A notary public is a person authorized by your 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 it is a good idea for you to sign. Their job is only to verify your identity, watch you sign, and then stamp and sign the document themselves to prove they saw it happen.
You need a notary when a document requires what is called notarization — an official stamp that proves the signature is real and was made in front of a witness. Banks, courts, real estate offices, and government agencies often require notarization because it makes fraud harder. A notary's seal is difficult to fake, and notaries keep records of who they notarized for and when.
Notaries are not lawyers. They cannot tell you what a contract means, whether you should sign it, or what your rights are. If you need legal information, you need a lawyer. A notary can only confirm that the person signing is real and that the signature happened in front of them.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove the signature is genuine and was made in their presence.
- Notarization is required for many legal documents, including real estate deeds, power of attorney forms, and some loan papers.
- Notaries cannot give legal information, explain what a document means, or tell you whether you should sign it.
- You can find notaries at banks, law offices, shipping stores, and some government offices; many charge between $5 and $15 per signature.
- You must bring a government-issued photo ID to be notarized, and you must sign the document in front of the notary — they cannot notarize a document you signed earlier.
What a Notary Actually Does During Notarization
When you sit down with a notary, they will ask to see a government-issued photo ID — a driver's license, passport, or state ID card. They check that the ID is real, that it has not expired, and that the photo looks like you. This step takes a minute or two.
Next, you sign the document in front of the notary. You cannot hand them a document you signed yesterday and ask them to notarize it. The signature must happen while they are watching. After you sign, the notary signs the document too, writes the date, and stamps it with an official seal. That seal is what makes the document notarized.
The notary then records your name, the date, and what document you signed in a logbook. This record is kept for several years and can be checked later if someone questions whether the notarization was real. The whole process usually takes five to ten minutes.
When You Need a Notary
Real estate transactions almost always require notarization. If you are buying or selling a house, your deed, mortgage, and closing documents will need a notary's stamp. Banks require notarization on many loan documents for the same reason — it proves you actually signed and understood what you were agreeing to.
Power of attorney forms, which let someone else make decisions for you if you become unable to, usually require notarization. Adoption papers, some affidavits (sworn statements), and documents you are sending to another country often need notarization too. Some states require notarization on certain vehicle titles and passport applications.
If you are not sure whether a document needs notarization, check the document itself — it will usually say "notary public" or "notarization required" somewhere on the page. You can also call the office that asked for the document and ask them directly.
Where to Find a Notary
Banks often have notaries on staff, and many will notarize documents for customers for free or a small fee. Call ahead to ask whether they notarize and whether you need an appointment. Law offices always have notaries, though they may charge $10 to $25 per signature.
Shipping stores like UPS Store and FedEx Office have notaries in most locations. Some libraries, county clerk offices, and courthouse buildings offer notarization. Online notary services exist in many states, where you sign documents on a video call with a notary instead of in person — these are faster but may cost more.
Search "notary public near me" online or call your county clerk's office to find options in your area. Prices vary widely, from free at your bank to $15 or more at a private notary office. Some notaries charge per signature, so if you have five documents to notarize, you may pay five separate fees.
What to Bring and How to Prepare
Bring a government-issued photo ID. A driver's license, state ID card, or passport all work. The ID must not be expired, and the photo must look like you. If your ID is expired, bring a second form of ID if you have one — some notaries will accept an expired ID plus a current credit card or other document with your name on it.
Bring the document you need notarized. Do not sign it beforehand. Bring a pen — the notary may have one, but it is safer to bring your own. If you are having multiple documents notarized, bring all of them at once so you can do it in one visit and pay one fee instead of several.
If you are unsure which signature line needs to be notarized, ask the notary when you arrive. Some documents have multiple places to sign, and only one or two may need notarization. The notary will point out which one and watch you sign it.
How Notaries Are Licensed and Regulated
Each state licenses and regulates notaries differently. In most states, you explore through your county clerk or secretary of state's office, pass a test on notary law, and pay a fee — usually $50 to $150. You then receive a commission that lasts four to ten years depending on your state.
Notaries must carry errors and omissions insurance, which protects them if they make a mistake that costs someone money. They are required to keep records of every notarization they perform, and those records can be inspected by the state. If a notary breaks the rules — for example, notarizing a document without watching the person sign — they can lose their license and face fines.
Because notaries are state-licensed, a notary from one state cannot notarize documents in another state. If you need a document notarized while traveling, you will need to find a notary in that state.
Common Mistakes to Avoid
Do not sign the document before you see the notary. The notary must watch you sign. If you sign it at home and then bring it to the notary, they cannot notarize it.
Do not assume the notary will explain what the document means. If you do not understand what you are signing, ask a lawyer before you go to the notary, not the notary themselves. Do not ask the notary whether you should sign — that is legal information, which they cannot give.
Do not bring an expired ID as your only form of identification. Bring a current photo ID. If your ID is expired, bring a second document with your name on it. Do not assume the notary will accept a passport card or other unusual ID — call ahead and ask what forms of ID they accept.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they believe the document is illegal, if the person signing does not have a valid ID, or if the person seems confused or under pressure. A notary can also refuse if they have a conflict of interest — for example, if they are a family member of the person signing. Notaries are not required to notarize every document that walks in the door.
What if I cannot get to a notary in person?
Many states now allow remote notarization, where you sign documents on a video call with a notary. The notary watches you sign on camera and stamps the document electronically. Not all states allow this, and not all documents can be notarized remotely — real estate deeds often cannot. Check your state's rules or ask the office that needs the notarization whether remote notarization is acceptable.
How much does notarization cost?
Prices vary by location and notary. Banks often notarize for free if you are a customer. Private notaries typically charge $5 to $15 per signature. Law offices may charge $10 to $25. Online notaries may cost $25 to $50 per document. Call ahead to ask the price before you go.
Can I notarize a document for a family member?
No. A notary cannot notarize a document for someone they are related to or have a financial interest in. This rule exists to prevent fraud. If you need a family member's document notarized, you must find a different notary.
What happens if a notary makes a mistake?
If a notary notarizes a document incorrectly — for example, they do not check your ID or they notarize a document you did not sign in front of them — the notarization can be challenged. The document may not be accepted by banks or courts. The notary can face fines and loss of their license. This is why notaries keep detailed records and are required to carry insurance.