A notary verifies your identity and watches you sign
A notary public is a person authorized by your state to witness signatures and confirm that the person signing a document is who they say they are. They do not read the document, give legal information, or decide whether the deal is fair. They straightforward check your ID, watch you sign, and stamp the paper to prove they saw it happen. That stamp—called a notarization—tells banks, courts, and other organizations that the signature is genuine.
The notary's job exists because many important transactions need proof that a real person, not a forged signature, authorized them. A bank will not process a power of attorney without a notary's seal. A court will not accept a sworn statement without one. Real estate closings, loan documents, and affidavits all rely on notarization to prevent fraud.
Key Takeaways
- A notary watches you sign a document and checks your government-issued ID to confirm you are who you claim to be.
- The notary's stamp and signature on the document prove to banks, courts, and other organizations that the signature is genuine.
- Notaries do not read documents, give legal information, or judge whether a transaction is fair—they only verify identity and witness the signing.
- You must sign the document in front of the notary; they cannot notarize a document you signed before you arrived.
- Notary fees vary by state and by document, but typically range from a few dollars to around twenty dollars per signature.
When you need a notary
Certain documents are required by law or by the organizations handling them to be notarized. Power of attorney forms—which let someone else make decisions for you—almost always need notarization. Affidavits, which are sworn statements used in court, require it. Real estate deeds, mortgage documents, and loan papers typically require notarization at closing.
Some documents are notarized even when the law does not strictly require it, because the person or organization receiving the document asks for it. A bank might ask for a notarized copy of a birth certificate. A school might ask for a notarized statement that you have custody of a child. An employer might ask for a notarized signature on a non-compete agreement. In these cases, notarization adds a layer of proof that the signature is real.
You do not need a notary for everyday documents like personal letters, contracts between friends, or most emails. You need one when the document will be filed in court, submitted to a government agency, used to transfer property or money, or when the person or organization receiving it specifically requests notarization.
How notarization actually works
The process is straightforward. You bring the unsigned document and a government-issued ID—a driver's license, passport, or state ID card—to the notary. The notary checks your ID to confirm your identity. You then sign the document in front of the notary. The notary watches you sign, adds their official stamp or seal to the document, writes the date, and signs their name.
The notary does not sign the document for you, and you cannot sign it beforehand and ask them to notarize it later. The signature must happen in the notary's presence. Some documents require you to swear or affirm under oath that the contents are true; the notary will ask you to do this before you sign.
The entire process usually takes five to ten minutes per document. Some notaries will notarize multiple pages or multiple signatures on the same visit, though they may charge per signature rather than per document.
Where to find a notary
Notaries work in many places. Banks often have notaries on staff, and many will notarize documents for customers at no charge. Credit unions frequently offer the same service. Law offices, title companies, and real estate offices employ notaries. UPS stores, FedEx locations, and some pharmacy chains offer notary services for a fee.
You can also search online for independent notaries in your area. Many states maintain a directory of notaries on the Secretary of State's website. Some notaries work from home or will travel to you for an additional fee. If you need notarization for a real estate closing or loan, the lender or title company will usually arrange it as part of the closing process.
Call ahead before you go. Ask whether they are available, what they charge, and what forms of ID they accept. Bring your unsigned document and your ID. If the notary is unfamiliar with the document type, they may ask you to bring it a day early so they can review it.
What notaries cannot do
A notary cannot give legal information. They cannot tell you whether a document is fair, whether you should sign it, or what it means. If you have questions about the content of a document, you need a lawyer, not a notary. The notary's only job is to verify that you are who you say you are and that you signed the document willingly.
A notary cannot notarize a document you signed before you arrived. They cannot notarize a photocopy of your signature. They cannot notarize a document you did not sign yourself—someone else cannot sign on your behalf and have it notarized unless they have a power of attorney that has already been notarized.
A notary cannot notarize a blank document or a document with blanks you plan to fill in later. The document must be complete and ready to sign when you arrive. They also cannot notarize documents that are illegible, altered, or appear to be forged.
Notary fees and what affects them
Notary fees vary by state. Some states set a maximum fee by law; others leave it to the notary to decide. Fees typically range from a few dollars to around twenty dollars per signature. Banks and credit unions often notarize for free if you are a customer. Independent notaries and retail locations usually charge a fee.
If a notary travels to you, they may charge a travel fee on top of the notarization fee. If you need multiple documents notarized, ask whether they charge per document or per signature—the difference can add up. Some notaries offer discounts for multiple signatures on the same visit.
Ask about the fee before the notary begins work. Most notaries accept cash, but some accept cards or checks. If you are having a real estate closing or loan closing, the lender usually covers the notary cost as part of the closing costs.
Certified copies and notarized copies
A notarized copy is different from a certified copy. A notarized copy is a photocopy of an original document that a notary has witnessed and stamped to confirm that the copy matches the original. A certified copy is an official copy issued by the government agency or organization that holds the original—a birth certificate from the vital records office, a court document from the clerk's office, or a property record from the assessor's office.
Some organizations will accept a notarized copy when they cannot get a certified copy. Others require the certified copy and will not accept a notarized copy. Always ask the organization receiving the document which type they need before you pay for notarization.
Frequently Asked Questions
Can I notarize a document for a family member or someone I know?
No. A notary cannot notarize a document for a spouse, relative, or close friend in most states. The notary must be impartial and have no financial interest in the transaction. Check your state's rules, as some states have stricter rules than others.
What if I cannot get to a notary in person?
Some states now allow remote notarization, where you sign the document on a video call with a notary who is in a different location. The notary watches you sign via video and sends you the notarized document electronically. Not all states offer this, and not all documents can be notarized remotely. Ask a notary whether remote notarization is available in your state.
Do I need to bring the original document, or can I bring a copy?
You must bring the original, unsigned document. The notary will watch you sign the original. If you need a notarized copy, the notary can make a photocopy of the signed original and notarize that copy as well, but you must sign the original first.
What happens if I lose a notarized document?
You will need to get another copy notarized. The notary keeps a record of the notarization, but they cannot issue a duplicate notarized document. You can ask the notary to notarize a new copy of the original, or you can ask the organization that issued the original (a bank, court, or government office) for a certified copy.
Can a notary refuse to notarize a document?
Yes. A notary can refuse if the document is illegible, altered, or appears fraudulent. They can also refuse if you cannot provide proper ID or if the document is blank or incomplete. A notary who suspects fraud or illegal activity should refuse and may report it to authorities.