A notarized document is one that a notary public has witnessed and certified
When a document is notarized, a notary public has watched you sign it, checked your identity, and stamped or signed the document to confirm that you were the person who signed it and that you did so willingly. The notary does not read the document, judge whether it is fair, or verify that the facts in it are true. The notary only confirms that you are who you say you are and that you actually signed the paper in front of them.
The notary's mark — usually a stamp, signature, and seal — tells whoever receives the document later that someone official watched the signing happen. This matters because it makes it much harder for someone to forge your signature or claim you never signed something. Banks, courts, and government offices often require notarization for this reason.
Key Takeaways
- A notary confirms your identity and watches you sign; they do not verify what the document says or whether it is legal.
- The notary's stamp and signature prove that you signed the document yourself, in front of a witness, on a specific date.
- Notarization is required for many financial and legal documents, including powers of attorney, deeds, and loan papers.
- You must appear in person with a valid ID; the notary will not notarize a document you sign at home and bring in later.
- Notarization costs between five and twenty dollars per signature, depending on where you go and how many signatures the document needs.
Why documents need to be notarized
Notarization creates a paper trail. When you sign a mortgage, a power of attorney, or a deed, the other party needs proof that you actually signed it and that you understood what you were signing. A notary provides that proof by being a neutral third party who watched it happen.
Courts and government offices require notarization because it reduces fraud. If someone tries to forge your signature on a deed or a loan document, the notary's records can be checked. Banks require notarization on mortgages and refinances for the same reason — they need to know the borrower actually signed the papers.
Some documents are notarized because state law requires it. Powers of attorney, for example, must be notarized in most states before they are valid. Affidavits — sworn statements — are also usually notarized. Other documents, like rental agreements or straightforward letters, are notarized only if the parties involved decide they want that extra layer of proof.
What happens during notarization
You bring the unsigned document and a valid photo ID to the notary. The notary checks your ID to confirm you are who you say you are. They may ask you questions about the document — not to judge it, but to confirm that you understand what you are signing and that you are signing it of your own free will, not under pressure.
You sign the document in front of the notary. The notary then signs and stamps the document, usually on the same page as your signature or on a separate notarization page attached to it. The notary also records the date, your name, the type of ID you showed, and sometimes other details in their journal. This record is what makes notarization verifiable later.
The whole process usually takes five to ten minutes. You keep the notarized document. The notary keeps a copy or a record in their journal, which they are required by law to maintain for several years.
Where to get a document notarized
Banks often notarize documents for free if you are a customer. Call your bank and ask whether they offer notary services and whether you need an appointment. Many do not charge, but some banks limit notarization to account holders only.
Notary publics work independently and charge a fee, usually between five and twenty dollars per signature. You can find notaries through your state's notary directory, through a search engine, or by calling your county clerk's office. UPS stores, FedEx locations, and some pharmacies also employ notaries and charge a small fee.
If you need multiple documents notarized, ask the notary whether they charge per document or per signature. A document with three signature lines may cost three times as much as a single-signature document, depending on the notary's fee structure.
What notarization does not do
Notarization does not mean the document is legal or that it will hold up in court. A notary does not read the document, check whether it follows the law, or verify that the facts in it are true. A notarized document can still be unfair, poorly written, or based on false information — the notary's job is only to confirm that you signed it.
Notarization does not mean the document is authentic in the sense of being genuine or real. It means only that you signed it in front of a witness. If the document itself is a forgery or a copy of something that does not exist, notarization does not change that.
Notarization also does not give you legal protection. If you sign a contract that turns out to be unfair, the fact that it is notarized does not help you. You should always read and understand a document before you sign it, whether or not it will be notarized.
Documents that commonly need notarization
Powers of attorney must be notarized in most states. These documents give someone else the right to make decisions or sign papers on your behalf, so notarization confirms that you actually authorized them to do so.
Deeds and property transfers are notarized to prove that the person selling the property actually signed the deed. Mortgages and refinance papers are notarized for the same reason — the lender needs proof that you signed the loan documents.
Affidavits are notarized because they are sworn statements. By notarizing an affidavit, the notary confirms that you swore or affirmed that the facts in it are true. Adoption papers, name changes, and some court filings also require notarization.
Some states require notarization for living wills and healthcare directives. Rental agreements and lease agreements are sometimes notarized, though it is not always required. Check your state's laws or ask the person requesting the document whether notarization is needed.
How to prepare for notarization
Bring a valid photo ID. A driver's license, passport, or state ID card works. The notary will not notarize a document without seeing your ID, and they will not accept an expired ID in most cases.
Bring the unsigned document. Do not sign it before you arrive. The notary must watch you sign it. If you sign it at home and bring it in already signed, the notary cannot notarize it.
Know what you are signing. Read the document before you go to the notary. If you do not understand it, ask questions before you sign. The notary can answer questions about the notarization process itself, but they cannot give legal information about what the document means.
Bring cash or a card for the fee. Most notaries charge between five and twenty dollars per signature. Some banks do it free for customers. Ask ahead of time what the cost will be.
Frequently Asked Questions
Can I get a document notarized if I do not have a driver's license?
Yes. A passport, state ID card, military ID, or other government-issued photo ID works. The notary needs to see a current, valid ID with your photo and signature. If you do not have any of these, ask your notary what other forms of ID they will accept.
What if I cannot go in person to get a document notarized?
Some states allow remote notarization, where you sign the document on a video call with a notary. Not all states permit this, and not all notaries offer it. Call ahead to ask whether remote notarization is available in your state and whether the notary you want to use offers it.
How long does a notarized document stay valid?
Notarization does not expire. Once a document is notarized, it remains notarized. However, the person who receives it may have their own important date for when they will accept it. A bank might not accept a notarized mortgage document that is more than a few months old, for example. Ask whoever is requesting the notarization when they need it by.
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have proper ID, if you seem confused or under pressure, or if the document appears to be fraudulent. A notary can also refuse on personal or religious grounds in some states. If one notary refuses, you can ask another.
Do I need to notarize both copies of a document?
Usually only the original needs to be notarized. Once the original is notarized, you can make copies of it. However, some organizations require a notarized copy rather than a photocopy. Ask the person requesting the document whether a copy of the notarized original is acceptable or whether they need a separate notarization.