A notary is a person authorized by your state to witness signatures and verify identities on important documents
A notary public is someone your state has licensed to watch you sign a document and confirm that you are who you say you are. They do not read the document, give legal information, or decide whether it is a good idea for you to sign. They straightforward verify that the person signing is real, willing, and signing of their own choice — then they stamp and sign the document to prove they watched it happen.
Notaries exist because many documents — mortgages, powers of attorney, affidavits, some property transfers — carry legal weight only if a neutral third party can testify that the signature is genuine. A notary's stamp and signature tell a bank, court, or government office that the signature was not forged and that the signer was present and aware.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove the signature is genuine and the signer was willing.
- Notaries cannot explain what a document means, advise you whether to sign it, or fill in blanks — they only witness and verify.
- You can find notaries at banks, UPS stores, law offices, and some government offices; many charge $5 to $15 per signature.
- Some documents — like wills, certain real estate deeds, and court filings — may require a notary in your state; check your document or ask the person requesting it.
- Remote notarization (online, by video) is now legal in most states, though some documents still require in-person notarization.
What a notary actually does at the moment of notarization
When you sit down with a notary, they will ask to see a government-issued photo ID — a driver's license, passport, or state ID card. They check that the ID has not expired and that the photo looks like you. This is the core of their job: confirming you are the person whose name is on the document.
Next, they watch you sign the document in front of them. You cannot sign it beforehand and bring it in already signed. The notary must see your hand move across the page. If the document has a notary section (usually a box at the bottom or back), the notary will fill in the date, their commission number, and their signature, then press their official seal or stamp onto the page.
The whole process takes a few minutes. The notary keeps a record in a journal — a log of every document they notarized, the date, and the signer's ID number. This record exists so that if someone later claims the signature was forged, there is a trail to check.
What a notary cannot do
A notary is not a lawyer and cannot give legal information. They cannot tell you what a document means, whether you should sign it, or what will happen if you do. If you have questions about the content or consequences of a document, you need to ask a lawyer, not a notary.
A notary cannot fill in blanks on a document, correct mistakes, or change the wording. If the document has a blank line where your name should go, you fill it in — the notary only watches. If there is a typo, you and the other party must fix it before notarization; the notary will not do it for you.
A notary also cannot notarize a document if they have a financial interest in it. If you are notarizing a deed to a house and the notary stands to inherit that house, they cannot be the notary. This rule exists to prevent conflicts of interest.
Where to find a notary and what it costs
Banks often have notaries on staff, and many will notarize documents for free if you are a customer. Call ahead to ask whether they offer the service and whether you need an appointment. Some banks limit notarization to banking-related documents like loan papers.
UPS stores, FedEx Office locations, and similar shipping centers employ notaries and charge a fee — usually $5 to $15 per signature, though prices vary by location. You can search online for "notary near me" to find nearby options and call to confirm they are available without an appointment.
Law offices, title companies, and real estate offices also have notaries. If you are working with a lawyer or real estate agent on a transaction, ask them whether they can notarize the document as part of your service. Some government offices — county clerk's offices, for example — may have notaries available, though this varies by state.
When you actually need a notary
Some documents are required by law to be notarized. Powers of attorney — documents that let someone else make decisions on your behalf — must be notarized in every state. Affidavits (sworn statements) usually require notarization. Many states require notarization for certain real estate deeds, particularly transfers between family members or transfers without a sale.
Banks and mortgage companies often require notarization on loan documents, even if state law does not strictly require it. If you are signing a document and the other party or organization asks for it to be notarized, they will usually tell you so. If you are unsure, ask the person who gave you the document or contact a lawyer.
Some documents — like a straightforward letter or a contract between two people — do not require notarization unless the parties agree they want one. Notarization adds a layer of proof that the signature is real, so people sometimes request it even when it is not legally required, especially for important agreements.
Remote notarization: signing online or by video
Most states now allow remote notarization, meaning you can have a document notarized over a video call instead of in person. The notary watches you on camera, you show your ID to the camera, and you sign the document while they watch. The notary then sends you a digitally signed and sealed version of the document.
Remote notarization is faster and more convenient, but not all documents can be notarized this way. Some states still require certain documents — particularly real estate deeds and wills — to be notarized in person. Check your state's notary laws or ask the person requesting the notarization whether remote is acceptable.
If you use remote notarization, you will need a computer or phone with a camera and a clear internet connection. The notary will guide you through the process, which usually takes 10 to 15 minutes. You will pay a fee, typically $10 to $25, depending on the service.
How to become a notary if you are interested
Requirements vary by state, but most require you to be at least 18 years old, a state resident, and of good moral character. You typically need to pass a short exam on notary law and duties, then explore through your state's secretary of state office or county clerk. The exam is not difficult — it covers what a notary can and cannot do, how to verify ID, and how to fill out the notary certificate.
The process fee ranges from $20 to $100, and your commission usually lasts four or six years, after which you renew. Some states require you to take a continuing education course before renewal. Once commissioned, you can charge fees for notarizations, though some states cap the amount you can charge per signature.
Frequently Asked Questions
Can a notary notarize a document they wrote or have a personal interest in?
No. A notary cannot notarize a document if they are a party to it, stand to gain from it, or have a financial interest in it. For example, a notary cannot notarize their own will or a deed to property they own. They can only notarize documents for other people.
What if I sign a document and then realize I need it notarized?
You will need to sign it again in front of the notary. A notary cannot notarize a document that is already signed. The notary must watch you sign it. If the document is already signed, you and the notary will need to initial and date the signature again, then the notary will notarize that new signature.
Is a notarized document the same as a certified copy?
No. A notarized document is one where a notary watched you sign it and stamped it to confirm the signature is real. A certified copy is a photocopy of an original document that a notary or government office has stamped to confirm the copy matches the original. They serve different purposes.
Can I notarize a document for a family member?
Yes, as long as you are not a party to the document and do not stand to gain from it. A notary can notarize a document for a spouse, parent, or child as long as the notary is not signing the document themselves or benefiting from it. However, some people prefer to use an unrelated notary to avoid any appearance of bias.
What happens if a notary makes a mistake on the stamp or certificate?
Tell the notary when ready. They can void that notarization and notarize the document again correctly. Do not try to fix the stamp or certificate yourself — it must be redone by the notary. If you discover the mistake later, contact the notary and ask them to issue a corrected version.