A notary is a person authorized by the state to witness signatures and verify that the person signing is who they say they are
A notary public is someone licensed by your state to watch you sign a document and confirm your identity. They do not read the document, give you legal information, or decide whether the deal is fair. Their job is narrow: they verify that you are the person whose name appears on the paper, that you signed it willingly, and that you understood what you were signing.
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 understand what they are signing." That official mark—called a notarization—tells banks, courts, and government offices that the signature is genuine. Many documents require notarization because the stakes are high: mortgages, powers of attorney, affidavits, and adoption papers all need a notary's seal.
Key Takeaways
- A notary watches you sign a document, checks your photo ID, and confirms you are signing of your own free will.
- Notarization does not mean the document is legal or correct—it only means the signature is genuine and witnessed.
- You can find notaries at banks, UPS stores, law offices, and some government offices; many charge $5 to $15 per signature.
- You must bring a photo ID and the unsigned document to the notary; they will not notarize a document you signed before arriving.
How a notary verifies your identity
The notary's first step is to check your photo identification. This must be a current, government-issued ID—a driver's license, passport, or state ID card. The notary compares the photo to your face and checks that the ID has not expired. If you do not have a photo ID, some notaries can use other documents like a utility bill or bank statement, but this is less common and you should call ahead.
The notary will ask you questions: Are you signing this of your own free will? Do you understand what you are signing? Have you read it? Your answers do not have to be yes to all of them—you can sign something you have not read—but the notary needs to hear that you are not being forced. The notary then watches you sign the document in front of them. You cannot sign it at home and bring it in; the signature must happen in the notary's presence.
What a notary stamp and signature mean
After you sign, the notary adds their own signature, the date, and an official stamp or seal. This mark tells anyone who sees the document later that a licensed person verified your identity on that specific date. It does not mean the document is legally binding, that the information in it is true, or that you made a good decision. It means only that you are who you said you were when you signed.
Different states have different notary seals, and some documents specify which state's notary must sign. A notary from California cannot notarize a document for use in New York unless that notary is also licensed in New York. If you are unsure which state's notary you need, ask the person or organization requesting the notarization.
Where to find a notary
Notaries work in many places. Banks often notarize documents for customers at no charge. UPS stores, FedEx Office locations, and some pharmacies have notaries on staff and charge a small fee per signature—usually $5 to $15. Law offices, title companies, and real estate offices notarize documents as part of their business. Some government offices, like county clerk's offices, have notaries available, sometimes free.
You can search online for "notary near me" or call ahead to confirm hours and fees. If you need a notary for a mortgage or real estate transaction, the lender or title company will often arrange one for you. For other documents, calling a few local options to compare cost and availability is worth the time.
What documents typically need notarization
Banks and government offices require notarization for documents where fraud would be costly or harmful. A power of attorney—a document giving someone else the right to make decisions for you—almost always needs notarization. Mortgage documents, deed transfers, and adoption papers require it. Affidavits (sworn statements) need notarization. Some states require notarization for living wills or healthcare directives.
Not every document needs a notary. A rental lease, employment contract, or personal loan between friends usually does not. If you are unsure whether a document needs notarization, the person or organization asking for it will tell you. If they do not mention it, you can ask directly.
What notaries cannot do
A notary is not a lawyer and cannot give legal information. They cannot tell you whether a contract is fair, whether you should sign it, or what your rights are. They cannot notarize a document they believe is fraudulent or if they suspect you are being coerced, but they cannot refuse based on the content of the document itself.
Notaries also cannot notarize a document they have a financial interest in. If a notary stands to gain money from the deal described in the document, they must decline. And notaries cannot notarize blank documents or documents that are already signed; the signature must happen in front of them.
Becoming a notary yourself
If you work in real estate, law, or banking, becoming a notary can be useful. Requirements vary by state. Most states require you to be at least 18, a resident of the state, and able to read and write English. You typically take a short course, pass a test, and pay a fee—usually $50 to $150. Your state's secretary of state office handles notary licensing and can tell you the exact steps for your state.
Once licensed, you can notarize documents for the public and charge a fee. You must keep a journal of every notarization you perform, listing the date, the document type, the signer's name, and their ID number. This record protects you if a document later turns out to be fraudulent.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you cannot prove your identity, if you appear to be under duress, if the document is already signed, or if the notary has a financial stake in the deal. A notary cannot refuse based on the content of the document alone—for example, they cannot refuse to notarize a contract they think is unfair.
Do I need a notary if I am signing a document electronically?
Some electronic documents can be notarized remotely using video conferencing, though this varies by state and by what the document is for. Ask the person requesting the notarization whether remote notarization is acceptable. If not, you will need to visit a notary in person.
What if I lose the notarized document?
The notary keeps a copy in their journal, but you cannot get a certified copy from them unless you are the signer or have legal authority. You will need to contact the organization that created the document—the bank, court, or government office—and ask for a replacement.
Can a family member notarize my document?
No. A notary cannot notarize a document for a spouse, parent, child, or sibling in most states. Some states allow it only if the notary has no financial interest in the document. Check your state's rules before asking a family member who is a notary.
How long does a notarization last?
A notarization itself does not expire, but the document might. For example, a power of attorney can be revoked at any time, and some organizations will not accept a notarized document older than a certain age. Ask the person requesting the document how old it can be.