What a Notary Service Does
A notary service is a verification performed by a licensed notary public — a person appointed by your state to witness signatures and confirm that the person signing a document is who they say they are. The notary does not read the document, give legal information, or decide whether it is a good idea to sign. They straightforward watch you sign, check your ID, and stamp the paper with an official seal to prove they saw it happen.
The stamp and signature create a record that can be used in court or with government agencies. When a bank, court, or government office asks for a notarized document, they are asking for proof that someone official watched the signing take place. This protects both you and the other party by making it harder to claim later that a signature was forged or that you did not understand what you were signing.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it with an official seal to prove the signature is real.
- Notaries are appointed by your state and must pass a test, but they are not lawyers and cannot give legal information.
- You can find notaries at banks, law offices, UPS stores, and some libraries, or hire a mobile notary who comes to you.
- The cost is usually between five and twenty dollars per signature, depending on where you go and whether the notary travels to you.
- Some documents — like wills, powers of attorney, and real estate deeds — often require notarization, while others never do.
When Documents Need a Notary
Certain documents are required by law to be notarized. Real estate transactions — buying or selling a house, refinancing a mortgage, or signing a deed — almost always need notarization. Powers of attorney, which give someone else the right to act on your behalf, typically require it. Wills and living wills usually do as well, though the rules vary by state.
Some documents are notarized not because the law requires it, but because the person or organization receiving them asks for it. A bank might ask for a notarized affidavit if you are claiming a lost check. A court might ask for a notarized statement from a witness. An employer might ask for a notarized copy of your birth certificate. In these cases, notarization is optional from the law's perspective, but you will need it to move forward with that particular transaction.
A few documents should never be notarized. Wills in some states cannot be notarized — they must be witnessed by two people instead. Powers of attorney in some states have their own witnessing rules that differ from notarization. Always check your state's rules or ask a lawyer before paying for a notary if you are unsure.
Where to Find a Notary
Banks and credit unions often offer notary services to customers for free or a small fee. Call your bank's main branch and ask whether they have a notary on staff and what their hours are. Many require an appointment.
Law offices employ notaries and will notarize documents for you, usually for a fee of five to twenty dollars per signature. UPS stores, FedEx locations, and some pharmacy chains like CVS and Walgreens have notaries available. Libraries in many cities offer the service for free or a small donation. Check your local library's website or call ahead.
If you cannot travel during business hours, a mobile notary will come to your home, workplace, or hospital room. They charge more — typically twenty to fifty dollars per signature — because they travel to you. Search online for "mobile notary near me" or ask your lawyer for a referral.
What to Bring to a Notary Appointment
Bring a valid government-issued photo ID. A driver's license, passport, or state ID card works. The notary will check that the name on your ID matches the name on the document you are signing.
Bring the unsigned document itself. Do not sign it before you arrive — the notary must watch you sign. If the document has multiple pages, bring all of them. If you are not sure which pages need to be signed, ask the notary when you arrive.
Bring a pen. Most notaries have pens available, but it is safer to bring your own. The notary will tell you where to sign. Some documents have a specific signature line marked "Signature before notary" or similar. Others leave it to the notary to decide where the signature should go.
What Happens During Notarization
The notary will ask you to state your name and confirm that you are signing the document of your own free will — that nobody is forcing you. They will check your ID against the name on the document. They will watch you sign. Then they will sign and stamp the document with their official seal, which includes their name, commission number, and the date.
The whole process usually takes five to ten minutes. The notary will keep a record in a journal (a logbook required by law) that includes your name, the date, and a description of the document. This record is kept in case a court later needs to verify that the notarization took place.
Some notaries will notarize a document even if they do not understand what it says. Others will refuse if they think something looks wrong — for example, if the signature does not match the ID, or if you seem confused or under pressure. A notary can refuse to notarize a document, and you cannot force them to.
Cost and How to Pay
Notary fees vary by location and by who is providing the service. Banks often notarize for free if you are a customer. Law offices typically charge five to fifteen dollars per signature. UPS stores and pharmacies usually charge ten to twenty dollars. Mobile notaries charge more because they travel — expect twenty to fifty dollars per signature, plus sometimes a travel fee.
Some notaries charge per document rather than per signature. If a document has three signature lines, you might pay three times the per-signature fee, or you might pay one flat fee for the whole document. Ask before you arrive.
Payment methods vary. Some notaries take cash only. Others accept credit cards or checks. Ask when you call to schedule an appointment.
Notarization vs. Other Types of Verification
Notarization is different from certification, which is when an official copy of a document is made. If you need a certified copy of your birth certificate, you go to the vital records office, not a notary. If you need a certified copy of a court document, you go to the court clerk.
Notarization is also different from apostille, which is a special certification used for documents that will be used in another country. An apostille is issued by your state's secretary of state office, not by a notary, though a notary can direct you to the right office.
A notary is also different from a lawyer. A notary can notarize a document, but they cannot tell you whether you should sign it, what it means, or what your rights are. If you have questions about the document itself, you need a lawyer, not a notary.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they think something is wrong — for example, if your ID does not match the name on the document, if you seem confused or under pressure, or if the document appears to be fraudulent. A notary can also refuse if they have a conflict of interest, such as being related to you or having a financial stake in the document.
Do I need a notary if the document is not required by law?
Only if the person or organization receiving the document asks for one. If a bank, court, or government office says they need a notarized copy, then you need one. If nobody has asked for it, you do not need to pay for notarization.
Can I notarize a document for a family member?
No. A notary cannot notarize a document for someone they are related to or have a financial interest in. This rule exists to prevent fraud. If you need a document notarized, you must use a notary who has no connection to you.
What if I sign a document before getting it notarized?
You can still have it notarized. The notary will watch you sign it again, or they will notarize the already-signed copy. Some documents require the signature to be made in front of the notary, so check the document's instructions first. If it says "signature before notary," you may need to get a new copy and sign it in front of the notary.
How long is a notarized document valid?
A notarized document does not expire. The notarization is proof that the signature was real on the date it was notarized. However, the document itself might expire or become outdated — for example, a power of attorney might be valid for only a certain number of years, or a bank might refuse to accept a notarized document that is more than six months old. Check with the organization that will receive the document to find out their rules.