & fund disbursement: Issue the final policy and distribute escrowed funds.
• Secure document retention: Store everything digitally, securely, and in compliance with state laws.

Law practice-led remote closing

When an attorney leads the closing, the process may include a few extra steps focused on legal compliance and document review. But just like with title-led closings, it can all be done remotely—with the right tech in place.

Pre-closing

The attorney lays the groundwork by making sure everything is legally sound and ready to go.

• Legal review: Draft or review contracts, disclosures, and lender documents for accuracy.
• Title & due diligence: Complete a title search or review one from the title partner to confirm a clean title.
• Verify digital payments: Double-check payment details from buyers and lenders to help keep everything secure before any money moves.
• Coordinate with buyer, seller & lender: Make sure all parties meet legal and financial requirements.

Closing execution

Now it’s time to close the deal—with an attorney guiding the process from start to finish.

• Virtual closing session: Host a video closing where the attorney oversees the process.
• eSign & notarization: Sign documents electronically with attorney involvement and digital notarization.
• Final wire transfer: Confirm and execute fund transfers securely before disbursement.
• Review & approval: Attorney completes a final review before submitting for recording.

Post-closing

The deal is signed, sealed, and almost delivered—just a few final legal steps to button it all up.

• Recording & legal documentation: Electronically file the deed, mortgage, and related legal documents.
• Finalize legal & financial obligations: Send post-closing statements, issue legal notices, and securely archive records.

While both paths get you to the finish line, the responsibilities along the way can look a little different depending on who’s leading the closing. Here’s a quick side-by-side look at how title companies and law firms typically handle remote closings:

Remote closing in real estate: Make it secure

Whether it’s verifying identities, managing digital payments, or coordinating between buyers, sellers, and lenders, every part of a remote closing needs to be handled carefully. 

With the right tools and a thoughtful process—whether led by a title company or an attorney—you can reduce risks and build trust throughout.

When security is woven into every step, the closing experience becomes simpler for everyone involved.

Remote closings don’t have to mean compromise. With the right approach, they can be just as secure and smooth as meeting in person.