A notary verifies your identity and watches you sign documents
A notary public is a person authorized by your state to witness signatures and confirm that the person signing a document is who they claim to be. They do not read the document, give legal information, or decide whether you should sign it. They straightforward check your ID, watch you sign, and stamp the paper with an official seal to prove they saw it happen.
The notary's job is to prevent fraud. When a notary stamps a document, they are saying: "I checked this person's driver's license or passport, I watched them sign this with their own hand, and they told me they understood what they were signing." That official mark makes the document harder to forge and more acceptable to banks, courts, and government offices.
Notaries work in banks, law offices, UPS stores, shipping centers, and as independent contractors. Some charge $5 to $15 per signature; others charge by the page or the hour. Many banks offer notary services free to customers.
Key Takeaways
- A notary watches you sign a document and checks your ID to confirm you are who you say you are, then stamps the paper with an official seal.
- Notaries do not read documents, give legal information, or decide whether you should sign — they only verify identity and witness the signature.
- Common documents that need notarization include power of attorney forms, affidavits, real estate deeds, and loan documents.
- You can find notaries at banks, UPS stores, law offices, and through independent notary services; costs range from free to $15 per signature depending on where you go.
- You must bring a government-issued photo ID and sign the document in front of the notary — they cannot notarize a document you signed before you arrived.
Documents that commonly need a notary
Real estate transactions almost always require notarized signatures. When you buy or sell a house, the deed, mortgage, and closing documents must be notarized. The lender or title company will tell you which pages need the notary's seal.
Power of attorney documents — papers that let someone else make decisions for you — typically must be notarized. This includes healthcare power of attorney, financial power of attorney, and durable power of attorney. A notary's seal proves you signed it yourself and were not coerced.
Affidavits, which are sworn statements you make under penalty of perjury, require notarization. These come up in court cases, insurance claims, and when you need to prove something happened but do not have other evidence. The notary does not judge whether your statement is true; they only confirm you made it.
Loan documents, car titles, and adoption papers often need notarization. Some states require it for certain wills, though not all do. If you are unsure whether a document needs notarization, ask the person or organization requesting it — they will know.
What happens during a notarization
You bring the unsigned document and a government-issued photo ID — a driver's license, passport, or state ID card. The notary checks your ID to make sure the name matches the document and that the ID has not expired. They may ask you questions to confirm your identity, such as your address or date of birth.
You sign the document in front of the notary. You cannot sign it beforehand and then bring it in; the notary must watch you sign. If the document has multiple pages that need notarization, you sign each one while the notary watches.
The notary then stamps or embosses the document with their official seal and signs it themselves. They may also record the notarization in a journal — a log that tracks when, where, and for whom they performed notarizations. This journal is a public record in most states.
The whole process usually takes 5 to 10 minutes. You keep the notarized document; the notary keeps a copy in their journal.
Where to find a notary
Banks and credit unions often notarize documents free for customers. Call ahead to ask whether they offer the service and whether you need an appointment. Some branches have notaries on staff; others do not.
UPS stores, FedEx offices, and other shipping centers employ notaries. You can search for locations online and call to confirm hours and pricing. Many charge $10 to $15 per signature.
Law offices and title companies notarize documents as part of their business. If you are working with a lawyer or buying a house, ask whether they can notarize for you.
Independent notaries advertise online or through local directories. Search "notary public near me" to find options in your area. Some come to your home or office for an extra fee.
What a notary cannot do
A notary cannot read your document and tell you whether it is correct or whether you should sign it. They do not check grammar, legal language, or whether the terms are fair. If you need someone to review the document itself, you need a lawyer, not a notary.
A notary cannot notarize a document they wrote or have a financial interest in. If a notary stands to gain money from the transaction — for example, if they are a party to the contract — they have a conflict of interest and cannot notarize it.
A notary cannot notarize a signature that is not made in front of them. If you sign the document at home and bring it in already signed, the notary cannot stamp it. Some documents also cannot be notarized at all; the notary will tell you if that is the case.
A notary cannot notarize a document written in a language they do not understand, and they cannot interpret documents for you. If your document is in another language, you may need a certified translator in addition to a notary.
Notarization versus other types of certification
A certified copy is different from a notarized document. A certified copy is an official photocopy of an original document — usually a birth certificate, marriage license, or court record — made by the government office that holds the original. You request it from that office, not from a notary. Certified copies cost $5 to $25 depending on the document and the state.
An apostille is a special notarization used for documents that will be used in another country. It is a certificate attached to the document that confirms the notary's authority. You need an apostille when sending documents abroad for legal purposes. Not all notaries can issue apostilles; you may need to go to your state's Secretary of State office.
A certified notary is not a higher rank of notary — it straightforward means the notary has completed training and passed an exam required by their state. All notaries are certified by their state; the term does not mean they have special powers.
Cost and how to prepare
Notary fees vary widely. Banks often charge nothing for customers. Independent notaries and shipping centers typically charge $5 to $15 per signature. Some charge per page instead of per signature, or by the hour if the job is complex. Call ahead to ask about pricing.
Before you go, make sure you have a valid government-issued photo ID. Bring the unsigned document — do not sign it beforehand. If the document is long or has multiple pages, ask the notary in advance which pages need signatures and which need the seal.
If you are having the document notarized by mail or electronically, ask the notary what their process is. Some states allow remote notarization, where you sign on video while the notary watches. Others do not. The rules vary by state and by the type of document.
Frequently Asked Questions
Can a notary notarize a document for a family member?
Most states allow it, but some notaries decline for ethical reasons. Call ahead and ask. If the notary is related to you or has a financial stake in the document, they cannot notarize it — that is a conflict of interest.
What if I cannot get to a notary in person?
Some states allow remote notarization, where you sign on a video call while the notary watches. Not all states permit this, and not all documents can be notarized remotely. Ask your notary or the person requesting the document whether remote notarization is an option.
Do I need a notary if the document says "notary public" at the bottom?
Yes. That line is a blank space for the notary to fill in. It does not mean the document is already notarized. You must take it to a notary and have them sign and stamp it.
What happens if I sign a document that needed notarization but did not get it notarized?
The document may not be accepted by banks, courts, or government offices. If it is a legal document like a power of attorney or deed, it could be challenged or declared invalid. If you are unsure whether notarization is required, ask the person or organization that requested the document.
How long does a notarized document stay valid?
A notarized document does not expire. The notary's seal proves the signature was genuine on the date it was notarized. However, the document itself may become outdated — for example, a power of attorney may no longer be useful if the person it names is no longer alive.