A notary public witnesses your signature and confirms your identity
A notary public is a person appointed by your state to watch you sign a document and verify 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 it. Their job is narrow: they confirm that the person in front of them matches an ID, that the signature is real, and that you signed it willingly—not under pressure.
When a notary stamps and signs a document after witnessing your signature, they are creating an official record that the signature happened in front of them on that date. Banks, courts, government agencies, and title companies often require this because it makes fraud harder. A notary's seal and signature carry legal weight in every state.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to confirm the signature is genuine and witnessed.
- Notaries cannot give legal information, explain what a document means, or tell you whether you should sign it.
- You must appear in person with a valid government ID; notaries cannot notarize documents remotely in most states, though some now offer online notarization for certain documents.
- Notary fees are set by state law and typically range from a few dollars to around $15 per signature, though prices vary by location and document type.
- Banks, title companies, courts, and government agencies often require notarized signatures because the notary's seal proves the signature was witnessed and real.
What a notary checks before stamping your document
Before a notary will stamp anything, they must see a current, government-issued photo ID—a driver's license, passport, or state ID card. They compare the photo to your face and check that the ID has not expired. If you do not have one, most notaries will not proceed, though a few states allow notaries to use other forms of identification in limited situations.
The notary then watches you sign the document in front of them. They confirm that you are signing of your own choice, not being forced. If the document requires your initials or signature in multiple places, the notary watches each one. After you sign, the notary signs and stamps the document with their official seal, which includes their name, commission number, and the date.
The notary does not check whether the document is correct, whether you understand what it says, or whether the other party is being fair to you. That is not their role. If you ask a notary what a clause means or whether you should sign, they must decline to answer—giving legal information is not part of their job and could get their commission revoked.
Where to find a notary public
Banks often have notaries on staff for customers, sometimes at no charge. Call your bank's main branch or the branch nearest you and ask whether a notary is available. Credit unions frequently offer the same service. If you do not have a bank account or your bank charges a fee, you have other options.
UPS stores, FedEx Office locations, and some shipping centers employ notaries. Real estate title companies have notaries because they handle property documents constantly. Law offices, county clerk offices, and some libraries also offer notary services. Search online for "notary public near me" or call your county clerk's office—they can tell you where notaries are located in your area and what they charge.
A few states now allow notaries to work online for certain documents, using video conferencing and digital signatures. This is still uncommon and only works for specific document types in specific states. If you need a remote notary, search for "online notary" plus your state name to see whether it is available where you live.
What documents typically need a notary
Real estate transactions almost always require notarized signatures—deeds, mortgages, and title transfers must be notarized in every state. Power of attorney documents, which give someone else the right to act on your behalf, usually require notarization. Affidavits, which are sworn statements, need a notary's seal to be legally valid.
Adoption papers, some loan documents, and certain government forms also require notarized signatures. If you are unsure whether a document needs notarization, look at the document itself—it will usually say "notary public" or "notarize" somewhere on the page. You can also ask the person or organization asking you to sign it.
Not every document needs a notary. A straightforward contract between two people, a letter, or a personal agreement does not require one unless the parties agree it should have one. The requirement comes from the document itself, the law governing that type of document, or the organization asking you to sign.
How much notaries charge
Notary fees are set by state law, so the price depends on where you live. Most states allow notaries to charge between $2 and $15 per signature, though some states set a flat fee and others allow notaries to charge more for certain services. A few states cap fees at $5 per signature; others allow $10 or more.
Ask the notary what they charge before you sit down. Some notaries charge per document rather than per signature, which matters if a document has multiple pages that need signing. Banks may notarize for free if you are a customer. Title companies and law offices may charge more than independent notaries.
If you need multiple documents notarized, ask whether the notary offers a discount for multiple signatures. Some do; others charge the full fee for each one. Getting quotes from two or three notaries in your area can save you money if you have a large stack of documents.
What happens if a notary refuses to notarize your document
A notary can refuse to notarize a document for several reasons. If your ID is expired, they must refuse—it is not optional. If you seem confused or pressured, a notary can refuse because they have a duty to confirm the signature is voluntary. If the document is blank or incomplete, most notaries will refuse because they cannot verify what they are witnessing.
Some notaries refuse documents they believe are fraudulent or illegal, though they are not required to investigate. If a notary refuses, you can ask why and then find another notary. A second notary may have a different view of the same document. If multiple notaries refuse, that is a sign you should talk to a lawyer before proceeding.
The difference between notarization and other official stamps
A notary's stamp is not the same as a lawyer's signature, a doctor's certification, or a government seal. A notary only confirms that a signature happened in front of them and that the person matched their ID. They do not certify that the information in the document is true, that the document is legal, or that anyone has the authority to sign it.
Some documents require a certified copy, which is different from notarization. A certified copy is made by a government office—usually the county clerk or a court—and confirms that the copy matches the original on file. A notary cannot make a certified copy; only the office that holds the original can do that.
An apostille is another type of official stamp, used for documents that will be used in another country. It is a special certificate added to a notarized document to confirm that the notary's seal is genuine. If you need an apostille, ask the notary whether they can provide one, or contact your state's Secretary of State office.
Frequently Asked Questions
Can a notary notarize a document they wrote or have a financial interest in?
No. A notary cannot notarize a document if they are a party to it, if they wrote it, or if they stand to gain money from it. For example, a notary cannot notarize their own will or a deed to their own property. This rule exists to prevent fraud. If you need a notary for a document involving the notary, you must find a different notary.
What if I sign a document but do not have it notarized, and later someone says it needs to be?
You will need to sign it again in front of a notary. A notary cannot notarize a signature that happened in the past without the notary present. The notary must watch you sign, so you cannot bring in a document you signed weeks ago and ask them to stamp it.
Do I need a notary if I am signing something online?
Most online documents do not require notarization. However, some legal documents—like powers of attorney or real estate forms—may require notarization even if you are signing electronically. Check the document or ask the organization sending it to you. A few states now allow online notarization for certain documents through video conferencing.
Can a notary notarize a document in a language I do not speak?
A notary can notarize a document in any language, but they must be able to communicate with you to confirm your identity and that you are signing willingly. If you do not speak English and the notary does not speak your language, you may need to bring an interpreter. Some notaries specialize in specific languages; search online or call ahead to find one.
What if the notary makes a mistake on the stamp or dates it wrong?
Contact the notary and ask them to correct it. Most notaries will redo the notarization at no extra charge if they made an error. If the notary is no longer available or refuses to fix it, you may need to have the document notarized again by a different notary. Keep the original in case you need to show what happened.