A notary public 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 legal information, or decide whether it is a good idea for you to sign. Their job is only to witness the signature and stamp it with an official seal that proves a notary was there when it happened.
Notaries are appointed by the Secretary of State in each state, usually for a term of four to ten years. They charge a small fee—typically $2 to $15 per signature—and keep a record of every document they notarize. That record is what makes a notarized signature different from a regular one: it creates a paper trail that shows the document was signed in front of a neutral third party on a specific date.
Key Takeaways
- A notary watches you sign a document and confirms your identity using a government-issued ID, then stamps the document with their official seal.
- Notarization does not mean a document is legal or correct—it only means a notary witnessed the signature and verified who signed it.
- Banks, law offices, UPS stores, and some libraries offer notary services, and many will notarize documents for customers or the public for a small fee.
- You must appear in person with a valid ID; the notary cannot notarize a signature they did not watch you make.
- Some documents—like wills, powers of attorney, and real estate deeds—often require notarization because the stakes are high and the signature needs to be proven genuine.
What a notary actually checks
When you bring a document to a notary, they will ask to see a government-issued ID—a driver's license, passport, or state ID card. They compare the photo and signature on your ID to your face and your signature on the document. They are checking that you are the person whose name is on the paper and that you are signing it willingly, not under pressure.
The notary does not read the document or care what it says. They do not check whether the terms are fair, whether you understand what you are signing, or whether the document is even legal. If you ask them a legal question, they will tell you they cannot answer it. Their only job is to verify identity and witness the act of signing.
After you sign in front of them, the notary stamps the document with their official seal, which includes their name, commission number, and the date. They also write down the transaction in a journal they keep—a record that can be checked later if someone questions whether the signature is real.
Where to find a notary public
Banks often offer notary services to customers for free or a small fee. Call your bank's main branch and ask whether they have a notary on staff and whether you need an appointment. Many banks will notarize documents during regular business hours.
UPS stores, FedEx Office locations, and some shipping centers employ notaries. You can search their websites to find a location near you and sometimes book an appointment online. These services usually charge $5 to $15 per signature.
Law offices, title companies, and real estate offices almost always have notaries available. If you are having a lawyer help with a document, ask whether they can notarize it as part of your service. Some public libraries also offer notary services, though availability varies widely by location—call ahead to check.
If you cannot find a notary nearby, some states allow remote notarization through video call. The notary watches you on camera, verifies your ID, and you sign the document while they watch. Not all documents can be notarized remotely, and not all states allow it, so check your state's rules first.
Documents that commonly need notarization
Real estate deeds, mortgages, and property transfers almost always require notarization because large sums of money are involved and the signature must be proven genuine. Powers of attorney—documents that let someone else make decisions for you—typically need notarization so there is a record that you signed it while you were of sound mind.
Wills and trusts often require notarization, though the rules vary by state. Some states require a will to be notarized; others do not. Check your state's rules or ask an attorney.
Affidavits—sworn statements you sign under penalty of perjury—must be notarized. Adoption papers, name change documents, and some financial documents also commonly require it. When you receive a document that needs to be notarized, it will usually say so on the form itself, often in a box at the bottom labeled "Notary Public" or "Notarization."
What notarization does not do
Notarization does not make a document legal. A notarized document is not automatically enforceable in court, and a notary's seal does not mean the document is correct or that you understood what you were signing. It only means a notary watched you sign it and checked your ID.
Notarization also does not replace a lawyer. If you are unsure whether a document is fair or whether you should sign it, a notary cannot advise you. You would need to talk to an attorney. A notary is a witness, not a legal informed.
What you need to bring
Bring a valid, government-issued photo ID—a driver's license, passport, state ID card, or military ID. The notary will not notarize your signature without seeing your ID and confirming it matches your face.
Bring the document you need notarized. It should be unsigned; the notary needs to watch you sign it. If the document is already signed, most notaries will not notarize it because they did not witness the signature.
Bring payment if the notary charges a fee. Most charge $2 to $15 per signature, though some banks do it free for customers. Ask when you call or arrive.
Common mistakes to avoid
Do not sign the document before you arrive at the notary's office. The notary must watch you sign it. If you sign it ahead of time, they cannot notarize it because they did not witness the signature.
Do not bring an expired ID. Notaries will not accept an expired driver's license or passport, even if it looks like you. The ID must be current.
Do not assume notarization means the document is legal or binding. It does not. Notarization only proves the signature is real. If you have questions about whether the document is fair or whether you should sign it, ask a lawyer before you go to the notary.
Do not try to have someone else sign for you. The person whose name is on the document must appear in person and sign it in front of the notary. No exceptions.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they believe you are signing under pressure, if your ID does not match your face, if the document appears to be fraudulent, or if they have a conflict of interest. They can also refuse documents they believe are illegal, though they are not required to read the document to make that judgment.
How long does notarization take?
Usually five to ten minutes. The notary checks your ID, watches you sign, stamps the document, and records it in their journal. If you are notarizing multiple signatures or documents, it may take longer.
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 rule prevents fraud. You would need to find a different notary.
What if I lose the notarized document?
The notary keeps a copy in their journal, so you can contact them and ask for a certified copy. You will likely have to pay a small fee. The notary's journal is a public record in most states, so you can also request it from your Secretary of State's office.
Do I need notarization if I am signing electronically?
Some documents can be notarized electronically through video call, but not all. Real estate documents, for example, often cannot be notarized remotely in many states. Check your state's rules or ask the person requesting the notarization whether remote notarization is acceptable for that specific document.