What a notary can notarize
A notary can notarize any document where someone needs to swear or affirm that they signed it, or that a signature on it is genuine. The notary does not verify what the document says — only that the person in front of them is who they claim to be, that they are signing willingly, and that they understand what they are signing. Common documents include power of attorney forms, affidavits, loan documents, real estate deeds, travel consent letters for minors, and statutory declarations.
The notary's job is to create an official record that a signature happened in their presence. They check a government-issued ID, watch the person sign, and then add their own signature, seal, and notary number to the document. This creates a certified record that a court or government agency can trust — not because the notary vouches for the content, but because they can testify that the signing was real.
Some documents require notarization by law. Others require it because the receiving party — a bank, court, or government office — will not accept them otherwise. A few documents are notarized straightforward because the signer wants proof that they signed it on a particular date.
Key Takeaways
- A notary certifies that a person signed a document in front of them and showed valid ID, not that the document's contents are true or legal.
- Common notarizable documents include power of attorney, affidavits, loan papers, deeds, travel letters for children, and statutory declarations.
- A notary cannot notarize a document if the signer is not present, if they cannot verify the person's identity, or if the signer appears confused or under pressure.
- Notaries cannot notarize their own documents, documents they have a financial interest in, or blank documents.
- Some documents — like wills, court orders, and certified copies of existing documents — cannot be notarized under any circumstances.
Documents a notary cannot notarize
A notary cannot notarize a will, even if the testator is present and willing. Wills have their own legal signing requirements that are separate from notarization. A notary also cannot notarize a court order, judgment, or any document already issued by a court or government body. These documents carry their own official seal and do not need a notary's signature to be valid.
A notary cannot make a certified copy of an existing document — for example, a certified copy of your birth certificate or driver's license. Only the agency that issued the original can certify a copy. A notary can notarize an affidavit about a document (swearing that you lost the original, for instance), but not the copy itself.
A notary cannot notarize a blank document or one with blanks the signer intends to fill in later. The document must be complete and the signer must read it before signing. A notary also cannot notarize a document written in a language they do not understand unless a may have access to interpreter is present.
When a notary must refuse to notarize
A notary must refuse if the signer is not physically present. Remote notarization (by video) is now legal in most states, but the notary must still see the signer sign the document in real time. A notary cannot notarize a document that was already signed — the signer must sign it in the notary's presence.
A notary must refuse if they cannot verify the signer's identity. This requires a current, government-issued photo ID — a driver's license, passport, or state ID card. A notary cannot accept an expired ID, a document without a photo, or someone's word that they are who they claim to be.
A notary must refuse if the signer appears confused, intoxicated, or under pressure. The notary's job includes confirming that the signer understands what they are signing and is doing so freely. If a notary has reason to believe the signer is being coerced or does not understand the document, they must decline.
A notary cannot notarize their own documents or any document in which they have a financial interest — for example, a deed to property they own or a loan they are party to. A notary also cannot notarize for a close relative in most states, though the rules vary by jurisdiction.
What notarization does and does not prove
Notarization proves that a signature is genuine — that the person whose name appears on the document actually signed it on that date, in front of a notary who verified their identity. It does not prove that the signer read the document, understood it, or agrees with what it says. It does not prove the document is legal, accurate, or enforceable.
A notary does not investigate the truth of the statements in a document. If you sign an affidavit swearing that you own a car, the notary certifies only that you signed it and claimed to own the car — not that you actually do. If the affidavit is later used in court and the car ownership claim is false, the notary is not liable for the false statement.
Notarization is useful because it creates a record that can be checked. If someone later claims you did not sign a document, the notary can testify that you did. If a document is challenged in court, the notary's seal and signature show that the signing followed proper procedure.
How to prepare a document for notarization
Bring the complete, unsigned document to the notary. Do not leave blanks. If the document has multiple pages, make sure all pages are there and in order. Bring a current, government-issued photo ID — a driver's license, passport, or state ID card. The ID must not be expired.
If you are signing on behalf of a business or organization, bring documentation showing you have authority to sign — a corporate resolution, power of attorney, or letter from the organization. If the document is in a language the notary does not speak, bring a may have access to interpreter.
Read the document before you arrive. The notary will ask you to confirm that you understand it and are signing willingly. If you have questions about what the document means or whether you should sign it, ask before the notary appointment — the notary cannot give legal information.
Notarization fees and where to find a notary
Notary fees vary by state and by notary. Most charge between five and twenty dollars per signature. Some banks offer notary services free to customers. You can find a notary through your bank, a law office, a title company, a UPS Store or similar shipping center, or an online search for "notary public near me."
Many notaries now offer remote notarization by video in states where it is legal. This requires the same ID verification and real-time signing as in-person notarization. Some states limit remote notarization to certain document types or require the notary to know the signer personally.
Frequently Asked Questions
Can a notary notarize a document I already signed?
No. The notary must watch you sign the document in their presence. If you signed it before the appointment, the notary cannot notarize it. You will need to obtain an unsigned copy and sign it at the notary's office.
Can a notary notarize a photocopy or scanned document?
A notary can notarize a photocopy or printed document if it is a complete, original document that you are signing for the first time. They cannot certify that a photocopy is a true copy of an original — only the issuing agency can do that. Some documents, like loan papers, must be notarized on the original or official form.
What if I do not have a government-issued ID?
Most notaries will not proceed without a current photo ID issued by a government body. If you do not have a driver's license or passport, you can obtain a state ID card from your DMV. Some notaries may accept other forms of identification under specific circumstances, but this is rare and varies by state.
Can a notary notarize a document in a different language?
Only if a may have access to interpreter is present. The notary must be able to understand what is being signed and confirm that the signer understands the document. The interpreter must also sign the document, attesting that they translated it accurately.
Do I need a notary if the document says "notarization recommended"?
Not necessarily. "Recommended" means the receiving party prefers notarization but may accept the document without it. Check with the person or organization requesting the document — they can tell you whether notarization is required or optional.