A notary is a person authorized by the state to witness signatures and verify identities
A notary public is someone licensed by your state 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 it. 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.
When a document is notarized, it carries more weight in court or with government agencies because a neutral third party has confirmed the signature is real. Banks, courts, real estate offices, and government agencies often require notarization for documents like powers of attorney, affidavits, loan papers, and property deeds. Without a notary's seal, these documents may be rejected or challenged later.
Notaries are not lawyers. They cannot tell you what a document means, whether you should sign it, or what your rights are. If you need legal guidance, you must talk to an attorney separately.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove the signature is genuine.
- Notaries are licensed by individual states and must follow specific rules about which documents they can notarize and how.
- Many important documents—powers of attorney, property deeds, loan papers, and court affidavits—require notarization to be valid.
- A notary 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, UPS stores, and some government offices, usually for a small fee.
What a Notary Actually Does During the Signing
When you bring a document to 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 name on the ID matches the name on the document and that the ID has not expired. This is the core of their job: making sure you are the person whose signature is going on the paper.
Next, the notary watches you sign the document in front of them. You cannot sign it beforehand and then show it to them. The signature must happen while they are present. After you sign, the notary signs and stamps the document with their official seal, which includes their name, the state that licensed them, and the date. This seal is proof that a licensed notary witnessed the signing on that specific day.
Some notaries keep a journal where they record details about each notarization—your name, the document type, the date, and which ID you showed. This creates a record in case the document is questioned later. Not all states require this, but many notaries do it anyway as protection for themselves.
Why Documents Need to Be Notarized
Notarization adds a layer of trust to important documents. When you sign a contract with a bank or sign over property, the other party wants proof that you actually signed it and that you are the person you claim to be. A notary's seal provides that proof. Without it, someone could later claim they never signed the document or that it was forged.
Courts and government agencies require notarization for documents that carry legal weight. A power of attorney—a document that lets someone else make decisions for you—almost always needs notarization. So do affidavits (sworn statements), loan documents, property deeds, and adoption papers. Some states require notarization for wills, though not all do.
Even when notarization is not legally required, the other party may ask for it anyway. For example, a landlord might ask for a notarized statement from you about a repair issue, or a school might ask for a notarized copy of your birth certificate. Notarization protects both sides by creating a record that the signature is real.
Where to Find a Notary and What It Costs
Notaries work in many places. Banks often have notaries on staff and may notarize documents for free if you are a customer. Law offices, real estate agencies, and title companies have notaries. UPS stores, FedEx offices, and some pharmacy chains offer notary services for a fee, usually between five and fifteen dollars per signature. Some government offices, like county clerk's offices, have notaries available, sometimes for free or a small charge.
If you need a notary, call ahead to confirm they are available and ask about the fee. Bring your government-issued photo ID and the document that needs notarizing. If the document is not yet signed, the notary will watch you sign it. If it is already signed, most notaries will not notarize it—the signature must happen in front of them.
Some notaries offer mobile services and will come to your home or office, though this usually costs more. Online notarization is also becoming available in some states, where you sign the document electronically while a notary watches through video. Rules about online notarization vary by state, so check what your state allows.
What a Notary Cannot Do
A notary is not a lawyer and cannot give legal information. They cannot tell you whether a document is fair, whether you should sign it, or what your rights are under it. If you have questions about what a document means or whether it protects you, you need to talk to a lawyer, not a notary.
Notaries also cannot notarize a document if they have a personal interest in it. For example, a notary cannot notarize a document that they themselves are signing as a party. They cannot notarize a document for a family member in most states. These rules exist to prevent conflicts of interest and keep the notarization honest.
A notary cannot notarize a blank document or a document with blanks that you fill in after notarization. The document must be complete and ready to sign. They also cannot notarize a document if they cannot read it or if the person signing appears confused or under pressure.
How Notary Rules Vary by State
Each state sets its own rules about who can become a notary, what they can notarize, and how much they can charge. Some states allow notaries to charge whatever they want; others set a maximum fee. Some states require notaries to keep detailed journals; others do not. Some states allow online notarization; others do not yet.
If you are moving to a new state or need a notary in a state where you do not live, check that state's rules. A notary licensed in one state cannot notarize documents in another state unless they are also licensed there. If you need a document notarized in a state where you do not live, you may need to find a notary in that state or use an online notary service if the state allows it.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they cannot verify your identity, if the document is incomplete, if they have a conflict of interest, or if they believe you are signing under pressure or without understanding what you are signing. A notary's job includes protecting the integrity of the notarization process.
Do I need a notary if I am signing something online?
It depends on the document and the state. Some states allow online notarization through video, where a notary watches you sign electronically. Other states do not yet recognize online notarization. Check with the organization asking for the notarization to see if they accept online notaries.
What if I lose the notarized document?
You will need to get another copy notarized. The notary cannot issue a certified copy of the original notarization unless they kept a journal and your state allows it. In most cases, you will need to sign the document again in front of a notary.
Can a notary notarize a photocopy or scanned document?
Generally no. A notary notarizes the original document, not a copy. Some states allow notarization of certified copies under specific circumstances, but this is rare. Ask the notary before you bring a copy.
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 organization receiving the document may have its own rules about how old a notarization can be before they will accept it. Some banks or government agencies want notarizations no older than six months or a year.