A notarized document is one a notary public has witnessed and certified with their official seal
When a document is notarized, a notary public — a person licensed by your state to witness signatures — has watched you sign it in person, checked your identity, and stamped it with their official seal and signature. The notary does not read the document, judge whether it is fair, or verify that what you are signing is true. They only confirm three things: that you are who you say you are, that you signed it yourself (not someone else), and that you did so willingly and without pressure.
The notary's seal and signature create a record that can be checked later. If someone claims you never signed a document, or that someone forged your signature, the notary's certification proves otherwise. Banks, courts, and government agencies accept notarized documents as evidence that the signature is genuine.
Key Takeaways
- A notary public witnesses your signature in person, checks your ID, and stamps the document with their official seal to prove the signature is real.
- Notarization does not mean the notary read the document, checked its facts, or approved its contents — only that you signed it yourself.
- The notary's seal creates a record that proves your signature is genuine if someone later disputes it.
- You must appear in person with a valid ID; the notary cannot notarize a document you sign at home or send by mail.
- Notarization costs between five and twenty dollars per signature, depending on your state and the notary's location.
What the notary actually checks
The notary verifies your identity by looking at a government-issued ID — a driver's license, passport, or state ID card. They compare the photo and name to you in person. They watch you sign the document yourself; they will not notarize a signature someone else made on your behalf. They also ask you to confirm that you are signing of your own choice, not under duress or threat.
That is the entire scope of a notarization. The notary does not read the document to see if it is accurate, fair, or legal. They do not check whether you understand what you are signing. They do not verify that the other party to the agreement exists or is honest. If you sign a document full of lies, the notary will still notarize it — their job is only to confirm the signature is yours.
Why documents need notarization
Notarization is required or requested when a signature needs to be proven genuine later. A bank may require a notarized power of attorney before allowing someone else to access your account. A court may require a notarized affidavit — a sworn statement — as evidence. A real estate transaction often includes notarized documents to prevent fraud. A state agency may notarize a document before sending it to another country.
The notary's seal and signature create a chain of evidence. If you later deny signing something, or if someone forges your signature on a different document, the notarized version proves what your real signature looks like and when you made it. This makes fraud harder and gives institutions confidence that the signature is authentic.
How to get a document notarized
Find a notary public in your area by searching online, calling your bank (many offer notary services to customers for free or low cost), or visiting a UPS Store, FedEx Office, or similar business. Some notaries work from home offices; others work in law firms or title companies. Call ahead to confirm they are available and to ask about their fee.
Bring the unsigned document and a valid government-issued ID. Sign the document in front of the notary. They will watch you sign, check your ID, ask you to confirm you are signing willingly, and then stamp and sign the document themselves. The whole process usually takes five to ten minutes. Some notaries will notarize a document you have already signed if you appear in person and confirm your signature is genuine, though this is less common.
If you need the document notarized but cannot leave home, some states allow remote notarization through video call. The notary watches you on camera, verifies your ID through the video, and you sign the document in front of the camera. The notary then mails you the sealed, notarized copy. This option is newer and not available in all states, so ask the notary whether they offer it.
What the notary's seal means
The notary's seal — usually a stamp or embossed mark — includes the notary's name, the state they are licensed in, their commission number, and the date of notarization. This seal proves that a licensed notary performed the notarization and when. Each notary's seal is unique and registered with the state, so institutions can verify that the seal is real and not forged.
The notary also signs the document by hand and may write additional information, such as the type of ID you showed them or whether you appeared in person. This written record helps prove the notarization was done correctly if it is ever questioned.
Notarization versus other types of certification
Notarization is different from having a document certified by a government office. When you certify a copy of a birth certificate or diploma, the government office compares your copy to the original on file and stamps it to say the copy is accurate. A notary does not do this — they only witness your signature.
Notarization is also different from having a document apostilled. An apostille is a special seal added by a government office (usually the Secretary of State) to prove that a notary's seal is genuine. It is used when a notarized document will be sent to another country. The apostille does not change the notarization itself; it only adds a second layer of proof that the notary was real.
How long a notarization lasts
A notarization does not expire. Once a notary has notarized your signature, that notarization remains valid forever. However, the institution that receives the document may have its own rules about how old a notarization can be. A bank might accept a notarized power of attorney that is five years old, while a court might require one dated within the last six months. Check with the institution before you have a document notarized to learn their age requirement.
If a document is lost or damaged, you will need to have it notarized again. The notary cannot issue a copy of a notarization they performed; you must bring the original document and sign it again in front of a notary.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have a valid ID, if you do not appear in person, or if they believe you are signing under pressure. Some notaries also refuse to notarize certain types of documents, such as wills or legal pleadings, because they require a lawyer's involvement. Ask the notary about their limits before you schedule an appointment.
What if I sign a document at home and then have it notarized?
Some notaries will notarize a document you have already signed if you appear in person and confirm your signature is genuine. However, many notaries prefer to watch you sign in front of them. Ask the notary whether they will notarize a pre-signed document before you bring it in.
Do I need a notary if the document says "notarization optional"?
No. If notarization is optional, you can choose not to have it done. However, if the document will be used in court or with a government agency, notarization may make it stronger evidence even if it is not required. Check with the institution that will receive the document to learn whether notarization is worth the cost.
Can a family member notarize my document?
No. A notary cannot notarize a document for a family member, spouse, or business partner in most states. This rule exists to prevent fraud. You must use a notary who has no personal or financial relationship to you.
How much does notarization cost?
Notarization fees vary by state and notary. Most charge between five and twenty dollars per signature. Some banks offer free notarization to customers. UPS Stores and similar businesses usually charge ten to fifteen dollars. Ask about the fee when you call to schedule.