A notary public is a person authorized by your state to witness signatures and verify that the person signing a document is who they claim to be
A notary public does not give legal information, make decisions about documents, or determine whether you should sign something. Their job is narrower: they watch you sign a document, check your government-issued ID to confirm your identity, and then stamp and sign the document themselves to prove they saw it happen. That official mark—called a notarization—tells anyone reading the document later that a trained, impartial person witnessed the signing on a specific date.
Notaries are commissioned by individual states, not the federal government, so rules vary by location. Most are notary publics, meaning they work independently or as part of a business like a bank or law office. Some states also have commissioned notaries who work only for government agencies. The key point is the same everywhere: the notary's job is to verify identity and witness, not to judge the document's content or your reasons for signing it.
Key Takeaways
- A notary public checks your ID, watches you sign, and stamps the document to prove they witnessed it—this is called notarization.
- Notaries are commissioned by individual states and rules differ by location, so what one notary can do may differ from what another can do.
- A notarization does not mean a document is legal or correct; it only means someone saw you sign it and confirmed your identity.
- You can find notaries at banks, law offices, UPS stores, and through online notary services, though availability and cost vary by state.
Why documents need a notary's signature and stamp
Many documents require notarization because it reduces fraud. If someone forges your signature on a loan, deed, or power of attorney, the notary's stamp proves that the real you—with a matching ID—actually signed it. Banks, courts, and government agencies trust notarized documents more than unsigned ones because the notary has put their own reputation and commission on the line by witnessing the signing.
Not every document needs notarization. A grocery list, a personal letter, or a contract between friends typically does not. But documents that transfer money, property, or legal authority—like mortgages, wills, powers of attorney, and affidavits—often do. Some states require notarization for specific documents; others leave it up to the parties involved. If you are unsure whether a document needs one, ask the person or organization requesting it.
What a notary checks before notarizing
Before a notary will stamp your document, they will ask to see a government-issued photo ID—a driver's license, passport, or state ID card. They compare the photo and name to you and to the signature on the document. They also confirm that you are signing of your own free will, not under pressure. If you seem confused, reluctant, or unable to communicate, a notary can refuse to notarize.
The notary will not read the entire document or check whether it is legally correct. They will not verify that the information inside is true. They will not tell you whether signing is a good idea. Their role is limited to identity verification and witnessing the act of signing. If a document contains false information, the notary's stamp does not make it true—it only proves that you signed it.
How notarization differs from other official stamps
A notary stamp is different from a lawyer's signature, a doctor's certification, or a government seal. A lawyer reviews the legal content and advises you; a notary does not. A doctor certifies that you are healthy or that medical facts are true; a notary certifies only that you signed. A government agency stamps documents to show official action; a notary is a private person authorized by the state to witness signatures.
This distinction matters because people sometimes assume a notarized document is legally sound or has been reviewed by an informed. It has not. Notarization is a security measure against fraud, not a may provide of accuracy or legality. You can have a perfectly notarized document that is still invalid, incomplete, or unenforceable for other reasons.
Where to find a notary public
Banks often offer notary services free or for a small fee if you are a customer. Law offices, title companies, and real estate agencies employ notaries. UPS stores, FedEx locations, and some pharmacies have notaries on staff. You can also search online for "notary public near me" to find independent notaries in your area. Some states now allow remote notarization, where you sign via video call with a notary who verifies your ID electronically.
Costs vary widely. Some notaries charge per signature (often $5 to $15), while others charge per document or by the hour. Remote notaries may charge more. Call ahead to confirm the notary is available, ask about fees, and find out whether they require an appointment. Bring your ID and the unsigned document so the notary can review it before you arrive.
What happens after notarization
Once notarized, the document bears the notary's stamp, signature, and the date of notarization. The notary also keeps a record in their journal—a log of every document they notarize, who signed it, and when. This record is kept for a set number of years (usually five to ten, depending on the state) and can be checked if someone later disputes whether the signing actually happened.
The notarized document is now ready to submit to whoever requested it—a bank, court, government office, or other party. The notarization does not expire, but the document itself may have time limits. For example, a notarized power of attorney might be valid for only a certain number of years, or a notarized affidavit might be accepted only if it is recent. Check with the organization that requested the notarization to learn how long it will be accepted.
Common mistakes people make with notaries
One common mistake is signing a document before meeting the notary. The notary must watch you sign; if you sign beforehand, they cannot notarize it. Another mistake is bringing an unsigned document but expecting the notary to tell you what to sign or where. The notary will not advise you on the document's content or your obligations under it—that is a lawyer's job.
People also sometimes assume that notarization makes a document legal or binding. It does not. A notarized contract is still only as valid as the contract itself. If the contract violates state law, is missing required terms, or was signed under duress, notarization does not fix those problems. Finally, some people try to notarize documents they did not write or do not understand. A notary will not stop you, but you should understand what you are signing before you ask for notarization.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you cannot show a valid ID, if you appear confused or under pressure, if the document is blank or illegible, or if notarizing it would violate state law. A notary can also refuse if they have a personal interest in the document—for example, if they are a party to the contract being signed.
Does a notarized document hold up in court?
A notarized document is stronger evidence that you signed it, but it does not may provide the document is legal or enforceable. A court will still examine the document's content, whether it follows state law, and whether both parties understood what they were signing. Notarization only proves the signing happened; it does not prove the document is valid.
What if I need a notary but cannot leave my house?
Some states allow remote notarization, where you sign via video call with a notary who verifies your ID electronically. Not all states permit this, and not all notaries offer it. Search online for "remote notary" in your state or ask your bank or local notary whether they provide this service.
How much does notarization cost?
Costs vary by state and notary. Many charge $5 to $15 per signature, though some charge per document or by the hour. Banks may notarize for free if you are a customer. Call ahead to ask about fees before you visit.
Can I notarize a document for a family member?
Most states prohibit notaries from notarizing documents for close relatives or people they live with, because it creates a conflict of interest. Check your state's rules or ask a notary whether they can notarize for you before you meet.