A notary is a person authorized by your state to witness signatures and verify identities on important documents
A notary public is someone your state has licensed to watch you sign a document and confirm that you are who you say you are. They do not read the document, give information about it, or decide whether it is a good idea. They straightforward verify that the person signing is real, willing, and signing of their own choice — then they stamp it with an official seal and sign their name.
The notary's job exists because many documents — mortgages, powers of attorney, affidavits, some contracts — carry legal weight only if someone neutral watched the signing happen. Without that witness, a document can be challenged later as forged or signed under pressure. The notary's seal and signature tell whoever reads the document later that a trained person checked the signer's ID and saw them put pen to paper.
Notaries are not lawyers. They cannot explain what a document means, tell you whether to sign it, or change the words. If you need legal information about a document, you need a lawyer, not a notary.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it with an official seal to prove the signature is real.
- Notaries work in banks, law offices, UPS stores, and as independent contractors — you can find one through a local search or by calling ahead.
- You must bring a government-issued photo ID, and the notary will ask you to sign in front of them; they cannot notarize a document you signed before arriving.
- Notary fees are set by state law and usually cost between $5 and $25 per signature, depending on where you live.
- A notary cannot give legal information or explain what a document means — they only verify your identity and witness your signature.
Where to find a notary in your area
Notaries work in many places. Banks often have them on staff for customers, though some charge a fee even for account holders. Law offices, title companies, and real estate agencies have notaries because they handle documents constantly. UPS stores, FedEx Office locations, and some Staples branches offer notary services to the public for a fee.
If you do not see a notary listed at these places, search online for "notary public near me" or call your county clerk's office — they keep a list of notaries in your area and can give you names and phone numbers. Many notaries work independently and advertise online or through local business directories. Always call ahead to confirm they are available and to ask about their fee.
What to bring and what happens during the notarization
Bring a government-issued photo ID — a driver's license, passport, or state ID card. The notary will check it to confirm you are the person whose name is on the document. Bring the unsigned document itself. The notary must watch you sign it; they cannot notarize a document you signed before you arrived.
The notary will ask you to state your name and confirm that you are signing the document willingly and understand what you are doing. They will watch you sign, then they will sign and stamp the document with their official seal. Some notaries will ask you to initial certain pages or sign in a specific place. The whole process usually takes five to ten minutes.
If you are signing on behalf of a business or organization, bring documentation that shows you have the authority to do so — a power of attorney, corporate resolution, or letter from the organization. Some notaries will ask questions about the document or your relationship to it; answer honestly. If the notary refuses to notarize the document, they are required to do so — they have the right to decline if something seems wrong or if they suspect fraud.
How much notaries cost
Notary fees are set by state law, not by individual notaries. Most states allow notaries to charge between $5 and $25 per signature. Some states set a flat fee; others allow notaries to charge per page or per signature. A few states cap the fee at a lower amount. Call ahead or check the notary's website to learn the fee before you arrive.
Banks sometimes notarize documents for free if you are a customer, though this varies by bank and by document type. Law offices and title companies may notarize documents as part of their service if you are a client. Independent notaries and retail locations almost always charge a fee.
What notaries can and cannot do
Notaries can witness your signature, verify your identity, and confirm that you signed willingly. They can notarize most common documents — powers of attorney, affidavits, loan documents, real estate papers, and many others. Some documents have special rules; for example, wills are notarized in some states but not others, and some states require a notary to be present when you sign certain legal papers.
Notaries cannot give legal information, explain what a document means, or tell you whether you should sign it. They cannot change the words in a document, fill in blanks, or advise you on the consequences of signing. They cannot notarize a document if they have a financial interest in it — for example, a notary cannot notarize a check made out to themselves. They also cannot notarize a document for someone they are related to or have a close personal relationship with, depending on state law.
If you need help understanding a document or deciding whether to sign it, talk to a lawyer. If you need a signature witnessed and verified, a notary is the right person.
Remote notarization and online options
Some states allow remote notarization, which means you can have a document notarized over a video call instead of in person. The notary watches you on camera, verifies your ID, and watches you sign. Remote notarization is faster and more convenient if you cannot travel to a notary's office, but not all states allow it yet, and not all documents can be notarized remotely.
If you are interested in remote notarization, search for "remote notary" or "online notary" in your state. You will need a computer or phone with a camera and a government-issued photo ID. The process is similar to in-person notarization — the notary will ask you to confirm your identity and watch you sign — but it happens on a video call. Fees for remote notarization are often similar to in-person fees, though some notaries charge more for the convenience.
Common mistakes to avoid
Do not sign a document before you meet the notary. The notary must watch you sign; a signature that is already on the page cannot be notarized. Bring your ID — without it, the notary cannot verify your identity and cannot proceed. Do not assume the notary will explain the document to you; if you do not understand what you are signing, ask a lawyer before you go to the notary.
Do not ask a notary to notarize a document for someone else or to sign on someone else's behalf. The person whose name is on the document must be present and must sign in front of the notary. If you are signing on behalf of a business or organization, bring proof of your authority to do so. Finally, do not assume a notary can notarize any document — some documents have special rules or cannot be notarized at all. If you are unsure, call the notary ahead of time and describe the document.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they suspect fraud, if the signer seems confused or under pressure, if the document is illegal, or if they have a conflict of interest. Notaries are trained to spot red flags and are required by law to decline if something seems wrong. If a notary refuses, ask why — they should explain their concern.
Do I need a notary for a will?
It depends on your state. Some states require a will to be notarized; others do not. Some states allow a will to be notarized but do not require it. Check your state's rules or ask a lawyer. If your state does not require notarization, a will is usually valid without it, but notarizing it can make it harder to challenge later.
How long does a notarized document last?
A notarized document does not expire. The notary's seal and signature prove that the document was signed on a specific date in front of a notary, and that proof does not go away. However, the document itself may have a important date — for example, a power of attorney might end when the person who signed it dies, or a loan document might have a maturity date. The notarization itself is permanent.
Can I notarize a document for a family member?
Most states do not allow a notary to notarize a document for a spouse, parent, child, or sibling. Some states allow it if the notary discloses the relationship. Check your state's rules or ask a notary. If you cannot find a notary who is not related to you, your county clerk can direct you to one.
What if I need a document notarized but the notary is not available?
Call other notaries in your area — banks, law offices, UPS stores, and independent notaries often have different hours. If you need notarization outside normal business hours, search for "24-hour notary" in your area; some cities have notaries available evenings and weekends. Remote notarization is another option if your state allows it and the document qualifies.