A public notary is a person authorized by the state to witness signatures, verify identities, and certify that documents are genuine
A public notary (also called a notary public) is someone the state has licensed to act as an impartial witness. When you sign a document in front of a notary, they check your ID, watch you sign, and then add their official stamp and signature to confirm they saw it happen. They do not read the document, give legal information, or decide whether it is a good idea — they only verify that you are who you say you are and that you signed it willingly.
Notaries exist because many transactions require proof that a signature is real. A bank will not accept a power of attorney without a notary's seal. A court will not file certain documents without one. A title company will not close on a house without notarized signatures. The notary's job is to create an official record that someone actually showed up and signed.
Key Takeaways
- A notary checks your photo ID, watches you sign a document, and stamps it with their official seal to prove the signature is genuine.
- Notaries are required for legal documents like powers of attorney, affidavits, loan papers, and property deeds, but not for everyday contracts or emails.
- You can find notaries at banks, law offices, UPS stores, and some government offices; many charge between $5 and $25 per signature.
- A notary cannot give legal information, explain what a document means, or refuse to notarize something just because they think it is a bad idea.
- You must appear in person with a valid photo ID; remote notarization is available in some states but requires specific technology and verification.
What a notary actually does at the moment of notarization
When you sit down with a notary, the process takes a few minutes. The notary asks for a photo ID — a driver's license, passport, or state ID card. They check that the ID is current and that the photo matches your face. They then ask you to sign the document in front of them while they watch. They do not ask you to read it or explain what it says.
After you sign, the notary adds their own signature, writes the date, and stamps the document with an official seal that includes their name, commission number, and the state. That seal is what makes the document notarized. The notary may also keep a record in a journal (a log of every notarization they perform), depending on state law and the type of document.
The notary's role is purely procedural. They are not checking whether the document is legal, whether you understand it, or whether you are making a smart choice. They are only confirming that you showed up, that you are the person on the ID, and that you signed it yourself.
When you actually need a notary
Notarization is required by law for certain documents, and optional but common for others. Financial institutions, courts, and government agencies often demand it because they need proof that a signature is real and not forged.
Documents that almost always require notarization include powers of attorney (a document giving someone else the right to act on your behalf), affidavits (sworn statements), loan documents, mortgage papers, and property deeds. Court filings sometimes require notarized signatures. Adoption papers, wills, and trusts often need notarization depending on your state and the specific document.
Documents that rarely or never need notarization include employment contracts, rental agreements, everyday purchase orders, and emails. If you are unsure whether a document needs notarization, ask the person or organization requesting it — they will know.
Where to find a notary and what it costs
Notaries are available in many places. Banks often notarize documents for customers at no charge, though some charge a small fee. Law offices, title companies, and real estate offices have notaries on staff. UPS stores, FedEx locations, and some pharmacy chains offer notary services for a fee. Some government offices, including county clerk's offices and some libraries, have notaries available.
Fees vary by location and document type. A single signature typically costs between $5 and $25. Some notaries charge per page rather than per signature. If a notary travels to you (called a mobile notary), the fee is usually higher — $50 to $150 or more depending on distance. Call ahead to ask about fees and whether you need an appointment.
If you need a notary quickly, banks and UPS stores usually have short wait times. If you need one outside business hours, mobile notaries often work evenings and weekends for an additional fee.
What a notary cannot do
Notaries have clear limits on their power. A notary cannot give legal information, explain what a document means, or tell you whether signing it is a good idea. They cannot notarize a document if you are not present in person (with rare exceptions for remote notarization in certain states). They cannot notarize a blank document or one you did not sign yourself.
A notary also cannot notarize a document if they have a financial interest in it — for example, a notary cannot notarize a check made out to themselves. In most states, a notary cannot notarize a document for a family member, though this rule varies by state.
If a notary refuses to notarize something, it is usually because the document does not meet legal requirements or because the notary cannot be impartial. You can find another notary, but the reason for the refusal is worth understanding.
Remote notarization and what it requires
Some states now allow remote notarization, meaning you can be notarized over a video call instead of in person. This is faster and more convenient, but it requires specific technology and verification steps.
Remote notarization typically uses a find video platform where the notary can see you, your ID, and your signature in real time. The notary takes a screenshot or recording as proof. Some states require additional identity verification — for example, a background check or a knowledge-based question about your personal history. Not all documents can be notarized remotely; some states restrict it to certain types.
If you are interested in remote notarization, check whether your state allows it and which documents may have access to. Some notaries advertise remote services; you can also ask a local notary whether they offer it.
How notarization differs from other official stamps
Notarization is sometimes confused with other official processes, but they are different. A certified copy is a photocopy of an original document that a government official has stamped to confirm it matches the original — useful for birth certificates or court records. A medallion stamp is used by financial institutions to may provide signatures on stock transfers and is not the same as notarization. An apostille is a special certificate added to documents that will be used in another country; it is more formal than notarization.
If you need a document certified or stamped, ask the person requesting it which type they need. They will know whether a notary's seal is enough or whether you need something else.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have a valid photo ID, if you are not present in person, if you did not sign it yourself, or if the notary has a conflict of interest. Some states allow notaries to refuse on religious or moral grounds, though this varies. If a notary refuses, you can ask why and find another notary if you disagree.
What happens if someone forges a notary's seal?
Forging a notary seal is a crime. If you suspect a document has a fake notary seal, you can report it to the state agency that licenses notaries (usually the Secretary of State's office). The notary's journal record will show whether they actually notarized it.
Do I need a notary if the document is signed electronically?
Not always. Electronic signatures have their own legal rules that vary by state and by what the document is for. Some electronic documents can be notarized remotely; others do not need notarization at all. Ask whoever is requesting the document whether they need a notary's seal.
How long is a notarized document valid?
A notarized document does not expire. The notary's seal proves the signature was real on the date it was notarized. However, the document itself may have time limits — for example, a power of attorney might be valid for only a certain number of years, or a bank might not accept a notarized check after six months. Check the rules for the specific document.
Can I notarize a document I wrote myself?
Yes, as long as you sign it in front of the notary and have a valid photo ID. The notary is not checking whether you wrote it or whether it is legally sound — only that you signed it and are who you say you are.