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. Their job is narrower: they verify your identity, watch you sign, and then stamp and sign the document themselves to prove they did those things.

When a document is notarized, it carries legal weight that an unsigned document does not. Banks, courts, government agencies, and title companies often require notarization before they will accept a document. The notary's stamp and signature tell the other party that a trained person confirmed you were actually there and actually signed it—not that someone forged your name or pressured you into it.

Key Takeaways

  • A notary watches you sign a document, checks your ID, and stamps it to prove you signed it in front of them.
  • Notaries are licensed by individual states, so rules about what they can notarize and how much they charge vary by location.
  • You can find notaries at banks, title companies, UPS stores, and some law offices, or hire a mobile notary who comes to you.
  • Notarization costs between $5 and $25 per signature in most states, though mobile notaries charge more.
  • A notary cannot give legal information, explain what a document means, or refuse to notarize something just because they think it is a bad idea.

What a notary actually does during the notarization process

When you bring a document to a notary, they follow a specific sequence. First, they ask to see a government-issued photo ID—a driver's license, passport, or state ID card. They check that the photo matches your face and that the ID has not expired. Some states allow notaries to use other forms of ID if you do not have a photo ID, but a driver's license is the standard.

Next, the notary asks you to sign the document in front of them. You cannot sign it beforehand and then bring it to them. The notary must watch the actual signing. Then the notary signs and stamps the document with an official seal that includes their name, commission number, and the date. That seal is what makes the document notarized.

The notary also keeps a record—called a notary journal—of every document they notarize. This record includes your name, the date, what document was signed, and sometimes a thumbprint. If someone later disputes whether you actually signed something, that journal is proof the notarization happened.

Where to find a notary in your area

Banks often have notaries on staff, and many will notarize documents for customers for free or a small fee. Call your bank's main branch and ask whether they offer notary services and whether you need an appointment. Some banks only notarize for account holders.

Title companies, real estate offices, and law offices almost always have notaries. UPS stores, FedEx Office locations, and some pharmacy chains also offer notary services. You can search online for "notary near me" or check your state's notary directory—most states maintain a list of licensed notaries on their Secretary of State website.

If you cannot leave your home or office, a mobile notary will come to you. They charge more than in-person notaries—often $25 to $50 per signature—but they save you time. Search for "mobile notary" plus your city name to find one in your area.

How much notarization costs

Notary fees are set by state law, not by individual notaries. Most states allow notaries to charge between $5 and $15 per signature. Some states set a flat fee; others allow notaries to charge per page or per signature. A few states cap fees at $2 or $3, while others allow up to $25.

Banks and credit unions often notarize for free if you are a customer. Title companies and real estate offices usually charge the state maximum. Mobile notaries charge more because they travel to you—expect $25 to $50 per signature depending on distance and time of day.

Ask the notary about their fee before they notarize. If a document has multiple pages that each need a signature, you may be charged per signature rather than per document.

What notaries cannot do

A notary cannot give legal information or explain what a document means. If you ask a notary whether you should sign something, they must say no—that is a lawyer's job. A notary also cannot refuse to notarize a document just because they think it is a bad idea or because they disagree with it. If you have a valid ID and you sign the document in front of them, they must notarize it.

Notaries also cannot notarize a document they have a financial interest in. If you are signing a will that leaves money to the notary, for example, that notary cannot notarize it. And a notary cannot notarize a signature if the person signing is not physically present—they cannot notarize a document you sign at home and mail to them.

When you need a notary

Banks require notarized signatures on mortgage documents, powers of attorney, and some account changes. Courts require notarization on affidavits and some legal filings. Real estate transactions almost always require notarized signatures on the deed and title documents.

You may also need notarization for adoption papers, passport applications, vehicle title transfers, and some medical directives. If you are not sure whether a document needs notarization, ask the person or organization requesting it. They will tell you whether a notarized signature is required or just recommended.

The difference between notarization and other types of document certification

Notarization is not the same as having a document certified or apostilled. A certified copy is a photocopy of an original document that a government office has stamped to confirm it matches the original. You get certified copies from the agency that issued the original—the vital records office for a birth certificate, the court for a judgment, the DMV for a driving record.

An apostille is a special certification used for documents that will be used in another country. It is a stamp that proves a notary or government official's signature is real. If you are sending a notarized document to another country, you may need an apostille as well as notarization. You get an apostille from your state's Secretary of State office.

Frequently Asked Questions

Can a notary refuse to notarize a document?

A notary can refuse if you do not have valid ID, if you do not sign the document in front of them, or if they have a financial interest in the document. They cannot refuse based on the content of the document or their personal beliefs about it. If a notary refuses, ask why—they must tell you the reason.

What if I do not have a driver's license?

Most states allow notaries to accept other government-issued photo IDs, such as a passport, state ID card, or military ID. A few states have stricter rules. Call ahead and ask what ID the notary will accept before you go in.

How long does notarization take?

Notarization usually takes 5 to 10 minutes if you have your ID and the document is ready to sign. If the notary has questions about your identity or the document, it may take longer. Mobile notaries may take 15 to 20 minutes because of travel time.

Can I notarize a document for a family member?

Yes, as long as you are a licensed notary and the family member has valid ID and signs in front of you. However, some states discourage notaries from notarizing for close relatives because it can create the appearance of bias. Check your state's rules before you do it.

What if I lose the notarized document?

The notary's journal entry proves the notarization happened, but you will need a new copy of the document itself. Contact the organization that gave you the original and ask for a replacement. If it is a legal document like a deed or will, you may need to contact the court or attorney who prepared it.