Online Property Notarization: A Guide

Online property notarization is an increasingly common procedure in the digital age. This method helps parties save time and costs. The process requires precision and full compliance with legal regulations. This article from Long Phan Consulting Company provides a detailed guide to the online property notarization process.

Conditions for Online Property Notarization

The online property notarization procedure via digital platforms is implemented under Decree 104/2025/ND-CP, which details the Law on Notarization with a standardized 9-step electronic process. Real estate transactions using online property notarization require digital signatures, level 2 electronic identification accounts, and suitable technology.

For the Notarization Requester

The Buyer

The buyer in a real estate transaction must possess a level 2 VNeID electronic identification account or higher, as stipulated by Decree 104/2025/ND-CP. A valid digital signature issued by a trusted Vietnamese service provider is a mandatory condition for online property notarization. Technological equipment includes a computer or smartphone with an HD camera, a microphone, and a stable internet connection of at least 10 Mbps.

The property buyer must have full civil act capacity from the age of 18, as per Article 20 of the 2015 Civil Code. Individuals aged 15 to under 18 must have the consent of their legal representative, evidenced by a valid document according to Article 21 of the 2015 Civil Code. Personal identification documents, such as ID cards/Citizen ID cards, family registers, and marriage certificates, must be integrated into the VNeID account or have original copies ready for presentation.

The Seller

The seller must be the legal owner of the land use rights with a valid Land Use Rights Certificate (LURC). The land must be free of disputes, or any disputes must have been resolved by a legally effective court judgment or decision. The land use rights must not be subject to seizure, mortgage, or other enforcement measures under civil judgment execution laws.

The seller’s electronic identification account and digital signature must be fully biometrically authenticated before participating in the online real estate transaction. Financial proof is required to fulfill personal income tax obligations from the transfer of land use rights, according to Circular 111/2013/TT-BTC. The land sale and purchase agreement template must comply with the mandatory provisions of the 2024 Land Law.

Required documents include a 300 dpi PDF scan of the LURC. The filename must follow the format “SODO123-QSDD.pdf” for the AI system to automatically recognize and process land information accurately. Data must be synchronized with the national land database before initiating the online property notarization procedure.

The property seller needs to prepare all documents proving ownership of assets attached to the land, including houses and construction works. Personal identification documents must be integrated into the VNeID account or have original copies available. The title transfer procedure requires the presentation of original documents for the notary to verify. Registering for Remote-CA allows for convenient digital signing on mobile devices without traditional USB tokens.

For the Notary Organization

The notary organization must be a Notary Office or Notary Bureau legally licensed by the Department of Justice. The notary must meet the standards of Article 13 of the 2024 Law on Notarization, hold a valid notary practice certificate, and have completed training in electronic notarization. The IT system must meet the requirements of the electronic notarization platform under Article 51 of Decree 104/2025/ND-CP.

The electronic notarization service account must be established on a platform with multi-layered security and two-factor authentication. The digital signature must include a timestamping service from a trusted Vietnamese provider as per electronic transaction laws. The technical infrastructure includes 1080p HD cameras, high-quality audio, and a dedicated, stable internet connection.

The Notary Office must ensure a private space for conducting online property notarization with adequate lighting and a quiet environment. The online property notarization process must strictly follow the 9 steps in Article 53 of Decree 104/2025/ND-CP to ensure legal validity. Technical staff must be trained in operating the platform and handling technical issues.

For the Land Parcel

The land parcel must exist in the national land database with accurate information on area, boundaries, and land use purpose. The boundaries must be clearly defined without disputes with adjacent parcels, confirmed by a boundary agreement record. The land use purpose must comply with legal regulations and the land use plan approved by the provincial People’s Committee.

The value of the land use rights is determined by the land price list issued by the provincial People’s Committee at the time of the transaction. Financial obligations, including land use fees, agricultural land tax, and non-agricultural land tax, must be fully paid. The land must not be subject to recovery by a competent authority and must not violate land use regulations.

The LURC must have a valid term for term-limited land under the 2024 Land Law. The information on the certificate must match the actual land use status without discrepancies in area or location. Agricultural land requires documentation proving legal origin and completion of any necessary land use purpose conversion procedures.

In most cases, a land user can exercise the right to transfer land use rights when meeting the five conditions in Clause 1, Article 45 of the 2024 Land Law:

• Possession of a Land Use Rights Certificate or equivalent, with specific exceptions for inheritance, agricultural land consolidation, or state-related transfers.
• The land is free of disputes, or disputes have been legally resolved.
• The land use rights are not subject to seizure or other enforcement measures.
• The transfer occurs within the land use term.
• The land use rights are not subject to any temporary emergency measures by law.

