What a public notary does
A public notary is a person appointed by your state to witness the signing of documents and verify that the person signing is who they claim to be. The notary does not read the document, judge its contents, or give legal information. Their job is to confirm identity, watch the signature happen, and stamp the document with an official seal that proves a notary was present.
When a notary stamps a document, they are saying: "I saw this person sign this, I checked their ID, and they told me they understood what they were signing." That stamp carries legal weight because notaries are bonded and registered with the state. If a notary lies or acts dishonestly, they can lose their license and face penalties.
Notaries work in banks, law offices, shipping stores, and as independent contractors. Some charge a flat fee per signature (usually $5 to $15), while others charge by the page or document. A few notaries work for free if you are a customer of their employer, like a bank.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it with an official seal to prove the signature is genuine.
- Notaries do not read documents, give legal information, or decide whether a document is valid—they only verify identity and witness the act of signing.
- You can find notaries at banks, law offices, UPS stores, and through independent notary services in your area.
- Most documents that need notarization are legal or financial in nature, such as power of attorney forms, affidavits, and property deeds.
- Fees vary by location and notary but typically range from $5 to $15 per signature.
When documents need a notary
Not every document requires notarization. Banks, courts, and government agencies specify which documents must be notarized before they will accept them. Common examples include power of attorney forms, affidavits (sworn statements), property deeds, loan documents, and adoption papers.
If you are unsure whether a document needs notarization, check the document itself—it usually says "notarize before a public notary" or "to be notarized." If the document does not say, contact the person or organization asking for it. They will tell you whether notarization is required or optional.
Some documents, like wills, may not legally require notarization in your state but are stronger in court if notarized. Others, like real estate deeds, almost always require it. The rules vary by state and by the type of document.
How to find a notary near you
Banks often have notaries on staff for customers. Call your bank and ask whether they offer notary services and whether there is a fee. Many banks notarize documents for free if you have an account.
UPS stores, FedEx locations, and other shipping centers employ notaries. You can search online for "notary near me" or visit the UPS or FedEx website to find a location and call ahead to confirm a notary is available and to ask about fees.
Law offices and title companies also provide notary services, usually for a fee. If you are working with a lawyer on a document, ask whether they can notarize it as part of your service. Independent notaries advertise online and through local directories—search your city name plus "notary public" to find options.
Some notaries come to you. Mobile notaries will travel to your home or office for a higher fee, usually $25 to $50 or more depending on distance. This option is useful if you are housebound or need notarization outside normal business hours.
What to bring to a notary appointment
Bring a government-issued photo ID—a driver's license, passport, or state ID card. The notary must see this to confirm your identity. Bring the document that needs notarizing, unsigned. You will sign it in front of the notary, not before.
If the document is long or complex, bring a copy for yourself to review beforehand so you know what you are signing. The notary will not explain the document to you, so if you have questions about its meaning or legal effect, ask a lawyer before you go.
Bring payment if the notary charges a fee. Most accept cash, but call ahead to confirm what payment methods they take.
What happens during notarization
You arrive with your unsigned document and ID. The notary checks your ID to confirm you are the person named in the document. They may ask you questions like "Do you understand what you are signing?" or "Are you signing this of your own free will?"—these are standard questions, not a judgment of the document.
You sign the document in front of the notary. The notary then signs and stamps the document with their official seal and records the event in a notary journal (a log they keep for their records). The stamp includes the notary's name, commission number, and the date.
The whole process usually takes 5 to 10 minutes. You leave with your notarized document. Some notaries make a copy for their records; ask whether they do.
Remote notarization and online options
Some states allow remote notarization, where you sign a document over a video call with a notary instead of in person. The notary watches you sign on screen, verifies your ID through the video, and sends you a digitally notarized copy. This option is faster and more convenient if you cannot travel to a notary's location.
Not all states permit remote notarization, and not all documents can be notarized remotely—some legal documents still require an in-person signature. Check your state's notary laws or ask a notary whether your document can be notarized remotely.
Online notary services connect you with a notary via video. You pay a fee (often $25 to $50), upload your document and ID, and complete the notarization on a scheduled call. These services are useful for people in rural areas or those with limited access to local notaries.
Notary laws vary by state
Each state sets its own rules for notaries—who can become one, what they can charge, what documents they can notarize, and how long their commission lasts. Some states require notaries to take a test and post a bond; others have lighter requirements.
If you are notarizing a document for use in another state, confirm that your state's notarization will be accepted there. Most states honor notarizations from other states, but a few have specific rules. Your notary or the organization requesting the document can tell you whether there are any state-specific issues.
If you are moving or the document will be used internationally, ask whether the document needs an apostille—a special certificate that confirms a notary's seal is genuine. An apostille is issued by your state's secretary of state office and costs $10 to $30.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they suspect fraud, if you cannot prove your identity, if you seem confused about what you are signing, or if the document appears to be illegal. Notaries are trained to spot red flags and protect themselves and the public from misuse of their seal.
Do I need a lawyer if I need a notary?
Not necessarily. A notary only verifies your identity and witnesses your signature—they do not check whether the document is correct or legally sound. If you have questions about what a document means or whether it protects your interests, a lawyer can help, but notarization itself does not require legal information.
What if I sign a document and then realize I made a mistake?
You cannot undo a notarization. If you signed the wrong version or made an error, you will need to get a corrected document and have it notarized again. This is why it is important to review a document carefully before you sign it in front of the notary.
How long is a notary seal valid?
A notarized document does not expire, but a notary's commission does. If a notary's commission ends and they are no longer registered, their seal may no longer be considered valid for new documents. However, documents notarized while the notary was commissioned remain valid indefinitely.
Can I notarize a document for a family member?
Most states prohibit notaries from notarizing documents for close relatives—spouses, parents, children, and sometimes siblings. This rule prevents conflicts of interest. If you need a family member's document notarized, find a different notary.