What a notary can actually do
A notary verifies your identity, watches you sign a document, and stamps it with an official seal. That is the core job. The notary does not read the document, does not check whether it is legal, does not promise it is correct, and does not make it binding on anyone. A notary's role is to confirm one thing only: that the person whose name is on the document is the person standing in front of them, and that they signed it willingly.
The stamp and signature create a record that can be used in court if someone later claims they never signed the paper or that someone forged their name. Banks, government offices, and courts accept notarized documents because they trust that a notary followed the steps — checking ID, watching the signature happen, and documenting the date and time.
Notaries work in banks, law offices, UPS stores, shipping centers, and independent offices. Many charge between $5 and $25 per signature, though some employers offer notary services free to customers or employees. You can search for a notary near you through your bank, the National Notary Association website, or by calling local UPS or FedEx locations.
Key Takeaways
- A notary verifies your identity and watches you sign a document, then stamps it with an official seal as proof the signature is genuine.
- A notary does not read the document, check its legality, or promise it is correct — they only confirm the signature is real.
- You must appear in person with a valid ID; a notary cannot notarize a document you sign at home or send by mail.
- Some documents, like wills and powers of attorney, may require notarization depending on your state and the specific use.
- A notary stamp does not make a document enforceable or legally binding — it only proves the signature is authentic.
Documents that commonly need notarization
Power of attorney forms, real estate deeds, affidavits, and loan documents are the most common papers notaries handle. Banks often require notarized signatures on mortgage paperwork and title transfers. If you are selling a car, your state's DMV may require a notarized bill of sale. Adoption papers, guardianship documents, and some medical directives also typically need a notary's seal.
The requirement depends on your state and the specific use. A will, for example, does not always need notarization in every state, but some states require it. Before you pay for notarization, check with the organization that will receive the document — the bank, court, or government office — to confirm whether notarization is actually required. Many people notarize documents unnecessarily because they assume it is needed.
If you are unsure, ask the person or office requesting the document. They can tell you exactly what they need and whether a notary's seal is part of it.
What you need to bring to a notary
Bring a valid government-issued photo ID. A driver's license, passport, or state ID card works. The notary will check that your name matches the document you are signing and that the ID has not expired. Bring the unsigned document itself — the notary must watch you sign it in front of them.
If the document is already signed, the notary cannot notarize it. You will need to sign it in the notary's presence. Bring any other documents the notary might need, such as a second form of ID if you are unknown to them, or a certified copy of a birth certificate if the document requires it. Call ahead and ask what to bring; different notaries may have slightly different requirements.
You do not need a lawyer present, and you do not need to understand the document. The notary is not there to explain it to you. If you have questions about what the document means or whether you should sign it, ask a lawyer before you go to the notary.
What a notary will not do
A notary will not read your document or tell you whether it is legal, fair, or correct. They will not explain what you are signing or advise you on whether you should sign it. They will not check whether the other person is being honest with you or whether the terms are reasonable. If the document has blank spaces, most notaries will refuse to notarize it because they cannot verify what will be filled in later.
A notary cannot notarize a document you sign outside their office, by mail, or electronically unless they are a remote notary licensed in your state — and even then, the rules are strict and vary by state. A notary cannot notarize a document for themselves or for a close family member in most states. They cannot notarize a signature that is not in their presence, and they cannot backdate a notarization.
A notary stamp does not make a document legally binding, enforceable, or valid. It only proves the signature is real. If the document itself is illegal or unenforceable, the notary's seal does not change that.
The difference between notarization and other document services
Notarization is not the same as having a document witnessed, certified, or registered. A witness straightforward watches you sign and signs their own name as proof they saw it happen — no seal, no official record. A certified copy is a photocopy of an original document stamped by someone authorized to confirm it matches the original. A registered document is filed with a government office, like a deed filed with the county recorder.
Some documents need more than notarization. A real estate deed, for example, may need to be notarized and then recorded with the county. A power of attorney may need notarization and then registration with a specific agency. Ask the person or office that will use the document what they need, because notarization alone may not be enough.
How to find a notary and what it costs
Banks often notarize documents free for customers, especially if the document is related to an account they hold. Call your bank and ask whether they offer the service and whether you need an appointment. UPS stores, FedEx locations, and Staples typically charge $5 to $15 per signature. Independent notary offices may charge $10 to $25 per signature depending on your area and the complexity of the document.
Search for notaries online through the National Notary Association's directory, or call local law offices, title companies, and real estate agencies — they often know notaries or have them on staff. Some notaries offer mobile service and will come to your home or office for an additional fee. Before you book, confirm the notary is licensed in your state and ask about their fee structure, especially if you have multiple documents to notarize.
State rules that affect what a notary can do
Notary rules vary by state. Some states allow remote notarization by video; others do not. Some states require a notary to know the person signing or to check two forms of ID; others require only one. Some states allow notaries to notarize documents for family members; others ban it completely. A few states have special rules for certain documents like powers of attorney or real estate deeds.
If you are notarizing a document that will be used in a different state, check the rules of both states. A notarization that is valid in one state may not be accepted in another. If the document will be used internationally, ask whether it needs an apostille — a special certification that confirms the notary's seal is genuine. An apostille is issued by your state's secretary of state office, not by the notary.
Frequently Asked Questions
Can a notary notarize a document I signed before I came to see them?
No. A notary must watch you sign the document in their presence. If it is already signed, they cannot notarize it. You will need to get an unsigned copy and sign it in front of the notary.
Does a notary stamp make a document legally binding?
No. A notary stamp only proves the signature is authentic. It does not make the document enforceable, legal, or binding. If the document itself is illegal or unenforceable, the notary's seal does not change that.
Can I get a document notarized by mail or email?
Not in most states. You must appear in person with a valid ID. Some states allow remote notarization by video, but the rules are strict and vary by state. Ask the notary whether they offer remote notarization and whether your state allows it.
What if I do not have a government-issued photo ID?
Most notaries require a valid government ID. If you do not have one, call ahead and ask whether the notary will accept an alternative form of identification. Some notaries may accept a combination of documents, but this varies by state and by notary.
How long does a notarization last?
A notarization does not expire. Once a document is notarized, the seal is permanent. However, the organization that receives the document may have its own time limits — for example, a bank may require a notarized document to be submitted within 30 days of notarization.