What Does a Notary Do? Duties and Where to Notarize a Document

Key Takeaways
* A notary public is an impartial, state‑commissioned official who verifies identities, witnesses signatures, and authenticates certain documents to help prevent fraud.
* Commonly notarized documents include real estate deeds, wills, powers of attorney, affidavits, trusts, and bills of sale.
* Notary rules and requirements vary by state but typically include minimum age and residency, an application process, a bond or insurance requirement, and sometimes training and an exam.
* Remote Online Notarization (RON) is available in many jurisdictions, allowing notarization via secure video technology.

What is a notary?

A notary public is an impartial official authorized by a state to witness and authenticate signatures on legal documents. The notary’s role is to confirm the signer’s identity, ensure the signature is given voluntarily, and record that the notarization occurred. A notary’s seal or stamp and a notarial certificate on the document provide evidence of that verification.

What notaries do (core duties)

• Verify identity: Request and inspect valid photo ID from each signer.
• Confirm willingness and capacity: Ensure signers understand the document and are signing voluntarily.
• Witness signatures: Watch parties sign the document or administer oaths/affirmations when required.
• Certify the act: Attach a notarial certificate and apply a seal or stamp; record the act in a journal if required.
• Keep records: In some states, maintain a notary journal or register of notarizations.

Notaries must act impartially, avoid situations where they have a personal interest, and must not give legal advice. They are also prohibited from refusing service based on protected characteristics such as race, nationality, religion, or gender.

Documents commonly notarized

• Real estate deeds and mortgages
• Powers of attorney
• Wills and trusts
• Affidavits and sworn statements
• Bills of sale and vehicle titles
• Parental consent forms and international documents

Requirements for notarization depend on the document type and the receiving authority (e.g., banks, courts, foreign governments).

How notarization typically works

1. Present valid, government‑issued photo ID.
2. Sign the document in the notary’s presence (or confirm a previously signed document was signed voluntarily).
3. Take any required oaths or acknowledgments.
4. Notary completes the notarial certificate, applies a seal or stamp, and records the transaction if required.

Where you can notarize a document

• Banks and credit unions
• Post offices and shipping stores
• Copy centers and office supply stores
• Libraries and college legal aid offices
• Real estate and law offices
• Tax and accounting offices
• Mobile notaries who travel to clients
• Remote Online Notarization (RON) platforms where allowed by law

Availability and fees vary. Some institutions provide notary services free for customers; others charge a fee.

Remote Online Notarization (RON)

Many states now permit notarization over secure audio‑visual platforms. RON typically involves:
* Remote identity verification (photo ID and knowledge‑based authentication or credential analysis)
* Live video conference with the notary
* Electronic signatures and digital notarial seals

Check your state’s rules and whether the receiving party accepts electronically notarized documents.

How to become a notary (overview)

Requirements differ by state but commonly include:
* Minimum age (usually 18) and state residency
* Clean criminal record (some states disqualify felonies or certain misdemeanors)
* Completion of a state‑approved course and passing an exam (where required)
* Submission of an application, payment of fees, and taking an oath of office
* Purchasing a notary seal/stamp and, in some states, obtaining a surety bond or errors & omissions insurance

States may require periodic renewal, continuing education, or recertification.

Costs and time considerations

Typical expenses:
* Application and commissioning fees
* Training course and exam fees (if required)
* Notary seal/stamp and journal
* Surety bond and optional insurance
* Renewal fees every commission term

Costs vary widely by state and by whether you use paid training or certification services.

Limitations and legal boundaries

• Notaries are not lawyers—providing legal advice during a notarization can violate state rules.
• A notary should refuse to notarize if the signer appears incapacitated, coerced, or cannot reasonably produce acceptable identification.
• Some documents intended for use in other countries may require additional authentication (apostille).

Brief historical note

The practice of using impartial witnesses and scribes to authenticate transactions dates back thousands of years. Modern notarial systems evolved to provide a trusted, standardized way to verify identity and deter fraud.

Conclusion

Notaries play a practical, preventive role in many legal and financial transactions by verifying signers’ identities and authenticating documents. If you need a notarization, check local options—banks, libraries, shipping stores, mobile notaries, or approved RON providers—verify fees and identification requirements, and confirm that the notarization format will be accepted by the intended recipient.