A notary is a person authorized by your state to witness signatures and verify that the person signing is who they claim to be
A notary public is not a lawyer, and they do not give legal information. They are an official witness. Their job is to watch you sign a document, check your government-issued ID to confirm your identity, and then sign and stamp the document themselves to prove they saw it happen. That stamp and signature are what make the document notarized.
When you notarize a document, you are not changing what it says or making it legal. You are creating a record that you signed it in front of someone official on a specific date. Banks, courts, government agencies, and title companies often require this because it makes fraud harder — someone cannot forge your signature as easily if a notary has already confirmed it was really you.
Notaries are commissioned by their state. Each state sets its own rules about who can become one, how long the commission lasts, and what notaries are allowed to do. A notary commissioned in one state cannot notarize documents in another state unless they are also commissioned there.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove you signed it in front of them on that date.
- Notarization does not make a document legal or binding — it only proves the signature is real.
- Banks, title companies, and courts often require notarized documents because the notary's seal makes the signature harder to forge.
- You can find notaries at banks, UPS stores, law offices, and online services, though online notaries work differently and are not available in every state.
- Notaries charge a fee, usually between $5 and $25 per signature, depending on where you go and what state you are in.
What a notary actually checks and verifies
A notary will ask you for a government-issued ID — a driver's license, passport, or state ID card. They compare the photo and name on the ID to you and to the document you are signing. They are checking that you are the person named in the document and that you are signing it willingly, not under pressure.
The notary does not read the document or understand what it says. They do not check whether the terms are fair, whether you should sign it, or whether it is a good idea. They only confirm identity and witness the signature. If you ask a notary for legal information, they will tell you to talk to a lawyer.
Some documents require what is called a notary acknowledgment — the notary writes a short statement on the document saying they watched you sign it and confirmed your ID. Other documents need an affidavit — you swear under oath that what the document says is true, and the notary witnesses that oath. The person who asked you to get the document notarized will tell you which type you need.
Where to find a notary and what it costs
Banks often notarize documents for free if you have an account with them. Call your bank and ask whether they offer notary services and whether you need an appointment. Many banks have at least one notary on staff during business hours.
UPS stores, FedEx Office locations, and other shipping centers usually have notaries available. You can walk in or call ahead to check hours and whether they are busy. The cost is typically $5 to $15 per signature.
Law offices, title companies, and real estate offices notarize documents as part of their work. If you are buying a house or working with a lawyer, ask whether they can notarize what you need. Some charge a small fee; others do it as part of the service.
Online notary services are growing, but they are not available in every state and not for every type of document. An online notary uses a video call to watch you sign, verify your ID using your camera, and then sends you a digitally notarized document. These services cost more — often $25 to $50 per signature — and some states do not recognize them yet. Check your state's notary laws before paying for an online service.
What documents usually need notarization
Real estate transactions almost always require notarized signatures. When you buy or sell a house, the deed, mortgage, and closing documents must be notarized. Your title company or closing attorney will arrange this.
Power of attorney documents — papers that let someone else make decisions for you — usually need notarization. So do some healthcare directives and living wills. Courts often require notarized affidavits when you are testifying in writing instead of in person.
Banks sometimes ask for notarized documents when you are opening an account, especially if you are doing it by mail or if you are signing on behalf of a business. Loan applications, particularly for large amounts, may require notarized signatures.
Adoption papers, name changes, and some immigration documents need notarization. If you are not sure whether something needs it, ask the person or organization requesting the document — they will tell you exactly what they need.
What happens after a notary stamps your document
Once a notary has signed and stamped your document, it is notarized. You can then send it to whoever asked for it — a bank, a court, a title company, or a government agency. The stamp and the notary's signature are proof that the document was signed in front of an official witness.
The notary keeps a record in their notary journal — a log of every document they notarized, who signed it, and when. If someone later questions whether the signature is real, the notary's journal can be checked. This record is why notarization makes fraud harder.
A notarized document does not expire, but the notary's commission does. If a notary's commission ends and they did not renew it, their old notarizations are still valid — the document was notarized when they were commissioned. However, a notary who is no longer commissioned cannot notarize new documents.
What a notary cannot do
A notary cannot notarize a document they signed themselves. If you are signing a document and you are also a notary, you need a different notary to witness it. This prevents conflicts of interest.
A notary cannot notarize a blank document or a document with blanks that will be filled in later. The document must be complete and ready to sign when the notary sees it.
A notary cannot notarize a signature that was already on the document. They must watch you sign it in front of them. If you signed something weeks ago and now need it notarized, you will have to sign it again in front of the notary.
A notary cannot notarize documents in a language they do not understand unless an interpreter is present. The notary must be able to communicate with you and understand what you are signing.
Notarization versus other types of document verification
Notarization is different from having a document certified. When you certify a copy, you are asking someone official to confirm that a photocopy matches the original. A notary can do this, but so can court clerks, school administrators, and other officials. Certification does not require your signature.
Notarization is also different from having a document apostilled. An apostille is a special certificate added to a document to make it valid in another country. Only certain officials can issue apostilles, and you usually get them from your state's secretary of state office. If you need a document to work in another country, ask that country's embassy or consulate whether you need an apostille or just a notarization.
A commissioned document is something a notary or other official certifies as accurate. This is different from notarization, which only proves the signature is real.
Frequently Asked Questions
Can I notarize a document for a family member?
No. A notary cannot notarize a document for someone they are related to or have a financial interest in. This prevents bias. You will need to find a different notary.
What if I cannot get to a notary in person?
Online notary services are available in many states, though not all. You will need a video call, a government ID, and a camera. Check whether your state recognizes online notarization and whether the organization requesting the document will accept it.
How long does notarization take?
Usually 5 to 10 minutes if you have your ID and the document is ready. Busy locations like UPS stores may have a wait. Banks often notarize faster if you are a customer. Call ahead if you are in a hurry.
Do I need a notary if the document says "notary not required"?
No. If the document says notarization is not required, you do not need one. However, if you are sending it to a bank or court, ask them first — they may have their own rules about what they will accept.
What if the notary refuses to notarize my document?
A notary can refuse if your ID does not match the document, if you cannot communicate clearly, if the document is blank, or if they have a conflict of interest. If this happens, ask why and try a different notary. If multiple notaries refuse, the document may have a legal problem — consider talking to a lawyer.