A notary is a person authorized by your state to witness signatures and verify identities on important documents
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 information about it, or decide whether it is a good idea. They only verify that the person signing is real, that they are signing of their own will, and that the signature matches the person in front of them.
When a notary stamps and signs a document, they are saying: "I watched this person sign this, I checked their ID, and they told me they understood what they were doing." That stamp carries legal weight because notaries are bonded — if they lie or break the rules, they can be sued and lose their license. This is why banks, courts, and government offices trust notarized documents more than unsigned ones.
Notaries work in banks, law offices, shipping stores, and as independent contractors. Some charge a few dollars per signature; others charge more. The cost varies by state and by what the notary charges, but it is usually between $5 and $25 per document.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove you signed it willingly and are who you claim to be.
- Notaries do not give legal information, read your document, or decide whether you should sign — they only verify identity and witness the signature.
- You can find notaries at banks, UPS stores, law offices, and through online notary services, though online notaries are not available in all states.
- The notary will ask for a government-issued ID, watch you sign in front of them, and then stamp and sign the document themselves.
- Some documents require notarization by law — like power of attorney forms, real estate deeds, and affidavits — while others are notarized for extra protection.
When you need a notary
Certain documents must be notarized by law. These include power of attorney forms (which let someone act on your behalf), real estate deeds, mortgage documents, and affidavits (sworn statements). If you are signing a will, a living will, or a healthcare proxy, your state may require notarization. Check your state's requirements or ask the person requesting the document whether notarization is required.
Many people also ask for notarization on documents that are not legally required — like letters of recommendation, travel permission forms for minors, or loan agreements between friends. Notarization adds a layer of proof that the signature is real, which can matter if the document is ever challenged in court or questioned by a third party.
If you are unsure whether a document needs notarization, look at the document itself. Most forms that require it will say so clearly, often with a blank space marked "Notary Public" or "Notarization Required." If the document does not say, ask the person who gave it to you or contact a notary directly.
Where to find a notary
Banks are the easiest place to start. Most banks offer notary services to customers for free or a small fee, though some require you to have an account. Call ahead to confirm they have a notary on staff and ask about their hours, since notaries are not always in the building.
UPS stores, FedEx locations, and other shipping centers often have notaries available. You do not need to be a customer, and you can usually walk in without an appointment, though wait times vary. Some Staples locations also offer notary services.
Law offices and title companies employ notaries and will notarize documents for a fee. If you are working with a lawyer or real estate agent, ask whether they can notarize the document as part of your transaction.
Online notary services let you notarize documents through video call, which is faster if you cannot leave home. However, not all states allow online notarization, and some documents (like real estate deeds) may not be may be able to access. Search for "online notary" plus your state name to see what is available where you live.
What to bring and what happens during notarization
Bring a government-issued ID — a driver's license, passport, or state ID card. The notary will not notarize you without one. Bring the unsigned document itself. Do not sign it before you arrive; the notary must watch you sign.
When you arrive, tell the notary what you need. They will ask you to show your ID and may ask you questions like "Do you understand what this document says?" or "Are you signing this of your own will?" Answer honestly. The notary is not testing you; they are documenting that you are aware of what you are doing.
Sign the document in front of the notary. They will then sign and stamp it themselves, usually adding the date, their notary number, and the state that issued their license. The stamp is a raised seal or ink impression that is hard to forge. Some notaries also keep a journal where they record the notarization — this creates a record in case the document is ever questioned.
The whole process usually takes 5 to 10 minutes. You will receive the notarized document right away. Keep it safe; you may need it for a bank, court, or government office.
What a notary cannot do
A notary cannot tell you whether a document is legal or whether you should sign it. They cannot explain what the document means or advise you on the consequences of signing. If you have questions about the content, ask a lawyer, not a notary.
A notary cannot notarize a document they wrote or have a financial interest in. They cannot notarize for a family member in most states. They cannot notarize a blank document or one that is already signed. And they cannot notarize a document if the person signing is not physically present in front of them — except in states that allow remote online notarization, and even then only for documents that state law permits.
If a notary refuses to notarize your document, it is usually because the law does not allow it or because something about the situation does not meet the rules. Find a different notary if you believe the first one made a mistake, but do not try to pressure them into breaking the law.
The difference between notarization and other types of certification
Notarization is not the same as having a document certified or apostilled. A certified copy is a photocopy of an original document that a government office has stamped to say the copy matches the original. An apostille is a special certification used for documents that will be used in another country; it is issued by your state's secretary of state office and proves the document is authentic under international law.
A notary also differs from a commissioned officer or court officer, who may have broader powers. Some notaries are also commissioned officers, but not all. If you need something beyond a straightforward notarization, ask the person requesting the document what type of certification they need.
Cost and how to prepare
Notary fees range from free (at your bank if you are a customer) to $25 or more per signature, depending on where you go and what state you live in. Some notaries charge extra for travel or for notarizing multiple documents at once. Ask about the fee before you schedule or arrive.
To save time and money, gather all the documents you need notarized before you go. If you have several documents, some notaries will notarize them all in one visit, which may cost less than separate trips. Make sure each document is complete and ready to sign — do not bring blank forms or documents with missing information.
If you are using an online notary, check their requirements ahead of time. You will need a clear photo of your ID, a stable internet connection, and a way to sign the document (some services send it electronically; others mail it to you). Online notarization usually costs the same or slightly more than in-person notarization.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have a government ID, if the document is already signed, if you are not physically present, or if the notary believes you do not understand what you are signing. They can also refuse if they have a conflict of interest, such as being related to you or having a stake in the document. A notary's refusal is final and does not mean the document is invalid — it means you need to find a different notary or reconsider whether notarization is necessary.
What if I lose a notarized document?
You will need to get another copy notarized. The notary cannot issue a certified copy of the original notarization — you would need to sign the document again in front of a notary. Some notaries keep records of their notarizations, so you could contact the original notary to confirm the document was notarized, but that does not replace the document itself.
Can I notarize a document for someone else?
No. The person signing the document must be present in front of the notary. You cannot sign on someone else's behalf just because you have power of attorney — the notary must watch the actual person sign. The only exception is if you are the legal guardian of a minor and your state allows it, which is rare.
Do I need notarization if I am signing electronically?
It depends on the document and your state. Some electronic documents can be notarized through online notary services. Others require a wet signature (ink on paper) and in-person notarization. Ask the person requesting the document whether electronic notarization is acceptable for what you are signing.
How long does a notarization last?
A notarization does not expire. Once a document is notarized, it stays notarized. However, some organizations may not accept a notarization that is very old — for example, a bank might want a notarized power of attorney to be less than a year old. Check with the organization that will receive the document to see whether age matters for your situation.