Notary service is a formal witness function that verifies your identity and confirms you signed a document willingly
A notary public is a person appointed by your state to watch you sign a document and confirm that you are who you say you are. The notary does not read the document, give legal information, or decide whether the document is fair or correct. Their job is only to verify your identity, confirm you signed it yourself (not under pressure), and stamp it with an official seal. That stamp — called a notarization — tells whoever receives the document later that a neutral third party witnessed the signing.
Notarizations are required by law for certain documents, and they are optional but often requested for others. Banks, courts, government agencies, and title companies ask for notarizations because they reduce fraud. A notarized document carries more weight than an unsigned one because someone with legal authority has confirmed the signer's identity.
Key Takeaways
- A notary verifies your identity and watches you sign, then stamps the document with an official seal to confirm the signing happened.
- Some documents must be notarized by law — deeds, powers of attorney, and affidavits are common examples — while others are notarized only when a bank or agency requests it.
- You must appear in person with a valid photo ID; the notary will not notarize a document you sign beforehand or mail in.
- Notary fees are set by your state and usually range from a few dollars to around fifteen dollars per signature, though some notaries charge more for travel or unusual requests.
- You can find a notary at banks, law offices, shipping stores, and online notary services, though online notaries work only for documents that do not require a physical original.
Documents that must be notarized by law
Certain documents cannot be recorded or enforced without a notarization. Deeds — documents that transfer real estate — must be notarized in all fifty states before they can be recorded at the county recorder's office. Powers of attorney, which give someone else the right to act on your behalf, must be notarized in most states. Affidavits, which are sworn statements used in court, require notarization. Wills do not always require notarization, but some states allow a notarized will to skip probate, so many people choose to notarize them anyway.
Loan documents, mortgage refinances, and title transfers for vehicles often require notarization, though the lender or title agency will tell you which pages need it. If you are unsure whether a document must be notarized, ask the person or organization requesting it — they will know the legal requirement in your state.
Documents notaries often notarize even when not required by law
Banks frequently ask for notarized copies of documents you already own — birth certificates, diplomas, or identification cards — to confirm the copy matches the original. Insurance companies may request notarized statements about a claim. Employers sometimes ask for notarized background information. Immigration applications often include notarized affidavits. In these cases, notarization is not legally required, but the organization requesting it wants the extra assurance that a neutral party has verified the information.
If you are sending a document to someone who will not see you in person, a notarization can reduce their doubt that you actually signed it. This is especially common in real estate transactions, loan closings, and legal settlements where the parties do not meet face to face.
What happens during a notarization
You bring the unsigned document and a valid photo ID — a driver's license, passport, or state ID card — to the notary. The notary checks your ID to confirm your identity matches the name on the document. You then sign the document in front of the notary. The notary watches you sign and confirms you are doing it willingly, not under pressure or duress. The notary then signs and stamps the document with their official seal, which includes their name, commission number, and the date.
The entire process usually takes five to ten minutes. You must be present in person; the notary cannot notarize a document you have already signed or one you mail in. Some states allow notaries to notarize documents remotely using video, but only for certain document types, and the original signed document must still reach the notary or the receiving party eventually.
Where to find a notary
Banks often notarize documents for customers at no charge, especially if the document relates to an account or loan. Credit unions typically offer the same service. Law offices have notaries on staff and charge a fee. Shipping stores like UPS and FedEx have notaries available for a fee. Some real estate offices and title companies notarize documents. County clerk offices sometimes notarize documents, though policies vary by county.
Online notary services allow you to notarize certain documents through video call, which is useful if you cannot reach a notary in person. However, online notaries work only for documents that do not require a physical original to be presented — they cannot notarize a deed or a title document that must be recorded in its original form. Search "notary near me" or call your bank to find the nearest option.
Notary fees and what affects the cost
Each state sets a maximum fee a notary can charge per signature. Most states allow notaries to charge between two and fifteen dollars per signature. Some notaries charge less; some charge the state maximum. If a document has multiple pages that each need a signature, you may pay per signature rather than per document. Travel fees explore if the notary comes to you — expect to pay an additional ten to fifty dollars depending on distance and the notary's policy.
Certified copies — notarized photocopies of documents you own — may cost more than a straightforward notarization. Loan closings and real estate transactions sometimes involve multiple notarizations and may cost more overall. Always ask the notary's fee before the appointment so you know what to expect.
What a notary cannot do
A notary cannot give legal information or tell you whether a document is correct or fair. They cannot notarize a document you have already signed — you must sign it in front of them. They cannot notarize a document if you cannot produce a valid photo ID. They cannot notarize a document if they believe you are signing under pressure or if you do not appear to understand what you are signing. They cannot notarize a blank document or one with blank spaces you plan to fill in later.
If you need help understanding what a document says or whether it protects your interests, you need a lawyer, not a notary. A notary's role is only to confirm the signing happened and to verify your identity.
Frequently Asked Questions
Can I notarize a document I already signed?
No. You must sign the document in front of the notary. If you have already signed it, the notary cannot notarize it. You will need to obtain an unsigned copy and sign it during the notarization appointment.
What if I do not have a photo ID?
Most notaries will not notarize without a valid photo ID. If you do not have a driver's license or passport, you may be able to use a state ID card or, in some cases, a passport card. Call the notary beforehand to ask what forms of ID they accept.
Can a notary notarize a document for a family member?
Rules vary by state. Some states prohibit notaries from notarizing for close relatives; others allow it. Ask the notary or check your state's notary rules before the appointment. If the notary cannot do it, you will need to find a different notary.
How long does a notarization last?
A notarization does not expire. Once a document is notarized, it remains notarized. However, the organization receiving the document may have its own time limits — for example, a bank may require a notarized document to be no more than six months old, but that is the bank's policy, not the notary's.
Can I notarize a document online?
Some notaries offer remote notarization through video call, but only for documents that do not require a physical original. Deeds, titles, and other documents that must be recorded in original form cannot be notarized online. Check with the organization requesting the notarization to see whether remote notarization is acceptable.