Is a notary required to get a VMC for BIMI?

Key findings

• Notary requirement: Yes, a notary is generally required for VMC acquisition, especially to verify the employment of the company representative.
• Purpose: The notary step helps Certification Authorities (CAs) confirm the identity and authorization of the person applying for the VMC on behalf of the organization.
• Identity verification: This face-to-face or virtual notarization is part of the rigorous validation process CAs employ.
• VMC issuers: Accredited CAs like Entrust and DigiCert are common providers for VMCs.

Key considerations

• Prerequisites: Before applying for a VMC, your domain must have a trademarked logo and robust email authentication policies, including DMARC with a p=quarantine or p=reject policy.
• Application process: The VMC application typically involves submitting notarized documents to the chosen Certificate Authority (CA) as part of their validation checks.
• Time and cost: The notarization step, while crucial, is just one part of the overall VMC acquisition process, which also includes trademark registration and CA fees.
• Variations: While generally required, the specific notarization requirements can vary slightly between different Certificate Authorities and jurisdictions. It is always best to consult with your chosen CA for their exact requirements.

Key opinions

• Confirming requirement: Many marketers have recently gone through the VMC process and can definitively state that a notary is a required step.
• Process experience: The notarization may involve in-person meetings, even in unusual circumstances, to complete the necessary paperwork.
• VMC issuers: Marketers commonly use certified authorities like Entrust and DigiCert to acquire their VMCs.
• Mandatory step: The consensus is that notarization is not an optional part of the VMC application process, but a crucial one for verification.

Key considerations

• Preparation: Businesses should factor in the time and effort required for notarization when planning their BIMI implementation, alongside other steps like meeting BIMI requirements.
• CA choice: While both Entrust and DigiCert are used, marketers may have specific reasons for choosing one over the other based on their experience or organizational needs.
• Cost implications: Beyond the notary fee, marketers should be aware of the overall costs associated with VMC certificates.
• Legal assistance: Some marketers suggest seeking a notary public who offers VMC legal assistance to navigate the documentation smoothly, as highlighted by EmailLabs.

Key opinions

• Mandatory validation: Experts confirm that notarization is a mandatory part of the VMC validation process, particularly for verifying the applicant's identity.
• Security measure: This step enhances the security and trustworthiness of the VMC, assuring email clients and recipients that the displayed logo is authentic.
• CA requirements: Certification Authorities follow strict guidelines that often include notarized documentation for corporate identity verification.
• Ensuring trust: The notarization process is vital for maintaining the integrity of the VMC standard, which in turn supports the wider adoption of BIMI.

Key considerations

• Legal compliance: Organizations should be prepared for the legal and administrative steps involved in notarization, which are part of the broader VMC implementation process.
• Trademark validation: The notarization step complements the validation of the trademark itself, ensuring that the logo is indeed registered and owned by the applicant.
• Streamlining process: While appearing complex, understanding the notary requirement early can help expedite the VMC certificate issuance by preparing all necessary documents in advance.
• Industry standards: The requirement for notarization is consistent with the high standards for digital certificates that establish trust, akin to practices in other areas of digital security.

Key findings

• Validation requirement: The face-to-face validation, which often involves a notary, is a mandatory part of the VMC issuance process, as stated by various certificate authorities.
• Applicant verification: Notarization helps CAs confirm that the individual applying for the VMC is indeed an authorized representative of the organization.
• Standard compliance: The notarized submission of documents ensures compliance with the strict validation standards set for VMCs.
• BIMI prerequisite: For BIMI to be accepted by major email providers like Google, certification of the trademark and logo via a VMC, including its validation steps, is essential.

Key considerations

• Documentation accuracy: All submitted documents, especially those requiring notarization, must be accurate and align with the trademark and organizational details.
• CA-specific requirements: While the general need for notarization is consistent, specific procedures and required documents may vary between BIMI accredited certificate providers.
• DMARC foundation: The documentation consistently emphasizes that BIMI, and thus VMC, relies on a solid DMARC implementation with an enforcing policy, as detailed in guides like this simple guide to DMARC, SPF, and DKIM.
• Continuous compliance: Maintaining the validity of a VMC requires ongoing adherence to these standards, including any renewal processes that might involve re-verification.