A notary is a person authorized by the 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 you legal information, or decide whether the deal is fair. Their job is narrow: they verify your identity, watch you sign, and then stamp and sign the document themselves to prove they saw it happen.
Notaries exist because many transactions—selling property, opening certain bank accounts, executing a will, getting a power of attorney—carry real consequences if someone forges a signature or impersonates the signer. A notary's stamp and signature tell the other party that a trained person checked your ID and watched you put your name on the paper yourself.
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, not a notary.
Key Takeaways
- A notary watches you sign a document, checks your government-issued ID, and stamps the paper to prove the signature is genuine.
- Notaries cannot give legal information, explain contracts, or tell you whether to sign—they only verify identity and witness the signature.
- You can find notaries at banks, UPS stores, law offices, and some government offices; many charge $5 to $15 per signature.
- Some documents—like real estate deeds, powers of attorney, and affidavits—almost always require notarization; others never do.
- A notary must see you in person with a valid ID; they cannot notarize documents remotely in most states, though a few allow it by video.
What a notary actually does during the notarization process
When you bring a document to a notary, they follow a specific sequence. First, they ask to see a government-issued ID—a driver's license, passport, or state ID card. They check that the photo matches your face and that the ID has not expired. This step is required; they cannot skip it even if you are a regular customer.
Next, they read the signature line on the document and ask you to sign it in front of them. You must sign the document yourself; they cannot sign for you or let someone else sign on your behalf. They watch you do it. Then they add their own signature, stamp, and seal to the document. That stamp and signature are proof that a notary verified your identity and witnessed your signature on that specific date.
Some notaries keep a journal—a record of every document they notarized, who signed it, and when. This journal is a legal record and can be subpoenaed if there is ever a dispute about whether the notarization actually happened.
Where to find a notary and what it costs
Notaries work in many places. Banks often have notaries on staff for their customers, sometimes at no charge. UPS stores, FedEx Office locations, and other shipping centers employ notaries and charge a per-signature fee, usually $5 to $15. Law offices, real estate offices, and title companies have notaries. Some government offices—county clerks, for example—offer notary services, sometimes free or for a small fee.
If you do not know where to find one, search online for "notary near me" or call your bank. Many notaries are available by appointment, and some offer evening or weekend hours. A few states allow remote notarization by video, but most require you to be in the same room as the notary.
Bring your document and a valid government-issued ID. If the notary does not know you, they will not notarize the document without seeing your ID. If your ID has expired, some notaries will still accept it if the photo is clearly you; others will refuse. Call ahead and ask.
Documents that require notarization and those that do not
Real estate deeds, mortgages, and property transfers almost always require notarization. Powers of attorney—documents that let someone else make decisions on your behalf—usually require it. Affidavits (sworn statements), wills, and certain loan documents typically need notarization too. If you are selling a car in some states, the title transfer may require it.
Many everyday documents do not need a notary. A letter to a landlord, a contract between two people, a job process, and most emails do not require notarization. If you are unsure whether a document needs one, check the document itself—it will usually say "notarize this page" or have a blank space labeled "notary seal." You can also call the person or organization asking for the document and ask whether notarization is required.
What happens if you sign a document without a notary when one is required
If a document legally requires notarization and you sign it without one, the document may not be accepted by the other party. A bank might refuse to process a loan. A court might reject a power of attorney. A title company might not record a deed. You would have to get the document notarized later, which means finding a notary, bringing the document and your ID, and paying the fee again.
In some cases, signing without notarization when it is required can create legal problems. For example, if you forge a signature on a document that was supposed to be notarized, the forgery is easier to prove because there is no notary's verification. If you are unsure, it is safer to get the document notarized even if you think it might not be required.
The difference between notarization and other types of document verification
Notarization is not the same as having a document witnessed by a friend or having it certified by a government office. A witness is someone who watches you sign and then signs the document themselves, but they do not verify your identity the way a notary does. A certified copy is a photocopy of an original document that a government office has stamped to confirm it matches the original—but no one watched you sign the original.
Some documents need both a witness and a notary. A will, for example, often requires two witnesses and a notary. The witnesses watch you sign, and the notary verifies your identity and watches you sign as well. Each serves a different purpose.
Common mistakes people make with notaries
The most common mistake is bringing an expired ID. Notaries have strict rules about what IDs they will accept, and an expired ID is usually not acceptable even if the photo is clearly you. Bring a current driver's license, passport, or state ID card.
Another mistake is asking the notary to explain what the document means or whether you should sign it. Notaries cannot do this. If you do not understand the document, ask a lawyer before you go to the notary.
A third mistake is trying to have someone else sign the document on your behalf. The person whose name is on the signature line must be the one who signs it, and they must sign it in front of the notary. You cannot sign for someone else, and a notary cannot notarize a signature that was not made in their presence.
Finally, do not assume a document does not need notarization just because it looks straightforward. Check the document or ask the person who asked you to sign it. It is better to get it notarized and not need it than to skip notarization and have the document rejected.
Frequently Asked Questions
Can a notary notarize a document I signed before I came to see them?
No. A notary must watch you sign the document. If you signed it at home and then brought it to the notary, they cannot notarize it. You will need to bring the unsigned document, sign it in front of the notary, and then they can stamp it.
What if I do not have a government-issued ID?
Most notaries will not notarize a document without a government-issued ID. If you do not have a driver's license or passport, you may be able to use a state ID card or tribal ID. Call the notary ahead of time and ask what forms of ID they accept. If you have no ID at all, you may need to get one before the document can be notarized.
How long does notarization take?
Notarization usually takes five to ten minutes. The notary checks your ID, watches you sign, and adds their stamp and signature. If the notary is busy, you may have to wait, but the actual notarization process is quick.
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they believe the signature is forged, if you do not have proper ID, if you appear to be signing under duress, or if the document is illegal. A notary can also refuse if they have a conflict of interest—for example, if they are a party to the transaction themselves.
Do I need to bring the original document, or can I bring a copy?
You must bring the original document. A notary notarizes the original, not a copy. After notarization, you can make copies of the notarized document if you need them.