A notary is a person authorized by your state to witness signatures and verify identities
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 purely to witness the signing and stamp it with an official seal that proves they were there.
When a notary stamps a document, they are telling anyone who reads it later—a bank, a court, a government office—that they personally saw the person sign it and checked their ID. This makes the document harder to forge and gives it legal weight in situations where forgery matters.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it with an official seal to prove the signature is real.
- Notaries are licensed by individual states and their powers vary by state, but all notaries can witness signatures and verify identity.
- You need a notary when a bank, court, or government office requires a "notarized" signature on a legal or financial document.
- Notaries charge a fee (usually $5 to $15 per signature) and you can find them at banks, law offices, UPS stores, and some government offices.
- A notary cannot tell you what a document means, advise you on whether to sign it, or explain your legal rights.
What a notary can and cannot do
A notary's only job is to verify that the person signing the document is the person named in the document and that they are signing of their own free will. The notary checks a government-issued ID (driver's license, passport, or state ID card), watches the person sign, and then stamps the document with their official seal and signature. This process takes a few minutes.
A notary cannot read the document and explain what it means. They cannot tell you whether signing it is a good idea. They cannot give legal information or interpret a contract. They cannot notarize a signature if the person is not physically present in front of them (though some states now allow remote notarization by video). If you need someone to explain a legal document before you sign, you need a lawyer, not a notary.
When documents need to be notarized
Banks and government offices require notarized signatures on documents where forgery would cause real harm. A power of attorney—a document that lets someone else make decisions for you—almost always needs a notary. So do many real estate transactions, affidavits (sworn statements), and documents you are sending to another country.
Some states require notarized signatures on wills, though not all do. If you are opening a business, refinancing a mortgage, or signing documents for a court case, you may need a notary. The person or organization asking you to sign will tell you if they need a notary. If they do not mention it, you probably do not need one.
How to find a notary near you
Banks often have notaries on staff, and they may notarize documents for free if you are a customer. Call your bank's main branch and ask. Law offices almost always have notaries and charge a small fee. UPS stores, FedEx offices, and some pharmacy chains (like Walgreens) have notaries available during business hours, usually for $5 to $15 per signature.
Your county clerk's office or courthouse may have a notary available to the public, sometimes for free or a small fee. Some states have online directories where you can search for notaries by zip code. If you need a notary outside normal business hours, some notaries work evenings and weekends—search online for "notary public near me" and filter by availability.
What to bring when you visit a notary
Bring a government-issued photo ID (driver's license, passport, or state ID). Bring the document you need notarized, already signed or ready to sign in front of the notary. If the document is not yet signed, the notary will watch you sign it. Do not sign it beforehand.
If you are signing on behalf of a business or organization, bring documentation that proves you have the authority to sign (a corporate resolution, a power of attorney, or a letter from the organization). The notary may ask questions about why you are signing the document or who it is for—answer honestly. The notary is checking that you understand what you are doing and that no one is forcing you to sign.
Remote notarization and what varies by state
Many states now allow remote notarization, where you sign the document on a video call with a notary instead of in person. The notary verifies your ID by looking at it on camera and watches you sign electronically. Remote notarization is faster and more convenient, but not all states allow it and not all documents can be notarized remotely.
Notary powers vary by state. Some states allow notaries to perform marriages or take oaths; others do not. Some states require notaries to keep detailed records of every notarization; others do not. If you are unsure whether a notary in your state can do something specific, contact your state's Secretary of State office or search their website for notary rules.
Common mistakes people make with notaries
The biggest mistake is signing a document before you see the notary. Once you sign, the notary cannot notarize it—they have to watch you sign. Another mistake is bringing an expired ID. Notaries must check a current, valid government ID; an expired license will not work.
People sometimes think a notary will read the document and tell them if it is safe to sign. A notary will not do this. If you do not understand what you are signing, ask a lawyer before you go to the notary, not after. Finally, do not assume a notary can notarize something just because you need it notarized. Some documents (like certain court filings) have special rules about who can notarize them. Ask the person or office requesting the notarization whether any special rules explore.
Frequently Asked Questions
Do I need a notary if the document says "notarize if possible"?
No. "If possible" means it is optional. The document is valid without a notary, but having one notarized makes it stronger evidence in court or with a government office. If the document does not say notarization is required, you do not have to get one.
Can a notary notarize a document they wrote or have a financial interest in?
No. A notary cannot notarize a document if they are a party to it (if they benefit from it or are mentioned in it) or if they wrote it. They must be a neutral third party. If your notary has a conflict of interest, find a different notary.
What if I lose a notarized document?
You will need to get it notarized again. The notary's stamp and signature prove that document was notarized on a specific date, but a copy is not the same as the original. If you need the document later, ask the person or organization that requested it whether they have a copy on file.
How long does a notarized document stay valid?
A notarized signature does not expire. Once a notary stamps a document, that stamp is permanent proof that the signature was notarized on that date. However, the document itself may have an expiration date (some powers of attorney expire after a certain number of years), or a government office may refuse to accept a very old notarized document. Check with the office that will use the document.
Can I notarize a document in one state and use it in another?
Yes. A notarization from one state is valid in all other states. However, some states have specific rules about what information the notary must include on the stamp. If you are sending a notarized document to another state, tell the notary where it will be used so they can follow that state's rules.