What a Notary Public Actually Does
A notary public verifies that a person signing a document is who they claim to be, and that they are signing of their own free will. That is the core job. The notary does not read the document, does not check whether it is legal, does not decide whether the deal is fair, and does not keep a copy for any government office. The notary watches you sign, checks your ID, and stamps the paper to say: "I saw this person, I checked their ID, and they signed this in front of me on this date."
The notary's stamp and signature create a record that can be used in court if someone later claims the signature is fake or that the person was forced to sign. That is why banks, courts, and government offices ask for notarized documents. The notary is a neutral witness, not a lawyer and not a representative of any government agency.
Key Takeaways
- A notary verifies identity and witnesses a signature; they do not read, interpret, or judge the document itself.
- Notaries can notarize most common documents like affidavits, powers of attorney, and loan papers, but cannot notarize wills or documents where the signer is not physically present.
- A notary cannot give legal information, explain what a document means, or tell you whether you should sign it.
- Notary fees are set by state law and typically range from a few dollars to around $15 per signature, though some states allow higher fees for travel or special services.
- You must bring a government-issued photo ID and sign the document in front of the notary; they cannot notarize a signature that was already on the paper.
Documents a Notary Can Notarize
A notary can notarize most everyday documents as long as the signer is physically present and brings a valid ID. This includes powers of attorney (documents that let someone else make decisions for you), affidavits (sworn statements), loan documents, real estate papers, travel consent forms for minors, and certified copies of documents you already own. If a bank or government office asks for a notarized signature, a notary can almost always provide it.
The key requirement is that you must be there in person. The notary cannot notarize a document you sign at home and mail in, and they cannot notarize a signature that is already on the paper. You sign it in front of them, and they watch it happen. Some states allow notaries to notarize documents remotely using video, but this is not yet common everywhere—ask your notary whether they offer it.
Documents a Notary Cannot Notarize
A notary cannot notarize a will in most states, even if you are standing right there with your ID. Wills have special rules because they only take effect after you die, and the law wants to make sure the process is handled by a lawyer or a court. Check your state's rules, because a few states do allow notaries to notarize wills under strict conditions.
A notary also cannot notarize a document if the signer is not physically present—no phone calls, no emails, no signatures you made weeks ago. They cannot notarize a blank document or a document with blanks that will be filled in later. And they cannot notarize a document they wrote themselves or that they have a financial interest in (for example, a notary cannot notarize a check made out to themselves).
What a Notary Cannot Do
A notary is not a lawyer. They cannot read your document and explain what it means, cannot tell you whether you should sign it, cannot advise you on whether the terms are fair, and cannot represent you in any legal matter. If you need legal information, you need a lawyer, not a notary. Many people confuse the two because both deal with official documents, but they have completely different jobs.
A notary also cannot certify that a document is true or accurate—they can only certify that you signed it in front of them. If a document contains false information, the notary's stamp does not make it true. The notary is a witness to the signature, not a judge of the document's contents. They also cannot refuse to notarize a document just because they think it is a bad idea; as long as the signer is present with valid ID and willing to sign, the notary must do the job (unless the document is one they are legally forbidden to notarize, like a will).
How to Find a Notary and What to Bring
Notaries work in banks, law offices, UPS stores, FedEx locations, and some pharmacies. Many work independently and advertise online. You can search "notary public near me" to find one, or call your bank—most banks offer notary services free to customers. Some notaries travel to you for an extra fee.
Bring a government-issued photo ID: a driver's license, passport, state ID card, or military ID. Bring the document you need notarized, unsigned. Do not sign it before you arrive; the notary must watch you sign. If you are unsure whether the document can be notarized or what the notary will charge, call ahead and ask. Fees vary by state but are usually between $5 and $15 per signature.
What Happens During the Notarization
When you arrive, the notary will ask for your ID and will check that it is current and that the photo matches your face. They will ask you to confirm that you are signing the document of your own free will and that you understand what you are signing (though they will not explain the document to you—that is your job). You will sign the document in front of them, and they will sign and stamp it.
The notary will record the transaction in a journal, which is a log they keep of every notarization they perform. This journal is a public record in most states and can be used as evidence in court. The whole process usually takes five to ten minutes. You will get the notarized document back, and the notary keeps the journal entry.
Notary Fees and State Rules
Notary fees are set by state law, and the amount varies. Most states allow notaries to charge between $5 and $15 per signature. Some states set a flat fee; others allow notaries to charge per page or per signature. A few states allow higher fees if the notary travels to you or performs the notarization outside normal business hours. Ask the notary what they charge before you sign anything, and ask whether they charge per signature or per document if you have multiple signatures.
Some notaries offer services like certified copies (making a notarized copy of a document you own) or apostilles (a special notarization for documents used in other countries). These services may cost more than a standard notarization. Banks often notarize documents free for customers, so if you have a bank account, check there first before paying a private notary.
Frequently Asked Questions
Can a notary tell me if a document is legal or if I should sign it?
No. A notary is not a lawyer and cannot give legal information. They can only verify your identity and witness your signature. If you have questions about what a document means or whether you should sign it, you need to talk to a lawyer, not a notary.
What if I cannot find a notary near me?
Call your bank first—most offer notary services free to customers. If you do not have a bank account, search online for "notary public" in your area, or check UPS stores and FedEx locations, which often have notaries on staff. Some notaries will travel to you for an extra fee if you call ahead.
Can a notary notarize a document I signed last week?
No. The notary must watch you sign the document. They cannot notarize a signature that is already on the paper. You must bring the unsigned document and sign it in front of the notary.
Do I need a notary if a document just says "notarize if possible"?
Not necessarily. Some documents work fine without notarization. Check with the person or organization asking for the document—they can tell you whether notarization is required or just recommended. If it is optional and you are not sure, ask a lawyer.
What is an apostille, and do I need one?
An apostille is a special notarization used for documents that will be used in another country. It certifies that the notary's signature and seal are real. You only need one if you are sending a notarized document to another country. Ask the organization in that country whether they require an apostille, and ask your notary whether they can provide one.