A notary public is a person authorized by your state to witness signatures and verify that the person signing is who they say they are
A notary public is not a lawyer, accountant, or government official. They are a private citizen trained and licensed by their state to perform a specific job: watch someone sign a document, check their ID, and then stamp and sign the document themselves to prove they saw it happen. That stamp and signature are called a notarization.
The notary does not read the document, give information about it, or decide whether you should sign it. They only confirm three things: that you are the person whose name is on the ID, that you are signing of your own free will (not under pressure), and that you understand you are signing. Then they write down the date, their signature, and their official seal.
Many documents do not need notarization. A notary becomes necessary when a document will be filed with a court, recorded with a government office, or sent to another state or country. Banks, title companies, and government agencies often require notarization because it creates a record that someone official watched the signing happen.
Key Takeaways
- A notary public witnesses your signature and checks your ID to confirm you are who you say you are, then stamps the document as proof.
- Notaries do not give legal or financial information, read the document, or decide whether you should sign it.
- You need notarization when a document will be filed with a court, recorded with a government agency, or used across state lines.
- Most notaries charge between $5 and $25 per signature, and you can find them at banks, UPS stores, law offices, and title companies.
- You must bring a valid photo ID and be present in person; notarization cannot happen by mail or email.
What a notary actually checks
When you sit down with a notary, they will ask to see a current 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. That is the main job.
The notary will then ask you to sign the document in front of them. They watch to make sure you are signing your own name, not someone else's. They may ask you a straightforward question like "Are you signing this of your own free will?" to confirm you are not being forced.
After you sign, the notary signs and dates the document, applies their official seal (usually a stamp or embosser), and writes down information like your ID number and the type of ID you showed. Some notaries keep a journal of every notarization they perform. That record is what makes the notarization official — it proves someone licensed by the state watched the signing happen.
When you need a notary and when you do not
You need notarization for documents that will be filed with a court or government office. Examples include power of attorney forms, affidavits (sworn statements), deed transfers, and loan documents. If a bank, title company, or court asks for a notarized signature, you need one.
You do not need notarization for everyday documents like personal letters, contracts between friends, or documents you are keeping for your own records. A notary becomes necessary when the document will be used as official proof of something — proof that you signed it, proof that you own property, or proof that you swore to tell the truth.
Some states require notarization for specific documents like wills or living wills. Check with the court or agency that will receive your document if you are unsure. Many government websites list which documents need notarization.
Where to find a notary and what it costs
Notaries work in many places. Banks often have notaries on staff for customers, sometimes at no charge. UPS stores, FedEx locations, and Staples have notaries available for a fee. Law offices, title companies, and real estate offices employ notaries. Some libraries and government offices offer notarization for free or a small fee.
If you search online for "notary public near me," you will find independent notaries who work from home or small offices. Costs vary by state and location. Most charge between $5 and $25 per signature. If you need multiple documents notarized, ask if they offer a discount for multiple signatures.
You must be present in person with a valid photo ID. Notarization cannot happen by mail, email, or video call in most states. A few states have begun allowing remote notarization through video, but you still need to show your ID on camera and sign in real time.
What happens if a notary refuses to notarize your document
A notary can refuse to notarize a document if they have a conflict of interest — for example, if they are a family member or have a financial stake in the document. They can also refuse if the document appears to be fraudulent, if you cannot produce a valid ID, or if you seem confused or under pressure.
If a notary refuses, you have the right to find another notary. You do not have to explain why the first one refused. straightforward take your document and ID to a different notary. If multiple notaries refuse, the problem may be with the document itself — for example, it may be missing required information or may not be the correct form for what you are trying to do. In that case, contact the court or agency that needs the document and ask what form they require.
The difference between notarization and other official stamps
Notarization is different from certification. A certified copy is a photocopy of an original document that a government office or court has stamped to confirm it is a true copy. You do not need to be present for a certified copy — you can mail the original to the office and they will return a certified copy.
Notarization is also different from authentication or apostille. An apostille is a special stamp that some countries require on documents before they will accept them. It is issued by your state's Secretary of State office, not by a notary. If you are sending a document to another country, ask that country's embassy or consulate whether you need an apostille.
What notaries cannot do
A notary cannot give legal information, interpret a document, or tell you whether you should sign something. They cannot notarize a document they wrote or that they have a financial interest in. They cannot notarize a blank document or a document with blank spaces that you plan to fill in later.
A notary cannot notarize a signature that is not in front of them. If someone else signed the document before you brought it to the notary, the notary cannot notarize it. The person whose signature is being notarized must be present and must sign in front of the notary.
Frequently Asked Questions
Can a notary notarize a document for a family member?
No. Most states prohibit notaries from notarizing documents for spouses, parents, children, or siblings because of conflict of interest. Some states allow it only if the notary is not named in the document and has no financial stake in it. Check your state's rules or ask the notary before you schedule an appointment.
What if I lose the notarized document?
You cannot get a replacement notarization from the same notary unless you sign again in front of them. If you need a copy, you can ask the notary for a certified copy of their journal entry, which proves the notarization happened. Some agencies will accept that as proof instead of the original document.
Do I need a notary if I am signing electronically?
Some documents can be notarized electronically through a process called remote notarization, but only in states that allow it and only through a notary who is licensed to do remote work. You will need to show your ID on video and sign electronically while the notary watches. Not all documents can be notarized this way — check with the agency that needs the document first.
How long does a notarization last?
A notarization does not expire. Once a document is notarized, it stays notarized. However, the agency that receives it may have its own important date for when the document must be filed or used. Check the requirements of the court or office that needs the document.
What if the notary made a mistake on the stamp or signature?
Ask the notary to correct it. They can cross out the error, initial it, and initial the correction. If the error is serious enough that the document looks altered, you may need to sign a new copy and have it notarized again. The notary will advise you on whether a correction is acceptable or whether you need a fresh notarization.