A notary is a person authorized by the state to witness signatures and verify identity
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. They only verify that the person signing is real, present, and signing of their own will — then they stamp and sign the page to prove they saw it happen.
The notary's mark — usually a seal, stamp, or signature — tells anyone who reads the document later that a neutral third party witnessed the signing. Banks, courts, government offices, and title companies often require this mark because it makes fraud harder. If someone later claims they never signed something, the notary's record is evidence they did.
Notaries are not lawyers. They cannot explain what a document means, tell you whether to sign it, or fill in blanks for you. If you need legal information about a document, you need a lawyer, not a notary.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps the page to prove they saw it happen.
- The notary's seal makes it harder for someone to claim later that the signature is fake or forged.
- Notaries cannot give legal information, explain documents, or tell you whether to sign — they only verify identity and witness the act of signing.
- You can find notaries at banks, UPS stores, law offices, and some government offices, usually for a small fee.
- Different states have different rules about what notaries can and cannot do, so the rules in your state may differ from another.
When you need a notary and when you do not
Some documents require a notary by law. These include real estate deeds, powers of attorney, affidavits (sworn statements), and some loan documents. If a bank or government office asks for a notarized signature, they will tell you so in writing.
Other documents do not legally require a notary but may ask for one anyway — for example, a business contract between two companies, or a letter you are sending to a court. The person or organization asking for the document will tell you if they want it notarized.
Personal documents like a will, a letter, or a contract between friends do not need a notary unless a law or a court order says they do. If you are unsure whether a document needs one, ask the person or office that asked you to sign it.
What happens during a notarization
You bring the unsigned document and a photo ID to the notary. The notary checks your ID to make sure you are who you say you are, then watches you sign the document in front of them. They may ask you questions like "Are you signing this of your own free will?" or "Do you understand what this document says?" — not to judge your answer, but to create a record that you were aware and willing.
The notary then signs and stamps the document, usually on the same page as your signature or on a separate notarization page attached to it. They may also write down the date, your ID number, and where the notarization took place. This record is the proof that a notary witnessed the signing.
The whole process usually takes five to ten minutes. You keep the notarized document — the notary keeps a copy in their records in case they are asked about it later.
Where to find a notary
Banks often have notaries on staff and may notarize documents for customers for free or a small fee. Call ahead to ask whether they notarize and whether you need an appointment.
UPS stores, FedEx offices, and some shipping centers have notaries available. Fees are usually between five and fifteen dollars per signature.
Law offices, title companies, and real estate offices have notaries. If you are working with a lawyer or buying a house, ask them to notarize documents as part of your work together.
Some government offices — county clerks, secretary of state offices, and public libraries — have notaries or can tell you where to find one nearby. A few states offer notary services for free at certain government locations.
Online notary services exist in most states and let you notarize documents by video call. You upload your ID and document, sign on camera, and the notary stamps and returns the document electronically. These services usually cost ten to twenty dollars and take a few minutes.
What notaries can and cannot do
Notaries can witness signatures, verify identity, and administer oaths — meaning they can watch you swear that something you are saying is true. They can notarize documents you bring to them and certify that a copy of a document matches the original.
Notaries cannot give legal information, interpret documents, or tell you what something means. They cannot fill in blanks on a form or change a document. They cannot notarize a document you do not sign in front of them, and they cannot notarize a signature that someone else made on your behalf. If you need help understanding a document or deciding whether to sign it, you need a lawyer.
Rules vary by state. Some states allow notaries to perform more tasks than others — for example, some allow notaries to take acknowledgments (confirm that you signed something) while others do not. If you are unsure what a notary in your state can do, ask them directly or contact your state's secretary of state office.
How much a notary costs
Notary fees vary widely. Banks may notarize for free if you are a customer. UPS and FedEx stores usually charge between five and fifteen dollars per signature. Law offices and title companies may charge more, or may include notarization as part of a larger service.
Online notaries typically charge ten to twenty dollars per document. Some states set a maximum fee that notaries can charge — check your state's rules if you want to know what the cap is.
If cost is a concern, call ahead to several notaries and ask their fees. Government offices sometimes notarize for free or at a lower cost than private notaries.
Notary records and privacy
Notaries keep a record of every notarization they perform. This record includes the date, the name of the person who signed, the type of document, and sometimes the ID number used. The notary keeps these records for a set number of years — usually five to ten, depending on your state.
These records are not public. A notary cannot share them without a court order or a legal reason. If someone later disputes whether a document was really signed, a court can ask the notary to produce their records as evidence.
Frequently Asked Questions
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, wrote it, or stand to gain money from it. The notary must be neutral. If your notary has a conflict of interest, ask them to refer you to another notary.
What if I sign a document but forget to get it notarized?
You can go back to a notary and have them notarize your signature after the fact, as long as you sign again in front of them. The notary will date the notarization with the date you appear before them, not the date you originally signed. Some documents may have rules about how old a signature can be before notarization, so check with the person who asked for the notarization.
Can I notarize a document for a family member?
Rules vary by state. Some states allow it; others do not. Ask your notary or check your state's secretary of state website. Even where it is allowed, many notaries refuse to notarize for family members to avoid conflicts of interest.
Do I need a notary if I am signing something online?
It depends on the document and who is asking for it. Some online transactions do not require notarization. Others use electronic notaries who verify your identity by video and explore a digital seal to the document. Ask the person or company requesting the signature whether they need a notary and what type.
What happens if a notary notarizes a document they should not have?
The notary can lose their license and face legal penalties. The document may be challenged in court as invalid. If you believe a notary acted improperly, you can file a complaint with your state's secretary of state office.