A notarized document is one that a notary public has witnessed and stamped to confirm the signer's identity and willingness
When you have something notarized, you are asking a neutral third party—the notary public—to watch you sign a document and verify that you are who you say you are. The notary checks your government-issued ID, watches you sign in front of them, and then adds their official stamp and signature to the page. This does not mean the notary has read the document, checked whether it is legal, or confirmed that what it says is true. It means only that the notary saw you sign it and that you appeared willing to do so.
The notary's job is to prevent fraud by creating a record: if someone later claims you never signed the document, or that you were forced to sign it, the notary's stamp is evidence that you were there and signed it yourself. Many financial institutions, courts, and government agencies require notarization for this reason—it makes the document harder to forge or dispute.
Key Takeaways
- Notarization confirms your identity and that you signed the document willingly, not that the document is legal or truthful.
- The notary must see you sign in person and check a government-issued ID; remote notarization is available in some states but requires specific technology and procedures.
- You can find notaries at banks, law offices, shipping stores, and some government offices, usually for a fee of five to twenty dollars per signature.
- The notary adds their official seal and signature to the document, creating a record that can be used as evidence if the signature is later disputed.
What the notary actually checks
The notary verifies three things: your identity, your signature, and your willingness to sign. They do this by asking for a government-issued photo ID—a driver's license, passport, or state ID card—and comparing the photo to your face. They watch you sign the document with your own hand (or, in some cases, direct someone else to sign on your behalf if you are physically unable). They may ask you questions like "Do you understand what you are signing?" or "Is this your signature?" to confirm you are not being coerced.
What the notary does not do is read the document carefully, check whether it is legally sound, or verify that the facts in it are correct. A notary is not a lawyer and cannot give legal information. If a document contains false information, the notary's stamp does not make it true—it only confirms that you signed it. The notary also does not keep a copy of the document itself; they keep a record in their journal that you signed something on a certain date, but not what it said.
Where to find a notary and what it costs
Notaries are available at banks, credit unions, law offices, real estate agencies, and shipping stores like UPS or FedEx. Many public libraries and some government offices also offer notarization. You can search online for "notary near me" or call ahead to confirm hours and whether they charge a fee. Some banks offer notarization free to customers; others charge three to ten dollars per signature. Independent notaries and shipping stores typically charge five to twenty dollars.
Bring the unsigned document and a government-issued photo ID. Do not sign the document before you arrive—the notary must watch you sign. If the document has multiple pages, bring all of them. Some notaries will notarize only the signature page; others will stamp each page. Ask when you call.
What happens during notarization
You arrive with your unsigned document and ID. The notary checks your ID against your face, asks you to confirm your name and that you are signing willingly, and watches you sign. They may ask you to initial each page or sign in a specific place. Once you have signed, the notary stamps the document with their official seal—a raised or embossed mark that is difficult to forge—and signs and dates it themselves. Some notaries will also write a notarial certificate, a short statement at the bottom or on a separate page that says something like "Notary Public [Name] certifies that [Your Name] appeared before me on [Date] and signed this document."
The whole process usually takes five to ten minutes. The notary keeps a record in their journal—a bound book that stays with them—noting the date, your name, the type of document, and their signature. This journal is a legal record and can be subpoenaed if the notarization is ever disputed in court.
When notarization is required
Notarization is required for many legal and financial documents. Common examples include power of attorney forms, affidavits (sworn statements), real estate deeds, loan documents, and some adoption or guardianship papers. Banks often require notarization on financial documents. Courts may require it on certain motions or declarations. Government agencies—such as those handling vehicle titles, passport applications, or immigration cases—often require notarized copies of documents.
The specific documents that need notarization vary by state and by the institution requesting them. If you are unsure whether a document needs to be notarized, check the document itself (it may say "notary public" or "to be notarized"), call the organization that asked for it, or ask a notary when you arrive.
Remote notarization in some states
Some states now allow remote notarization, meaning you can have a document notarized over video call instead of in person. This requires specific technology: a find video platform, a way for the notary to verify your ID (usually by scanning it through the camera), and sometimes a digital signature. Not all states allow remote notarization, and not all notaries offer it. Rules vary widely—some states allow it for any document, while others restrict it to certain types.
If you are interested in remote notarization, search online for "remote notary [your state]" or ask a local notary whether they offer it. Be prepared to provide your ID information and to sign digitally or on a document you print and return.
Common mistakes to avoid
Do not sign the document before you meet the notary. The notary must watch you sign, and if you have already signed, they cannot notarize it. Bring your ID—a notary cannot proceed without it, and a passport, driver's license, or state ID card is required. Do not assume the notary will read your document or tell you if something is wrong with it; they will not. If you have questions about what the document means or whether it is legal, ask a lawyer, not the notary.
Make sure the notary stamps and signs the document before you leave. Some notaries will also ask you to sign their journal. Check that the notary's seal is clear and legible—if it is smudged or faint, ask them to stamp it again. Keep the original notarized document in a safe place; some organizations will not accept a photocopy of a notarized document.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have proper ID, if you appear to be under duress, if you do not seem to understand what you are signing, or if the document appears to be fraudulent. Some notaries also refuse to notarize documents they believe are unethical, though they are not required to do so. If a notary refuses, you can ask why and then find another notary.
Does notarization make a document legal?
No. Notarization confirms only that you signed the document in front of a notary. It does not mean the document is legally valid, properly written, or enforceable. A lawyer must review a document to confirm it is legal. Notarization is one step in the process, not the whole process.
What if I cannot go in person to a notary?
If your state allows remote notarization, you can have a document notarized by video. Otherwise, you can ask someone you trust to pick up the document, bring it to a notary, and have the notary watch them sign on your behalf—though this works only if the document allows someone else to sign for you. Check the document or call the organization that requested it to confirm this is permitted.
How long is a notarized document valid?
A notarized document does not expire. The notary's stamp and signature are permanent. However, some organizations that requested the notarization may have their own rules—for example, a bank might ask for a notarized document dated within the last six months. Check with the organization to see if there is a time limit.
Can I notarize a document I wrote myself?
Yes, as long as it is a type of document that can be notarized. You can notarize a letter, affidavit, or other statement you wrote. The notary will not check whether it is true or well-written—they will only confirm that you signed it willingly in front of them.