What notaries actually do
A notary public witnesses your signature on a document and stamps it with an official seal to confirm they saw you sign it in person. That is the core of the job. The notary does not read the document, does not check whether it is legal, does not verify that the information inside is true, and does not decide whether you should sign it. They only confirm that you are who you say you are and that you signed it yourself, of your own will, on that date.
The notary's seal and signature create an official 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 in an official position watched you sign it. That proof matters because it makes it harder for someone to forge your signature later or claim you never agreed to something.
Key Takeaways
- A notary witnesses your signature and stamps the document to prove you signed it in person on a specific date.
- Notaries cannot give legal information, interpret documents, or tell you whether you should sign something.
- You must appear in person with a valid ID; notaries cannot notarize documents by email or phone.
- The notary's job is to confirm your identity and that you signed willingly, not to verify the truth of what the document says.
- Some documents require notarization by law; others require it because a bank or agency demands it.
Documents notaries can notarize
Notaries can stamp almost any document you sign, as long as you are present with a valid ID. Common ones include power of attorney forms, affidavits (sworn statements), real estate deeds, loan documents, consent letters for minors traveling, and medical directives. Banks often require notarized signatures on mortgage papers. Courts sometimes require notarized affidavits as evidence. Some states require notarization on certain legal documents by law.
The key rule is that you must sign the document in front of the notary. If you signed it before you arrived, the notary cannot notarize it. You also cannot have someone else sign for you. The notary needs to see your hand sign your name on that specific document on that specific day.
What notaries cannot do
A notary cannot give you legal information or tell you what a document means. They cannot read your contract and explain the terms. They cannot tell you whether you should sign something or warn you that a deal looks unfair. They cannot check whether the document is actually legal in your state or whether it will hold up in court. If you need those answers, you need a lawyer, not a notary.
Notaries also cannot notarize a document if they have a financial interest in it. If you are selling a house and the notary is your relative who stands to inherit money from you, that notary cannot notarize the deed. They also cannot notarize a blank document or a document with blanks you plan to fill in later. The document must be complete and signed in their presence.
How to find a notary and what to bring
Notaries work at banks, law offices, UPS stores, FedEx locations, and some libraries and government offices. Many work independently and advertise online or in local directories. Call ahead to confirm they are available and ask about their fee, which varies by state and by notary—usually between $5 and $25 per signature.
Bring a valid photo ID: a driver's license, passport, or state ID card. The notary will check it to confirm you are who you say you are. Bring the unsigned document. Arrive in person; notaries cannot work by email, phone, or video. Some states now allow remote notarization by video with specific software, but this is not yet standard everywhere, so ask first.
Notarization versus other official stamps
A notarized signature is different from an apostille and different from a certified copy. An apostille is a special certificate added to a document to make it valid in another country that has signed the Hague Apostille Convention. You get an apostille from your state's Secretary of State office, not from a notary, though a notary can notarize the document first. A certified copy is a photocopy of an original document stamped by the organization that holds the original—a court, school, or government agency—to confirm the copy matches the original.
If you need a document to be valid in another country, ask that country's embassy or consulate whether they need a notarization, an apostille, or a certified copy. Different countries have different rules.
When notarization is required by law
Some documents must be notarized by law in most states: real estate deeds, powers of attorney, and wills in some states. Other documents are notarized because a bank, lender, or agency demands it, even though the law does not strictly require it. A mortgage lender might require a notarized affidavit swearing you live in the house. A court might require a notarized affidavit as evidence in a case.
The document itself or the agency asking for it will tell you whether notarization is required. If you are unsure, ask the person or organization that gave you the document. They can tell you whether a notary's stamp is necessary or optional.
What happens if a notary makes a mistake
If a notary stamps a document incorrectly—missing a signature, using the wrong date, or stamping a blank document—the document may not be accepted by a court or government office. Some places will reject it outright. Others will ask you to have it notarized again correctly. If the mistake causes you real financial loss, you may be able to file a complaint with your state's Secretary of State office, which oversees notaries. Some states allow you to sue a notary for damages, but this is rare and difficult.
The best protection is to check the notarized document before you leave. Make sure your signature is there, the date is correct, the notary's seal is clear and complete, and the notary has signed it. If something looks wrong, ask the notary to fix it before you go.
Frequently Asked Questions
Can a notary notarize a document I signed before I came to see them?
No. The notary must watch you sign the document in person. If you signed it beforehand, they cannot notarize it. You will need to get an unsigned copy and sign it in front of the notary.
Can a notary tell me if a contract is fair or if I should sign it?
No. Notaries cannot give legal information or interpret documents. If you need to understand what a contract means or whether it protects you, you need a lawyer. A notary only confirms that you signed it.
What if I do not have a photo ID?
Most notaries will not notarize without a valid photo ID. Some states allow alternative identification in limited cases, but this is uncommon. Check with your state's Secretary of State office or call notaries in your area to ask what they accept.
Can a notary notarize a document over video or email?
Most states do not allow it. A few states have passed laws allowing remote notarization by video with special software, but this is not yet standard. Call the notary first and ask whether they offer remote notarization. If they do, they will explain what software you need.
How much does notarization cost?
Fees vary by state and by notary, usually between $5 and $25 per signature. Some banks notarize for free if you are a customer. Call ahead to ask the fee before you go.