A notary is a person authorized by the state to witness signatures and verify identities on important documents
A notary public is someone your state has licensed to watch you sign a document and confirm that you are who you say you are. They do not read the document, give legal information, or decide whether the deal is fair. They only verify that the person signing is the real person named on the ID, that they are signing of their own free will, and that the signature happened in front of the notary on a specific date.
When a notary stamps and signs a document, they are telling anyone who reads it later — a bank, a court, a government office — that they watched this person sign it. That official stamp carries legal weight. Many transactions require a notary's seal because it makes fraud harder and gives the document more credibility in legal proceedings.
Notaries work in banks, law offices, real estate agencies, and as independent contractors. Some charge a flat fee per signature (often $5 to $15), while others charge per page or by the hour. A few places, like banks where you have an account, may notarize documents free.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps the page to prove the signature is real and happened on that date.
- Notaries do not read documents, give legal information, or decide whether a transaction is fair — they only verify identity and witness the signing.
- You must bring a government-issued photo ID (driver's license, passport, or state ID) and be present in person; notaries cannot notarize documents you sign at home and mail in.
- Fees range from free (at some banks) to $5 to $15 per signature, depending on where you go and what the document is.
- Common documents that need notarization include power of attorney forms, affidavits, real estate deeds, and loan documents.
What a notary actually checks
When you walk in with a document, the notary will ask to see a government-issued photo ID. They compare the photo and name on your ID to you in person and to the name on the document you are signing. They watch you sign the document yourself — you cannot send someone else to sign for you, and you cannot sign it beforehand and have them notarize it later.
The notary will ask you to confirm that you are signing the document willingly, that you understand what you are signing, and that the signature is yours. They are listening for any sign that you are being pressured or coerced. If something feels wrong — if you seem confused or reluctant, or if the ID does not match the person in front of them — they can refuse to notarize.
Once you sign in front of them, the notary stamps the document with an official seal, writes the date, and signs their name. They also record the transaction in a journal (a log they keep for their records). That journal is what makes the notary's work traceable and trustworthy.
Documents that commonly need notarization
Real estate transactions almost always require notarized signatures — deeds, mortgages, and title transfers all need a notary's seal. Power of attorney documents, which let someone else make decisions on your behalf, must be notarized in most states. Affidavits (sworn statements used in court) need notarization. Loan documents, adoption papers, and some healthcare directives also require it.
The rule is usually set by law or by whoever is receiving the document. A bank will tell you which pages need notarizing. A court will specify what documents must be notarized before you file them. If you are unsure, ask the person or organization requesting the document — they will know.
Some documents do not need notarization but benefit from it. A letter of recommendation or a personal statement carries more weight with a notary's seal, even if it is not legally required. If you think a document might be challenged later, notarizing it is cheap insurance.
How to find a notary near you
Start with your bank. Most banks offer notary services to customers at no charge, and many will notarize for non-customers for a small fee. Call ahead to confirm they have a notary on staff and ask about their hours — notaries are often available only during business hours on weekdays.
Real estate offices, title companies, and law offices all employ notaries. UPS stores and some FedEx locations have notaries on staff. Search online for "notary public near me" and you will find independent notaries who work by appointment, often with more flexible hours than banks.
When you call, ask about the fee, whether you need an appointment, what ID they accept, and whether they can notarize the specific type of document you have. Some notaries specialize in real estate or loan documents and may charge more. Bring the unsigned document with you — the notary needs to see it before you arrive so they can tell you if there are any problems.
What you need to bring
Bring a government-issued photo ID: a driver's license, passport, state ID card, or military ID. The notary will not accept a student ID, library card, or expired ID. If your name has changed since your ID was issued (through marriage, for example), bring a second document that shows both names — a marriage certificate or a court order.
Bring the unsigned document. Do not sign it before you arrive. The notary must watch you sign it. If the document has multiple pages, bring all of them, even if only one page needs notarizing — the notary may need to see the whole thing to understand the context.
Bring any other documents the notary asked for when you called. If you are notarizing a power of attorney, for example, some notaries ask to see proof of your address (a utility bill or lease). Ask when you schedule the appointment.
The difference between notarization and other seals
A notary seal is not the same as a certified copy. A certified copy is an official photocopy of a document (like a birth certificate or court order) that comes from the government office that holds the original. You request it from that office, not from a notary.
A notary seal is also not the same as a lawyer's signature. A lawyer can notarize documents, but notarizing is not the same as legal information. A notary who is also a lawyer is still only verifying the signature when they notarize — they are not reviewing the document for legal problems or representing you in any way.
An apostille is another type of official seal, used for documents that will be used in another country. It is a special certificate that proves a notary's seal is real. If your document is going abroad, ask whether it needs an apostille or just a notary seal.
What notaries cannot do
A notary cannot notarize a document they signed themselves. They cannot notarize a blank document or one that is already signed. They cannot notarize a document if they have a financial interest in it — for example, a notary cannot notarize a deed to property they own a stake in.
A notary cannot tell you whether a document is legal or fair. They cannot explain what you are signing or advise you on whether to sign it. If you need legal information, you need a lawyer, not a notary. A notary also cannot change or correct a document — if there is a mistake, you have to fix it before they notarize it.
A notary cannot notarize a document you did not sign in front of them. Remote notarization (online or by video) exists in some states, but it is not available everywhere and requires special technology and training. If you are out of state or unable to travel, ask whether remote notarization is an option where you live.
Frequently Asked Questions
Can a notary notarize a document I signed before I came in?
No. A notary must watch you sign the document. If you have already signed it, they cannot notarize it. You will have to get a blank copy and sign it again in front of the notary.
What if I do not have a government-issued photo ID?
Most notaries will not proceed without one. If you do not have a driver's license or passport, you can get a state ID card from your local DMV. Some notaries accept other forms of ID in rare cases — call ahead and explain your situation.
How long does notarization take?
Usually five to ten minutes if you have the right ID and the document is in order. If there are questions or problems, it can take longer. Bring all required documents so you do not have to make a second trip.
Do I need a notary if the document says "notarization recommended"?
No, but it is a good idea. "Recommended" means it is not legally required, but the document will carry more weight and be harder to challenge if it is notarized. The cost is low, so most people notarize anyway.
Can I notarize a document on behalf of someone else?
No. The person whose signature is being notarized must be present in person with a valid ID. You cannot sign for them or have them sign at home and bring it to you.