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Getting a Document Notarized in the US: What to Expect

Getting something "notarized" is a common requirement in the US for everything from real estate to power-of-attorney forms. Here is what the process actually involves.

A notary confirms identity and witnesses a signature

A notary public is a state-commissioned official whose job is to verify the signer's identity, confirm they are signing willingly and are aware of what they are signing, and then witness the signature β€” not to review or approve the document's content.

You need valid, government-issued photo ID

A driver's license, state ID, or passport is typically required. A notary generally cannot notarize a signature for someone they cannot properly identify, and most will not accept an expired ID.

Do not sign the document before you arrive

Many notaries require you to sign in their physical presence (or, for remote sessions, on camera in real time), since witnessing the signature is the entire point. Pre-signing a document before your appointment can mean having to redo it.

Common documents that require notarization

Real estate deeds and mortgage documents, powers of attorney, affidavits, wills in some states, and certain court documents frequently require a notarized signature before they are considered legally valid or accepted by the receiving institution.

Banks, shipping stores, and libraries often offer notary services

Many banks and credit unions notarize documents for account holders at no charge, and shipping and office-supply stores commonly offer notary services for a small fee. Some public libraries and county clerk offices also provide free or low-cost notarization.

Remote online notarization (RON) is increasingly available

A growing number of states allow a commissioned notary to notarize a document over live video call rather than in person, and a properly completed remote notarization is generally just as legally valid as an in-person one where state law permits it.

An apostille is a separate step, not a substitute for notarization

An apostille is a certificate that authenticates a document for use in another country that participates in the Hague Apostille Convention, and it is typically issued by a state government office after notarization, not by the notary themselves. Documents notarized remotely are not always eligible for an apostille, since many states have not built that process for electronic notarizations yet.

Notary fees are usually small and often capped by state law

Many states cap how much a notary can charge per signature, and the fee is typically a modest flat amount rather than a percentage of anything, though mobile or after-hours notary services may charge an additional travel or convenience fee.

A notary does not act as your lawyer

A common misunderstanding is that a notary is checking whether a document is legally sound or fair β€” they are not, unless the specific notary happens to also be a licensed attorney acting in that separate capacity. Their role is narrowly limited to identity verification and witnessing a signature.

Why some documents need it and others do not

Notarization exists to reduce fraud and later disputes over whether someone actually signed a document willingly. Institutions that face high stakes if a signature is later challenged β€” courts, county recorders, banks handling real estate β€” often require it, while everyday contracts between private parties usually do not.

Frequently Asked Questions

Can a notary refuse to notarize my document?

Yes. A notary can and generally should refuse if they cannot verify your identity, if you appear to be signing under pressure or without understanding the document, or if the notary has a personal or financial interest in the document.

Is notarization the same as legal certification of a document's accuracy?

No. Notarization only confirms who signed and that they did so willingly β€” it says nothing about whether the document's contents are true, accurate, or legally enforceable.

Do I need an apostille for a document used within the US?

No, apostilles are specifically for documents being used in a foreign country that is a member of the Hague Apostille Convention. A document used domestically within the US only needs standard notarization, not an apostille.