Procedure for Online Property Notarization

The online property notarization process follows 9 clear steps outlined in Article 53 of Decree 104/2025/ND-CP. The procedure is standardized on an electronic notarization platform under the supervision of a competent notary. Each step is recorded with a digital signature and timestamp to ensure the integrity of the transaction.

• Step 1: Initiate E-Notarization Transaction – The notary initiates the transaction on the platform with a unique identification code. The system creates accounts for the parties and establishes a secure video conference link.
• Step 2: Upload Transaction Document – The notary uploads the drafted land sale agreement. The document can be a data message or digitally signed by an authorized person per Article 50 of the 2024 Law on Notarization. The system automatically checks the document’s validity and format.
• Step 3: Review Transaction Document – The notarization requesters read the entire contract on the platform’s screen. If necessary, the notary will read it aloud. The reading process is fully recorded on video and audio.
• Step 4: Present and Verify Documents – Parties present necessary documents (ID/Citizen ID, LURC, marriage certificate) via HD camera. The notary cross-references the information with system data and the VNeID account. An AI system assists in automated document recognition and verification.
• Step 5: Digitally Sign and Witness – The buyer and seller digitally sign the contract using their registered digital signatures. The signing is witnessed in real-time by the notary via a secure video conference. The system records the exact signing time and generates a hash code to protect the document’s integrity.
• Step 6: Additional Verification and Checks – The notary conducts further verification with the national land and population databases. The authenticity of digital signatures is checked, and signer identities are confirmed via biometrics. The land parcel information is cross-checked with the cadastral map.
• Step 7: Create Electronic Notarized Document – The notary creates the electronic notarized document according to the template in Decree 104/2025/ND-CP. The notary digitally signs the document and applies the electronic seal of the notary organization. A timestamp is affixed.
• Step 8: Store and Issue Copies – The electronic notarized document is securely stored in a cloud computing system with AES-256 encryption. Electronic copies are issued to the parties with unique access codes and appropriate permissions. The information is synchronized with the national notarization database and local land management systems.
• Step 9: Finalize and Handover – The entire online property notarization file is completed. The electronic notarized document is handed over to the parties with instructions on use and security. The status is updated in the management system, and a completion notification is sent.

Legal Value and Storage of Electronic Notarized Documents

An electronic notarized document has the same legal value as a traditional paper document under the 2024 Law on Notarization. It is created directly in an electronic environment with full digital signature authentication. Government agencies, organizations, and individuals must recognize the legal validity of documents from the online property notarization process in all transactions.

The storage system for electronic notarized documents uses blockchain and cloud computing technology for absolute security. AES-256 encryption and multi-layered digital signatures prevent unauthorized access or alteration. Automatic daily backups are performed with a 24-hour data recovery capability.

The minimum storage period for electronic notarized documents is 50 years. Quick retrieval is possible via a unique identification code or the personal information of the parties. Access logs are fully recorded to ensure transparency and accountability.

Fees for Online Property Notarization

Fees for online property notarization are calculated based on Circular 257/2016/TT-BTC, according to the total value of the land use rights and attached assets. The fee schedule is uniform for both state and private notary offices. For private offices, the fee includes a 10% value-added tax (VAT).

The fee schedule is tiered by asset value:

• Up to VND 100 million: VND 200,000 + 0.3% of the asset value.
• Over VND 100 million to VND 500 million: VND 500,000 + 0.2% of the value exceeding VND 100 million.
• Over VND 500 million to VND 1 billion: VND 1.3 million + 0.1% of the value exceeding VND 500 million.
• Over VND 1 billion to VND 3 billion: VND 1.8 million + 0.06% of the value exceeding VND 1 billion.
• Over VND 3 billion to VND 10 billion: VND 3 million + 0.05% of the value exceeding VND 3 billion.
• Over VND 10 billion: VND 6.5 million + 0.03% of the value exceeding VND 10 billion.

The fee for drafting the contract ranges from VND 100,000 to VND 500,000 depending on complexity.

Long Phan’s Recommendations Before Online Notarization

Standardize Electronic Documents First

• Scan the LURC at 300 dpi resolution for clear image quality.
• Verify that land information is fully synchronized with the national database via the Ministry of Natural Resources and Environment’s portal.
• Name files according to the standard “SODO123-QSDD.pdf” format for automated system processing.
• Prepare all related documents (ID/Citizen ID, family register, marriage certificate) in high-quality PDF format, each not exceeding 10MB.
• Ensure all text and seals are clear and legible.

