A notary public 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 legal information, or decide whether the deal is fair. Their job is narrow: they verify your identity, watch you sign, and then stamp and sign the document themselves to prove they saw it happen. This creates an official record that the signature is genuine.
Notaries exist because many transactions — selling property, opening certain bank accounts, executing a will, getting a power of attorney — require proof that a real person actually signed, not a forged copy. A notary's seal and signature tell banks, courts, and government offices that someone trustworthy watched the signing happen in person.
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 information, you need a lawyer. A notary only confirms identity and witness the act of signing.
Key Takeaways
- A notary watches you sign a document in person, checks your ID, and stamps the page to prove the signature is genuine.
- Notaries are required for real estate transactions, wills, powers of attorney, and many other legal documents, depending on your state.
- You can find notaries at banks, law offices, UPS stores, and mobile notary services that come to your home or office.
- Notary fees are set by state law and typically range from a few dollars to around $15 per signature, though mobile notaries may charge travel fees.
- A notary cannot give legal information, interpret documents, or tell you whether you should sign — they only verify identity and witness the signing.
What a notary actually does during the signing
When you bring a document to a notary, they will ask for a government-issued photo ID — a driver's license, passport, or state ID card. They check that the ID matches your face and that it has not expired. This step prevents someone from forging your signature by pretending to be you.
Next, the notary watches you sign the document. You must sign in front of them; they cannot notarize a document you signed earlier and brought in. Some documents require you to initial each page or sign in multiple places. The notary will tell you where.
Once you have signed, the notary stamps the document with an official seal that includes their name, commission number, and the date. They also sign the document and may write notes about what they saw — for example, "Signer appeared in person and provided valid driver's license." This creates a record that can be checked later if anyone questions whether the signature is real.
Which documents need a notary
Your state law determines which documents must be notarized. Real estate deeds, mortgages, and property transfers almost always require notarization in every state. Wills, powers of attorney, and affidavits (sworn statements) usually do as well, though the rules vary.
Some documents are notarized even though the law does not require it, because the person or organization receiving the document wants extra proof that the signature is genuine. For example, a bank might ask for a notarized copy of a birth certificate when you open an account, or a school might ask for a notarized permission slip for a field trip.
If you are not sure whether a document needs notarization, check the document itself — it will usually say "notary public" or "notarize" somewhere on the page. You can also ask the person or organization asking for the document.
Where to find a notary public
Banks often have notaries on staff, and many will notarize documents for customers at no charge. Call ahead to ask whether they offer the service and whether you need an appointment. Some banks limit notarization to their own documents, like loan papers.
Law offices employ notaries and will notarize documents for a fee, usually $5 to $15 per signature. UPS stores and similar shipping centers in many areas have notaries available during business hours. Some real estate offices and title companies also offer notarization.
Mobile notaries come to your home, office, or another location you choose. This is useful if you cannot travel or need notarization outside normal business hours. Mobile notaries typically charge a base fee plus a travel fee, which can add $25 to $75 to the cost depending on distance.
What notaries cannot do
A notary cannot read your document and tell you what it means. They cannot advise you on whether the terms are fair, whether you should sign, or what your legal rights are. If you need that kind of guidance, you must consult a lawyer.
Notaries cannot notarize a document you signed before you arrived. The signature must happen in front of them. They also cannot notarize a blank document or a document with blank spaces that you plan to fill in later — the document must be complete and ready to sign.
A notary cannot notarize their own signature or a document for a family member in most states, because it creates a conflict of interest. They also cannot notarize a document if they do not believe the person in front of them is who they claim to be, or if the person appears to be signing under pressure or without understanding what they are doing.
How much notarization costs
Notary fees are set by state law, not by individual notaries. Most states allow notaries to charge between $2 and $15 per signature. Some states set a flat fee; others allow notaries to charge per page or per transaction. Check your state's notary board website to learn the exact rules in your area.
Banks often notarize for free if you are a customer. Law offices, UPS stores, and independent notaries charge the state-allowed fee. Mobile notaries add a travel fee on top of the per-signature charge, which can range from $25 to $75 depending on how far they have to go and whether they travel at night or on weekends.
Some documents require multiple notarized signatures — for example, a deed might need the seller and buyer to sign, and a power of attorney might need the person creating it and a witness to sign. Each signature is a separate charge.
Notary commissions and how they work
A notary public is commissioned by the state, usually through the Secretary of State's office. The commission lasts a set number of years — typically four to ten years, depending on the state — and then must be renewed. A notary's commission number appears on their seal and in a public record, so anyone can verify that a notary was actually commissioned on the date they notarized a document.
Notaries must take an oath to perform their duties honestly and follow state law. Many states require notaries to pass a test and complete training before they are commissioned. Some states require notaries to carry errors and omissions insurance, which covers them if they make a mistake that harms someone.
If a notary breaks the rules — for example, by notarizing a document without watching the person sign, or by notarizing for a family member — their commission can be revoked and they can face fines or criminal charges. This is why notaries take their job seriously and follow the rules carefully.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they do not believe you are who you claim to be, if the document appears to be incomplete or fraudulent, or if they have a conflict of interest — for example, if they are related to you or have a financial stake in the document. A notary can also refuse if they do not understand what the document is or believe you are signing under duress.
What if I lost a document that was notarized years ago?
You can ask the notary who notarized it for a copy of their records. Notaries are required to keep a journal of every document they notarize, including the date, the signer's name, and a description of the document. If the notary is still in business and still has their records, they can provide a certified copy. If the notary has retired or moved, contact your state's Secretary of State office for help locating records.
Do I need a notary if I am signing a document electronically?
It depends on the document and your state. Some electronic documents can be notarized remotely using video conferencing, where a notary watches you sign on camera and verifies your identity. Other documents must be signed in person. Ask the person or organization requesting the document whether remote notarization is allowed.
Can a notary notarize a photocopy or a scanned document?
Usually not. Most notaries notarize only original documents. Some states allow notarization of certified copies — copies that have been officially certified as true copies of the original — but this is different from a regular photocopy. Ask the notary before you bring in a copy.
What happens if someone forges a notary's seal?
Forging a notary's seal is a crime. If you discover that a document has been notarized with a forged seal, you can report it to your state's Secretary of State office or to law enforcement. The person who forged the seal can face criminal charges, and any transaction based on the forged document may be invalid.