What a notary is and what they actually do
A notary public is a person authorized by your state to witness the signing of documents and verify that the person signing is who they claim to be. They do not read the document, give legal information, or decide whether you should sign it. They straightforward confirm your identity, watch you sign, and then add their official stamp and signature to prove they saw it happen.
The notary's job exists because some documents matter enough that someone neutral should witness them. A bank wants proof you actually signed your mortgage. A court wants proof you signed an affidavit under oath. A government agency wants proof you didn't forge a signature on a power of attorney. The notary's stamp says: "I checked this person's ID, I watched them sign this, and I'm putting my reputation and license on the line that this is real."
Notaries are not lawyers. They cannot tell you what a document means, whether you should sign it, or what will happen if you do. If you need that kind of guidance, you need a lawyer, not a notary.
Key Takeaways
- A notary watches you sign a document, checks your ID, and stamps it to prove the signature is genuine—they do not read or explain the document.
- Common documents that need notarization include powers of attorney, affidavits, real estate deeds, loan documents, and some medical directives.
- Notaries are available at banks, UPS stores, law offices, and some government offices; many charge between $5 and $25 per signature.
- You must bring a government-issued photo ID and the unsigned document; the notary will watch you sign it in front of them.
- Notarization is different from getting a document certified, apostilled, or witnessed—each serves a different legal purpose.
Where to find a notary in your area
Notaries work in many places. Banks often have them on staff for customers, sometimes at no charge. UPS stores, FedEx Office locations, and some pharmacy chains (like Staples and CVS) offer notary services to the public for a fee. Law offices, title companies, and real estate agencies have notaries. Some county clerk offices and public libraries offer notary services, though availability varies widely by location.
To find one near you, search online for "notary public near me" or call ahead to confirm hours and whether they charge a fee. Many notaries can work by video appointment now, especially for documents that do not require a physical original—ask when you call. Fees typically range from $5 to $25 per signature, depending on location and the notary's employer.
What you need to bring and what happens during the appointment
Bring a government-issued photo ID—a driver's license, passport, or state ID card. Bring the unsigned document. Do not sign it before you arrive; the notary must watch you sign it. If the document has multiple pages or multiple signature lines, bring it complete and unfolded.
When you arrive, the notary will check your ID to confirm you are who you say you are. They will ask you to sign the document in front of them. They may ask you to swear or affirm that the information in the document is true (this depends on the document type). Then they will add their official stamp, signature, and the date to a specific place on the document—usually a box labeled "Notary Public" or "Notarial Certificate."
The whole process usually takes 5 to 10 minutes. Some notaries will notarize multiple pages or multiple documents in one visit; ask about the fee structure if you have more than one document.
Documents that commonly need notarization
Powers of attorney—documents that let someone else make decisions for you—almost always require notarization. Affidavits (sworn statements) need it. Real estate deeds, mortgages, and some loan documents need it. Medical directives and living wills often need it. Adoption papers, name-change petitions, and some immigration forms need it.
The rule is not absolute: some documents need notarization by law, others need it because a bank or court requires it, and some need it because the other party requested it. If you are unsure whether your document needs notarization, check the document itself for a line that says "Notary Public" or "Notarial Certificate," or ask the person or organization that gave you the document.
The difference between notarization, certification, and apostille
Notarization means a notary watched you sign and confirmed your identity. Certification means a notary or official copied a document and confirmed the copy matches the original—you do not sign anything. Apostille is a special certification used for documents that will be used in another country; it is issued by your state's Secretary of State office, not by a notary.
Being witnessed is different too: a witness straightforward signs a document to say they saw you sign it, but they do not verify your identity or hold an official license. Some documents ask for both a notary and a witness. If you are not sure which one you need, ask the person or organization requesting the document.
What notaries cannot do
A notary cannot notarize a document they signed themselves. They cannot notarize a blank document or one with blanks you plan to fill in later. They cannot notarize a document if they have a financial interest in it—for example, a notary cannot notarize a deed transferring property to themselves. They cannot notarize a signature they did not watch happen in person (with rare exceptions for remote notarization, which varies by state).
Notaries also cannot explain what a document means, tell you whether you should sign it, or give legal information. If a document is confusing or you have questions about its legal effect, talk to a lawyer before you go to the notary.
Remote notarization and what it means
Some states now allow remote notarization, where a notary watches you sign via video call instead of in person. The process is similar: you show your ID to the camera, sign the document on camera, and the notary adds their digital stamp. Not all states allow it, and not all documents can be notarized remotely—some require the original physical document.
If you are interested in remote notarization, search for "remote notary" or "online notary" in your state, or ask a local notary whether they offer it. Fees are usually similar to in-person notarization, sometimes slightly higher.
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 close personal relationship with, because it creates a conflict of interest. You need to find a notary who does not know you personally.
What if I cannot get to a notary in person?
Check whether your state allows remote notarization—many do now. Search online for "remote notary" or "online notary" in your state. If remote notarization is not available, ask the person or organization requesting the document whether they will accept it without notarization or whether they can recommend a notary who comes to you.
How long does a notarized document stay valid?
A notarized document does not expire just because it was notarized. However, the organization using it (a bank, court, or government agency) may have its own rules about how old a notarized document can be. Ask the organization requesting the document what their time limit is.
Do I need a lawyer to notarize a document?
No. A notary and a lawyer are different. A notary confirms your identity and watches you sign. A lawyer reads the document, explains it, and advises you on whether to sign. You may need both, or just one, depending on the document and your situation.
Can a notary refuse to notarize a document?
Yes. A notary can refuse if they do not believe you are who you claim to be, if they think you are being coerced, if the document is blank or altered, or if they have a conflict of interest. They can also refuse if they do not understand what the document says or believe it is illegal.