What notarizing means and why documents need it
Notarizing is the act of having a notary public witness your signature on a document and stamp it with their official seal. The notary does not read the document, judge whether it is fair, or decide if you should sign it. They verify only three things: that you are who you say you are, that you signed the document willingly (not under pressure), and that you understood what you were signing.
A notarized document carries legal weight because a notary is a state-appointed official who can lose their license if they lie. Banks, courts, government agencies, and title companies often require notarization before they will accept a document. Common documents that need notarizing include power of attorney forms, affidavits, property deeds, loan documents, and adoption papers.
The notary keeps a record of every document they notarize in a bound journal. If a dispute arises later, that journal is evidence that the notarization actually happened. This record-keeping is what makes a notary's seal worth something.
Key Takeaways
- A notary verifies your identity and confirms you signed willingly, then stamps the document with their official seal and signature.
- You can find notaries at banks, UPS stores, law offices, title companies, and some government offices, or search your state's notary directory online.
- Bring a government-issued photo ID, the unsigned document, and any other signers if the document requires multiple signatures.
- Notary fees vary by state and location but typically range from a few dollars to around twenty dollars per signature.
- The notary will ask you to sign in front of them and may ask questions to confirm you understand what you are signing.
Where to find a notary in your area
Banks are the easiest first stop if you have an account there. Most banks offer notary services free or for a small fee to account holders, and many do not charge non-customers either. Call ahead to confirm the branch has a notary on staff and ask about their hours, since notaries are often available only during certain times.
UPS stores, FedEx Office locations, and similar shipping centers employ notaries and are usually open longer hours than banks. You do not need to be a customer to use their notary service. Fees are typically five to fifteen dollars per signature.
Your state maintains an official directory of licensed notaries. Search your state's Secretary of State website for "notary search" or "notary directory" to find notaries near you, along with their phone numbers and hours. This directory is the most reliable way to find notaries who are currently licensed.
Law offices, title companies, and real estate agencies often have notaries on staff. If your document is related to a legal matter or property transaction, the attorney or agent handling your case may notarize it for free or as part of their service.
What to bring and how the process works
Bring a government-issued photo ID. The notary will check it to confirm you are who you claim to be. Acceptable IDs include a driver's license, passport, military ID, or state ID card. The ID must not be expired, though some notaries will accept IDs that expired recently.
Bring the document unsigned. Do not sign it before you arrive at the notary's office. The notary must watch you sign it. If you sign it beforehand, the notary cannot notarize it and you will have wasted a trip.
If the document requires multiple signatures, all signers should be present. Each person must bring their own ID and sign in front of the notary. Some documents, like powers of attorney, require both the person granting the power and a witness to be present.
At the notary's office, you will hand over your ID and the document. The notary will ask you to confirm your name and may ask whether you understand what you are signing. Answer honestly. The notary will then watch you sign the document, add their signature and seal, and record the notarization in their journal. The whole process usually takes five to ten minutes.
Notary fees and what they cover
Notary fees are set by state law and vary widely. Some states cap the fee at two or three dollars per signature. Others allow notaries to charge up to twenty dollars or more. Call ahead to ask the fee before you go, so you are not surprised.
The fee covers one signature on one document. If your document has multiple pages but only one signature line, it is one fee. If it has two signature lines, it is two fees. If you need two separate documents notarized, that is two fees.
Banks often notarize for free if you have an account with them. Some title companies and law offices include notarization in their service at no extra charge. Always ask whether the fee is included before you assume you will pay.
Common mistakes that delay or prevent notarization
Signing the document before you arrive is the most common mistake. The notary must witness your signature. If you have already signed, you cannot use that signature and will need a blank copy or will have to cross out the old signature and sign again in front of the notary.
Bringing an expired ID can also block notarization. Some notaries will accept an ID that expired within the last year or two, but many will not. Check your ID's expiration date before you go. If it is expired, bring a second form of ID if you have one, or renew your ID first.
Not bringing all required signers is another delay. If the document requires two signatures and only one person shows up, the notary cannot proceed. Confirm in advance how many people need to be present and whether witnesses are required.
Arriving without the actual document is surprisingly common. You cannot notarize a document you do not have with you. Print or bring the physical copy, not just a photo or email.
What notarization does and does not do
Notarization proves that you signed the document and that you were present and willing when you did. It does not prove the document is true, fair, or legally valid. A notary does not check whether a contract is one-sided, whether you understood all the terms, or whether the other party will honor it.
Notarization does not make a document legal by itself. Some documents are legal only if they are notarized, but notarization alone does not make an illegal document legal. For example, a notarized power of attorney is legal, but a notarized contract to commit a crime is not.
Notarization does not replace a lawyer's review. If you are signing something important, like a deed or a loan document, consider having a lawyer read it first. The notary's job is to verify your signature, not to protect your interests.
Notarization for documents you cannot sign in person
Some states allow remote notarization, in which you sign the document over a video call with a notary. The notary watches you sign on camera, verifies your ID, and sends you the notarized document electronically. This option is useful if you cannot travel to a notary's office or live far from one.
Remote notarization is not available in all states and not all documents can be notarized remotely. Real estate deeds, for example, often cannot be notarized remotely in most states. Check your state's Secretary of State website to see whether remote notarization is allowed and which documents may have access to.
If you use a remote notary service, you will usually upload a photo of your ID and sign the document on your computer or phone. The notary will record the session. Fees for remote notarization are often higher than in-person fees, sometimes fifteen to thirty dollars per signature.
Frequently Asked Questions
Can a notary refuse to notarize a document?
Yes. A notary can refuse if you do not have proper ID, if you appear to be signing under pressure, if you do not seem to understand what you are signing, or if the document appears to be illegal or fraudulent. A notary can also refuse if the document is not the type they are trained to notarize or if you do not meet the state's requirements for that particular document.
Do I need a notary if the document says "notary public" at the bottom?
Yes. That line is a blank space for the notary to fill in after they notarize it. It does not mean the document is already notarized. You must take it to a notary and have them complete that section.
Can a family member notarize my document?
No. A notary cannot notarize a document for a family member or close friend in most states, and cannot notarize a document they are also signing. This rule prevents conflicts of interest. You must use an unrelated, licensed notary.
How long does a notarized document stay valid?
Once notarized, a document does not expire. The notarization is permanent. However, the organization that requires the notarized document may have its own rules about how old the notarization can be. Some banks or government offices will not accept a notarization older than six months or a year. Ask the organization that needs the document before you have it notarized.
What if I made a mistake and need to notarize the document again?
You can have the same document notarized again by a different notary, or ask the first notary to notarize a corrected version. If you crossed out or changed something on the document, tell the notary about the change before you sign. The notary may ask you to initial the change or may refuse to notarize if the document looks altered.