Register for a Remote Digital Signature (Remote-CA)

• A Remote-CA offers maximum convenience for signing on mobile devices without a USB token.
• Register with trusted service providers licensed by the Ministry of Information and Communications, such as VGCA, FPT-CA, or Viettel-CA.
• Use biometric authentication (fingerprint, face, iris) for the highest level of security.
• Check the signature’s validity period and renew it promptly.

Check Connection and Equipment

• Use an HD camera with at least 1080p resolution.
• Ensure adequate, even lighting for accurate facial and document recognition.
• Use a quiet room to ensure clear audio quality.
• A stable fiber-optic internet connection with a minimum speed of 10 Mbps is required.
• Fully charge all devices and have a backup power source (UPS).

Read the Contract Carefully on Screen

• The “content finalization” stage is logged with an immutable timestamp. Any changes after signing require a new notarized addendum and additional fees.
• Carefully check all terms regarding price, payment method, handover date, and obligations.
• Verify all personal and property details against the original documents.
• Ask the notary to clarify any complex legal or financial terms.

Track the Land Title Progress

• Use the case code provided after notarization to track the title transfer status on the online public service portal.
• The processing time is typically 15-20 working days. If there is no update after 3 working days, contact the Land Registration Office.
• Receive automatic SMS or email notifications for each processing step.
• Be prepared to pay personal income tax and registration fees promptly upon notification.

Secure Information and Documents

• Do not share the electronic deed file (E-deed) with uninvolved parties.
• Use the platform’s One-Time Password (OTP) when sending the document to trusted third parties like banks.
• Store the electronic notarized document in a cloud system with end-to-end encryption and multi-factor authentication.
• Change passwords regularly and use strong, complex passwords.

Consulting and Authorization Services from Long Phan Consulting Company

Long Phan Consulting Company offers comprehensive support for the online property notarization procedure. Our experienced team helps clients complete the process quickly and efficiently. Our services are designed to optimize your time and costs.

Our consulting services include:

• In-depth legal advice on the validity of the LURC and the tax obligations of both parties.
• Assistance in preparing a complete and accurate document file.
• Support for digital signature registration, Remote-CA guidance, biometric authentication, and equipment checks.
• Representation by proxy to handle the entire e-notarization process, including attending the video conference with the notary and tracking progress.

Long Phan Consulting Company is committed to supporting clients until the notarization is complete. Contact us for a detailed consultation on our online property notarization support services.

Frequently Asked Questions About Online Property Notarization

What happens if a technical issue, like an internet disconnection, occurs during notarization?

The e-notarization platform has an automatic interruption handling mechanism. The session is securely saved, and the notary will reschedule to continue from the point of interruption. The entire online property notarization session is timestamped, so completed steps remain legally valid.

How is the identity of a person who cannot read, write, or sign verified?

A person who cannot read must have a witness present whose identity is also verified. The notary will read the contract aloud to all parties. A person who cannot sign will use a fingerprint impression, witnessed via video conference. The process requires clear video recording of the verification and fingerprinting act.

Are the fees for online notarization different from traditional notarization?

The notarization fee is uniformly regulated by Circular 257/2016/TT-BTC and is based on the property’s value, so the base fee is the same for both methods. A platform service fee may apply, but you save significant travel and time costs.

How long does it take to complete the title transfer after online notarization?

The title transfer process takes 15-20 working days, depending on the locality. The buyer must pay personal income tax and registration fees within 30 days of the electronic notarization date. You can track the progress with your case code on the national public service portal.

How can I verify the authenticity of a received electronic notarized document?

Verify it through the notary’s digital signature and the electronic seal of the notary organization. You can look up the document’s code on the e-notarization platform or the notary organization’s website. The timestamp and hash code ensure the document’s integrity.

Can agricultural land be notarized for sale online?

Yes, agricultural land can be notarized online. The conditions are a valid LURC, no disputes, and full payment of financial obligations. If the land requires a change in use purpose, this procedure must be completed before notarization.

Conclusion

The online property notarization procedure, while streamlined, requires precision and strict adherence to legal regulations. Long Phan Consulting Company is ready to provide comprehensive support to help you complete this process quickly, efficiently, and legally. Contact us now via our hotline at 1900.63.63.89 for detailed advice and timely assistance.