A notary public is a person licensed by your state to witness signatures and verify identities on important documents
A notary public is not a lawyer, accountant, or government official. They are a private citizen trained and licensed by their state to perform a narrow set of tasks: watch you sign a document, confirm you are who you say you are, and stamp the paper to prove they saw it happen. That stamp — called a notarization — tells banks, courts, and other organisations that the signature is real and the person who signed it was willing and aware.
The notary does not read the document, check whether it is fair, or make sure you understand what you are signing. They only verify that you showed up in person, proved your identity, and signed the paper yourself. Many documents do not need notarization, but some do: real estate deeds, powers of attorney, affidavits, and certain loan papers often require it. If a document says "notarize this" or "have this notarized," you need to find a notary before you can file or use it.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps the paper to prove the signature is genuine and voluntary.
- Notaries are licensed by individual states, so rules about what they can notarize and how much they charge vary by location.
- You must appear in person with a government-issued ID; notaries cannot notarize documents you sign remotely or mail in.
- Many banks, law offices, and UPS stores employ notaries and offer the service for a small fee, usually between five and fifteen dollars per signature.
- A notarization does not make a document legal or binding — it only proves the signature is real.
Where to find a notary public
Notaries work in many places. Banks often have at least one notary on staff, and many will notarize documents for customers at no charge. Law offices, title companies, and real estate agencies employ notaries because they handle documents that need notarization regularly. UPS stores, FedEx Office locations, and some pharmacy chains (like Staples and CVS) offer notary services to the public for a fee.
If you do not see a notary listed at a business you plan to visit, call ahead. Some notaries work by appointment only, and hours vary. You can also search your state's notary directory online — most states maintain a list of licensed notaries by county. Some notaries work independently and advertise through local business directories or online platforms.
What you need to bring
You must bring a current, government-issued photo ID. A driver's license, passport, or state ID card will work. The notary will check that the name on your ID matches the name on the document you are signing, and that the ID has not expired.
Bring the actual document you need notarized. Do not sign it before you arrive — the notary must watch you sign it. If you have already signed the document, most notaries will not notarize it. Bring a pen; the notary may have one, but it is safer to bring your own.
What the notary will do
When you arrive, the notary will ask you to state your name and confirm you are signing the document of your own free will. They will examine your ID to verify it matches the document. They will then watch you sign the paper in front of them. Some notaries may ask you a few questions to confirm you understand what you are signing, though they are not required to do so.
After you sign, the notary will add their own signature, stamp, and seal to the document. The stamp includes the notary's name, the state where they are licensed, and the date. This mark proves a licensed notary witnessed the signature. The notary will also record the transaction in a journal they keep — this is a legal requirement in most states.
Cost and how long it takes
Notary fees vary by state and by notary. Many banks charge nothing for customers. Independent notaries and retail locations typically charge between five and fifteen dollars per signature. Some charge a flat fee per document rather than per signature, so if a document has multiple pages that need notarizing, ask whether the fee covers all of them or each one separately.
The notarization itself takes only a few minutes — usually five to ten. If the notary is busy, you may wait longer. Some notaries require an appointment; others take walk-ins. Calling ahead saves time and ensures the notary is available when you arrive.
What notarization does and does not do
A notarization proves three things: the person who signed the document was present, they showed a valid ID, and they signed it willingly. It does not prove the document is legal, fair, or correct. It does not mean a lawyer reviewed it or that a court has approved it. It only means the signature is genuine.
Some people think notarization makes a document official or legally binding. It does not. A notarized document still has to meet all the legal requirements of whatever type of document it is. A notarized contract is still a contract; a notarized deed is still a deed. The notarization just adds a layer of proof that the signature is real, which many organisations require before they will accept the document.
Notary rules vary by state
Each state sets its own rules for notaries. Some states allow notaries to notarize documents remotely using video; others do not. Some states let notaries notarize documents for family members; others forbid it. Some states charge notaries a small annual fee to renew their license; others charge more. Fees for notarization also differ — a few states set a maximum fee, while others let notaries charge whatever they want.
If you are notarizing a document that will be used in another state or country, check whether that state or country has special rules. Some documents, like real estate deeds, may need to be notarized in a specific way or by a notary in a specific location. A notary in your state can tell you whether your document meets the rules of the place where it will be filed.
When you cannot use a notary you know
A notary cannot notarize a document they have a personal interest in. If you are the notary's spouse, parent, child, or business partner, they should not notarize your signature. Many states forbid it outright; others say the notary can do it only if they disclose the relationship. The rule exists to prevent fraud — a notary who benefits from a document has a reason to lie about whether the signature is real.
Similarly, a notary cannot notarize a blank document or a document you have already signed. They must watch you sign it in front of them. If you need a document notarized and you have already signed it, you will have to sign it again in front of the notary.
Frequently Asked Questions
Do I need a notary for every legal document?
No. Many legal documents do not require notarization. Wills, for example, do not need a notary in most states — they need witnesses instead. Powers of attorney, real estate deeds, and loan documents often do require notarization. Check the document itself or ask the organisation that asked you to sign it whether notarization is required.
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they believe the signer is not who they claim to be, if the signer appears to be under pressure, or if the document is blank or has been altered. A notary can also refuse if notarizing the document would violate state law or if they have a conflict of interest.
What if I lose a notarized document?
You can ask the notary for a copy from their journal. Most states require notaries to keep a record of every notarization they perform for several years. The notary can provide a certified copy of the entry, which may be accepted in place of the original in some situations. Contact the notary who performed the notarization and ask whether they can provide a copy.
Is a notarized document the same as a certified copy?
No. A notarized document is one a notary has witnessed and stamped. A certified copy is a copy of an official record — like a birth certificate or court filing — that a government office has certified as a true copy of the original. Some documents need to be both notarized and certified, depending on where they will be used.
Can I notarize a document for someone else if I am a notary?
Only if your state allows it and you have no conflict of interest. You cannot notarize a document you have signed or will benefit from. You also cannot notarize for a close family member in most states. Check your state's notary rules to see what relationships disqualify you.