A notary's job is to verify that you are who you say you are and that you signed a document on purpose

A notary public is a person authorized by your state to witness signatures and confirm identity. They do not read contracts, give legal information, or decide whether a document is fair. They perform one specific task: they watch you sign something, check your ID, and then stamp and sign the document themselves to prove they saw it happen.

The stamp and signature matter because they create an official record. If someone later claims you did not sign a document, or that you were forced to sign it, or that the signature is forged, the notary's seal is evidence that you were there and signed it willingly. Banks, courts, government agencies, and title companies accept notarized documents because they trust the notary's verification more than they trust an unsigned piece of paper.

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 about a contract or deed, you need a lawyer, not a notary. A notary's only job is to witness and verify.

Key Takeaways

  • A notary watches you sign a document, checks your government-issued ID, and stamps the paper to prove the signature is genuine.
  • Notarized documents are required for deeds, powers of attorney, affidavits, and many financial transactions because the notary's seal proves you signed willingly.
  • Notaries cannot give legal information, interpret contracts, or tell you whether to sign something—they only verify identity and witness signatures.
  • You can find notaries at banks, law offices, UPS stores, and online through your state's notary directory.
  • Notary fees vary by state and document type, usually ranging from a few dollars to around twenty dollars per signature.

When documents need a notary's stamp

Certain documents carry legal weight only if a notary has witnessed the signature. A deed transferring property ownership must be notarized in every state. A power of attorney—a document giving someone else the right to make decisions for you—almost always requires notarization. Affidavits, which are sworn statements used in court, need a notary's seal. Loan documents, mortgage papers, and some financial account changes also require notarization.

Other documents are notarized for safety even though the law does not strictly require it. A parent might have a notarized letter stating they give permission for a child to travel with another adult. A business might notarize a contract to create a stronger record if a dispute arises later. The notary's seal does not make the document more legally binding in these cases, but it does make it harder to deny that the signature is real.

Some documents never need notarization. A will does not require a notary in most states (though some states allow it as an extra step). A straightforward letter or email does not need one. A rental agreement does not need one unless your state or landlord specifically requires it. If you are unsure whether a document needs notarization, ask the person or organization requesting it—they will tell you.

What happens during a notarization

The process is straightforward and takes five to ten minutes. You bring the unsigned document and a government-issued photo ID—a driver's license, passport, or state ID card. The notary checks your ID to confirm you are who you claim to be. They watch you sign the document in front of them. They do not let you sign it beforehand and then bring it in; the signature must happen while they are watching.

After you sign, the notary signs and stamps the document. The stamp includes their notary number, the state they are commissioned in, and the date. Some notaries also write a short statement at the bottom of the page saying they witnessed the signature. This record is what makes the document official.

The notary may keep a copy or record of what they notarized, depending on state law. This protects both you and the notary—if someone later claims the signature is forged, the notary's records can prove it happened. You keep the original notarized document.

Where to find a notary

Banks often have notaries on staff, and many will notarize documents for customers at no charge. Call your bank's main branch and ask if they offer notary services; some branches do and some do not. Law offices always have notaries, though they may charge a fee. UPS stores, FedEx Office locations, and some pharmacy chains offer notary services for a small fee, usually between five and twenty dollars.

Online notarization is now legal in most states. Companies like Notarize and LegitScan let you upload a document, verify your identity through video, and receive a notarized copy by email. This works well for documents that do not require a physical original—many banks and government agencies now accept electronically notarized papers. If your document must be on the original paper (some deeds and legal filings still require this), you will need an in-person notary.

Your state's secretary of state office maintains a directory of commissioned notaries in your area. Search online for "[your state] notary directory" or "[your state] notary search" to find names, phone numbers, and addresses. Many notaries work from home or small offices and charge less than retail locations.

What notaries cannot do

A notary cannot tell you whether a contract is fair, whether you should sign it, or what your legal rights are. If you sign a bad deal in front of a notary, the notary's stamp does not protect you—it only proves you signed it. If you need someone to explain a legal document or protect your interests, you need a lawyer, not a notary.

Notaries cannot notarize a signature that is not made in front of them. They cannot notarize a document you signed last week. They cannot notarize a blank document and let you fill it in later. They cannot notarize a document if you cannot produce a valid ID. These rules exist to prevent fraud—the whole point of notarization is that someone trustworthy watched you sign.

A notary cannot refuse to notarize a document just because they disagree with it. If you have a valid ID and you sign in front of them, they must notarize it (with rare exceptions for documents that are obviously fraudulent or illegal). Their personal opinion does not matter.

Notary fees and what they cover

Fees vary widely by state and location. Some states set a maximum fee by law—California caps notary fees at fifteen dollars per signature, while other states allow notaries to charge what they want. Banks often notarize for free if you have an account. Online notaries typically charge between twenty-five and fifty dollars per document. In-person notaries at retail locations usually charge five to twenty dollars.

The fee covers the notary's time and the official seal. If you need multiple signatures notarized on the same document, you may pay per signature rather than per document. If you need the notary to travel to you, expect to pay a travel fee on top of the notarization fee. Ask about the total cost before you schedule an appointment.

Some notaries offer rush service or same-day notarization for an extra fee. If you need a document notarized urgently, call ahead to confirm they can fit you in and ask what the rush fee is.

How notarization differs from other verification methods

A certified copy is different from a notarized document. A certified copy is made by a government office (like a court clerk or vital records office) and includes their official seal. You cannot make a certified copy yourself; you must request it from the office that holds the original. A notarized document is one you bring to a notary to have witnessed and sealed.

An apostille is a special notarization used for documents that will be used in another country. It is a certificate attached to a notarized document that confirms the notary's authority. If you need a document notarized for use abroad, ask the notary whether an apostille is required.

A witnessed signature is not the same as a notarized one. A witness is just someone who watches you sign and then signs their own name as proof they saw it. A notary is an official witness authorized by the state, and their seal carries legal weight. Courts and government agencies accept notarized signatures; they usually do not accept signatures witnessed by a friend or family member.

Frequently Asked Questions

Can a notary notarize a document I signed before I came to see them?

No. The notary must watch you sign the document in front of them. If you signed it earlier, they cannot notarize it. You will need to get an unsigned copy and sign it during the notarization appointment.

What if I do not have a driver's license or passport?

You can use other government-issued photo IDs, such as a state ID card, military ID, or passport card. The ID must be current and show your photo and signature. If you do not have any of these, ask the notary what other forms of ID they will accept—rules vary by state.

Can I notarize a document for a family member?

Most states allow it, but some have rules against notarizing for close relatives. Check your state's notary laws. Even if it is legal, many notaries decline to notarize for family members to avoid conflicts of interest. Call ahead and ask.

How long does a notarized document stay valid?

A notarized document does not expire. The notary's seal proves the signature was real on the day it was notarized. However, some organizations have their own rules—a bank might require a notarized power of attorney to be less than six months old, for example. Check with the organization that will receive the document.

Can I notarize a document online if I live in a state that allows it?

Yes, if the document does not require a physical original. Online notaries use video to verify your identity and watch you sign electronically. Many banks and government agencies now accept electronically notarized documents. However, some legal filings and property deeds still require a notarized original on paper, so confirm with the recipient first.