What to do before you sign in front of a notary
A notary document is any paper that needs a notary's signature and seal to be official. Before you sit down with the notary, you should have already filled in all the blanks except the signature line — the notary will not fill in information for you, and they cannot tell you what to write. Read the entire document first so you know what it says and whether it matches what you actually need.
Check the document for blanks that are meant for you to complete. These are usually marked with a line or a box. Common blanks include your name, address, the date, and a description of what you are signing. If the document came from a lawyer, a government agency, or a company, follow any instructions printed on it about what goes where.
Bring a photo ID — a driver's license, passport, or state ID card. The notary must see it before they notarize anything. If the document names a specific notary or asks for a notary in a particular county, find one in that location; some documents are only valid when notarized by someone with the right jurisdiction.
Key Takeaways
- Fill in all blanks on the document yourself before meeting the notary, except for the notary's signature and seal.
- Bring a current photo ID; the notary will not notarize without seeing it.
- Read the entire document to understand what you are signing and make sure it says what you need it to say.
- Sign the document in front of the notary — never sign it beforehand, as the notary must watch you sign.
- Ask the notary what the fee is before they start; fees vary by state and notary, usually between $5 and $25 per signature.
How to fill in the blanks correctly
Use blue or black ink and write clearly. Print your name and address in the spaces provided, using the same spelling and format you use on official documents like your driver's license. If a blank asks for a date, write it in the format the document shows — some want month/day/year, others want the full word for the month.
If a blank asks you to describe something — such as "the property being transferred" or "the document being notarized" — be specific. Write "the deed for 42 Oak Street, Springfield, Illinois" rather than just "property." The more detail you give, the clearer the notary's record will be.
Do not cross out mistakes or use white-out. If you make an error, ask the notary whether you should start over on a fresh copy. Some notaries will allow you to cross out a word neatly and initial it; others will not. It is better to ask first than to ruin the document.
The signature step: what happens in front of the notary
Sit across from the notary with the document in front of you. The notary will ask you to read the document aloud or will read it to you. They may ask you questions about what it says and why you are signing it. Answer honestly — the notary is checking that you understand what you are signing and that you are doing it of your own free will, not under pressure.
When the notary tells you to sign, sign your name on the signature line exactly as it appears on your photo ID. Do not use a nickname or a different spelling. Sign in blue or black ink, not pencil. The notary must watch you sign; if you sign before they tell you to, they cannot notarize it.
After you sign, the notary will sign and stamp the document with their official seal. They will also fill in the date and their notary number. Some notaries will ask you to initial certain parts of the document as well. Do whatever the notary asks — they know the rules for your state.
Documents that need notarization but have special rules
Powers of attorney, affidavits, and loan documents often have specific language the notary must use. These documents may include a section called a "notarial certificate" or "jurat" — a paragraph that the notary reads aloud before you sign. Do not skip this step or ask the notary to skip it. The certificate is what makes the notarization legal.
Some documents, such as real estate deeds, require the notary to watch you sign and also to have a witness present. Check your document to see whether it names a witness. If it does, bring someone with you who is not related to you and who is not a party to the transaction. The witness will also need to show photo ID.
If your document is a copy of an original, ask the notary whether they can notarize a copy or whether they need the original. Many notaries will notarize a copy only if you bring the original to show them, and they will write "certified copy" on the notarized version.
What to do if you cannot read or write English
Tell the notary before you sit down. Some notaries speak other languages; if yours does not, they can still notarize your document, but they will need to use an interpreter. You can bring your own interpreter, or the notary may have a list of people they work with. The interpreter will read the document to you in your language and translate your answers to the notary's questions.
The notary will note in their records that an interpreter was used. This does not make the document less valid — it is a normal part of the notary's job. You will likely pay an extra fee for the interpreter's time.
Common mistakes that delay or invalidate notarization
Signing before you meet the notary is the most common mistake. If your signature is already on the document, the notary cannot notarize it. They must see you sign. If you have already signed, ask the notary whether you can cross out your signature, initial the change, and sign again in front of them.
Bringing the wrong ID is another frequent problem. The notary needs a current, government-issued photo ID. A library card, a credit card, or an expired ID will not work. If you do not have the right ID, you will have to reschedule.
Leaving blanks unfilled is also common. If the document has a blank that should have information in it, the notary may refuse to notarize until you fill it in. If you do not know what should go in a blank, contact the person or organization that gave you the document before you go to the notary.
Where to find a notary and what to expect to pay
Banks, credit unions, and law offices often have notaries on staff. Call ahead to ask whether they notarize for the public and whether there is a fee. Some banks notarize for customers for free; others charge $5 to $15. If you do not have a bank, search online for "notary public near me" or check your state's notary directory — most states maintain a list of licensed notaries.
UPS stores, FedEx locations, and some pharmacies also offer notary services. Fees at these businesses usually range from $10 to $25 per signature. Ask what the fee is before you hand over your document.
If you need the document notarized urgently, some notaries offer mobile services — they will come to your home or office. Mobile notaries charge more, usually $25 to $50 or higher, depending on how far they have to travel.
Frequently Asked Questions
Can I notarize a document online?
Some states allow remote notarization, where you sign the document on a video call with a notary. The notary watches you sign on camera and sends you the notarized copy by email. Not all states permit this, and not all documents can be notarized remotely. Check your state's notary laws or ask the organization that needs the document whether remote notarization is acceptable.
What if I make a mistake after the notary has sealed the document?
You cannot fix it on the same document. The notary's seal covers their work, and altering anything after that makes the notarization invalid. You will need to get a fresh copy of the document, fill it in correctly, and have it notarized again. This is why reading the document carefully before you sign is so important.
Do I need to notarize both sides of a document?
No. The notary seals only the page with your signature. If the document is multiple pages, make sure all pages are attached and in order before you sign, but only the page you sign in front of the notary needs the seal.
What happens if the notary refuses to notarize my document?
A notary can refuse if you do not have proper ID, if you do not seem to understand what you are signing, or if the document appears fraudulent or illegal. If a notary refuses, ask why. If it is because of missing information or a mistake, fix it and try again with the same notary or a different one. If the notary thinks the document itself is problematic, contact the person or organization that gave it to you.
Can someone else sign the document on my behalf?
No. You must sign the document yourself in front of the notary. The only exception is if you are physically unable to sign — for example, if you have a severe disability. In that case, you can ask the notary to let someone else sign your name while you direct them, but this is rare and requires the notary's permission. The notary will note in their records that this happened.