Notarizing a document means a notary public watches you sign it, checks your ID, and stamps it with an official seal to prove the signature is genuine

A notary does not read your document, judge whether it is fair, or decide if you should sign it. They perform one specific task: they confirm that the person signing the document is who they claim to be, and that you are signing of your own free will. The notary then adds their signature, stamp, and official number to the document as proof they witnessed this.

The document itself does not change. The notary does not make it legal or binding—that depends on what the document is and what the law requires. What the notary does is create an official record that you signed it in front of a witness, which many institutions require before they will accept the document.

Key Takeaways

  • A notary verifies your identity using a government-issued ID and watches you sign the document in person.
  • The notary adds their signature, seal, and official number to the document as proof they witnessed the signing.
  • Notarizing does not make a document legal or binding—it only proves the signature is genuine.
  • You must sign the document in front of the notary; they cannot notarize a document you signed earlier.
  • Most notarizations cost between $5 and $25 per signature, though prices vary by location and document type.

Why documents get notarized

Banks, government agencies, and courts often require a notarized signature because it reduces fraud. If someone forges your signature on a loan or power of attorney, a notarized version proves you were actually there and signed it yourself. This protection matters most on documents that transfer money, property, or legal authority.

Common documents that get notarized include powers of attorney, affidavits, loan documents, real estate deeds, and adoption papers. Some states require notarization for specific documents—for example, many states notarize wills, though the will itself does not need to be notarized to be valid. Always check with the institution requesting the document to confirm whether notarization is required or just recommended.

What the notary checks before stamping

The notary will ask to see a government-issued ID—a driver's license, passport, or state ID card. They compare the photo and signature on the ID to you in person. If you do not have an ID, some notaries can use other methods like having a credible witness vouch for you, but this is less common and may cost more.

The notary will also ask you to sign the document in front of them. They cannot notarize a document you signed days or weeks ago. You must be present, and you must sign while they watch. The notary may ask you basic questions: your name, whether you understand what you are signing, and whether anyone forced you to sign. These questions are not about the content of the document—they are about confirming your identity and that you are signing willingly.

What gets added to the document

After you sign, the notary adds their official seal or stamp to the document. This seal includes the notary's name, their commission number, the state they are commissioned in, and the date of notarization. Some notaries use an embosser (a metal stamp that creates a raised impression), others use an ink stamp, and some use both. The exact appearance varies by state.

The notary also signs the document and may add a notarial certificate—a short statement that says something like "I certify that [your name] appeared before me on [date], presented valid ID, and signed this document in my presence." This certificate is the official record of what the notary witnessed. Some documents have a space for this certificate printed on them; others require the notary to add it on a separate page.

Where to find a notary

Banks often notarize documents for free if you have an account with them. Credit unions, law offices, and title companies also offer notary services, usually for a small fee. Many UPS stores, FedEx locations, and shipping centers have notaries on staff. Some libraries and government offices provide notary services at no cost or for a small fee.

If you cannot find a notary nearby, some states allow remote notarization—you sign the document on a video call with a notary, and they send you the notarized copy by mail. This option is newer and not available everywhere, so check your state's rules before assuming it is an option. When you call ahead to find a notary, ask about their hours, whether you need an appointment, and what forms of ID they accept.

Common mistakes to avoid

Do not sign the document before you meet the notary. The notary must watch you sign. If you sign it at home and then bring it to the notary, they cannot notarize it—you will have to get a blank copy and sign it in front of them instead.

Bring the correct ID. A notary cannot accept an expired ID in most states, and they cannot accept a photocopy or a photo on your phone. The ID must be original, current, and government-issued. If you do not have one, call ahead and ask whether the notary can use an alternative method.

Do not assume notarization makes a document legal. A notarized signature proves you signed it, but it does not prove the document is valid, fair, or enforceable. If you are signing something important—a loan, a power of attorney, a deed—consider having a lawyer review it first.

What notarization costs

Most notaries charge between $5 and $25 per signature. Some charge a flat fee per document instead. Prices vary by location and by the notary's business—a bank may charge less than a private notary service. Remote notarization sometimes costs more because it involves a video call and mailing the document back to you.

If you need multiple signatures notarized on the same document, you may pay per signature rather than per document. Ask the notary about their fee structure before you sign anything. Some notaries require payment in cash, while others accept cards or checks.

Frequently Asked Questions

Can a notary refuse to notarize a document?

Yes. A notary can refuse if they believe the document is fraudulent, if you appear to be signing under pressure, or if you cannot prove your identity. Some notaries also refuse documents they believe are illegal or unethical, though the rules vary by state. If a notary refuses, you can find another notary, but the refusal may be a sign you should have a lawyer review the document first.

Does notarization make a signature legally binding?

No. Notarization proves the signature is genuine—that you signed it in front of a witness. Whether the document itself is legally binding depends on what it is and what the law requires. A notarized contract is not automatically enforceable; a notarized will still needs to meet your state's rules for wills to be valid.

What if I cannot get to a notary in person?

Some states allow remote notarization through video calls. You sign the document on camera, the notary watches, and they send you the notarized copy by mail. Not all states offer this, and not all notaries do remote work. Check your state's notary rules or call notaries in your area to ask whether remote notarization is available.

Can I notarize a document I wrote myself?

Yes, as long as you meet the notary's other requirements—you have a valid ID and you sign it in front of them. The notary does not care who wrote the document. They only confirm that you are the person signing it and that you are doing so willingly.

How long does a notarization last?

A notarized signature does not expire. Once a notary stamps a document, that notarization is permanent. However, some institutions may require a fresh notarization if the document is very old—for example, a bank might ask for a new notarization on a power of attorney that is more than five years old. Check with the institution using the document to see whether they have age limits.