Notary Services | What They Are, How They Work, and When You Need Them

A notary public is a state-appointed official who serves as an impartial witness during document signings. Notaries are commissioned by state governments, typically through the Secretary of State, to perform specific notarial acts that verify identity and prevent fraud in legal transactions.

The primary responsibilities of a notary include:

• Verifying the identity of signers through government-issued identification
• Confirming that signers understand the document contents
• Ensuring all parties sign willingly without coercion or duress
• Administering oaths and affirmations
• Maintaining records of notarial acts

Notaries help prevent identity theft, forgery, and fraudulent activities by serving as neutral third-party witnesses. This verification process adds legal weight to documents and can be crucial evidence if disputes arise later.

In the United States, most notaries are lay persons rather than attorneys. As of 2026, approximately 4.5 million notaries operate across the country. This differs from civil law countries where notaries must be lawyers with specialized training.

Common Documents Requiring Notarization

Many legal and financial transactions require notarized signatures to be considered valid. The most frequently notarized documents include:

Real Estate Transactions Property deeds, mortgage agreements, refinance paperwork, and home equity lines of credit (HELOCs) typically require notarization. Notaries verify that buyers and sellers are who they claim to be, helping prevent fraud in what are often the largest financial transactions individuals make.

Legal Documents Powers of attorney, wills, trusts, and affidavits must be notarized in most jurisdictions. For powers of attorney, notarization confirms the signer is of sound mind and acting voluntarily—particularly important for documents involving financial or medical decisions.

Business Documents Articles of incorporation, commercial leases, business contracts, and partnership agreements often require notarization. This provides legal protection if disputes occur and helps establish the authenticity of corporate transactions.

Loan Documents Personal loans, auto loans, and student loan paperwork frequently need notary services. Financial institutions require this verification to ensure borrowers understand their obligations and are signing without pressure.

Types of Notarial Acts

Notaries perform several distinct types of notarial acts, each serving a different purpose. Understanding these differences helps you determine which service your document requires.

Acknowledgments

An acknowledgment verifies that the signer appeared before the notary, confirmed their identity, and declared they signed the document voluntarily. The signer may sign before or during the notarization appointment. Acknowledgments are most common for real estate documents, powers of attorney, and contracts where the signer is agreeing to terms.

The notary asks: “Do you acknowledge that you signed this document voluntarily and for the purposes stated?”

Jurats

A jurat requires the signer to take an oath or affirmation before the notary, swearing that the document’s contents are truthful. Unlike acknowledgments, the document must be signed in the notary’s presence. Jurats are used for affidavits, depositions, and sworn statements where accuracy under penalty of perjury is required.

The notary administers an oath: “Do you solemnly swear (or affirm) that the statements in this document are true and correct to the best of your knowledge?”

Certified Copies

Notaries certify that a copy is a true and accurate representation of an original document. This service is commonly used for birth certificates, diplomas, passports, and other documents when originals cannot be submitted to government agencies or employers.

Oaths and Affirmations

Verbal oaths and affirmations compel a person to tell the truth under penalty of perjury. An oath references a higher power or Supreme Being, while an affirmation is a promise made on personal honor for those with religious objections to taking oaths.

Remote Online Notarization (RON)

Remote Online Notarization has transformed how notary services work. RON allows notaries to perform notarizations via secure video conferencing rather than in-person meetings.

How RON Works

The remote notarization process typically follows these steps:

1. Document Upload: Upload unsigned documents to a secure RON platform
2. Identity Verification: Complete multi-factor authentication, including uploading government-issued ID and answering knowledge-based questions
3. Video Session: Connect with a commissioned notary via live audio-visual call
4. Electronic Signing: Sign documents electronically while the notary witnesses in real-time
5. Digital Seal: The notary applies an electronic seal and digital certificate
6. Recording: The entire session is recorded and stored according to state law (typically 5-10 years)

RON State Adoption

As of February 2026, 45 U.S. states and the District of Columbia have enacted laws permitting Remote Online Notarization. California passed Senate Bill 696 in 2023, but implementation is pending until January 1, 2030, while the Secretary of State develops necessary regulations. California residents can currently use out-of-state notaries commissioned in states where RON is authorized.

The notary must be commissioned in a state with active RON legislation, but the signer can be located anywhere in the United States or internationally. However, document requirements and recording procedures vary by state.

Benefits of RON

Remote online notarization offers several advantages:

• Convenience: Complete notarizations from home or office without travel
• Accessibility: Serves individuals in rural areas, those with mobility challenges, or out-of-state parties
• Speed: Sessions typically take 15-20 minutes, with 24/7 availability on many platforms
• Security: Advanced encryption, identity verification, and session recordings provide stronger fraud protection than traditional notarization
• Efficiency: Particularly valuable for real estate closings, where multiple documents can be notarized remotely

Major title companies, lenders, and recording offices now accept RON documents nationwide. Real estate transactions commonly use RON for purchase closings, refinances, and property transfers.

Where to Find Notary Services

Notary services are widely available through multiple channels. Most services are free or low-cost, though some charge fees up to state-regulated maximums.

Banks and Credit Unions

Many financial institutions employ notaries and offer free notarization to account holders. Bank of America, Citizens Bank, and numerous regional banks provide this service. Call ahead to confirm a notary will be available when you visit.

Public Libraries

Many public libraries offer free notary services to community members. The Boston Public Library, Kansas City Public Library, and other municipal libraries have notaries on staff, though appointments may be required. Services are typically available during business hours.

Shipping and Retail Stores

The UPS Store, FedEx Office, and other shipping centers commonly have notaries available. These locations charge fees for services, with costs varying by location and number of signatures.

Government Offices

County clerk offices, courthouses, and city halls frequently have notaries on staff. Some charge minimal fees, while others provide free services to residents.

Law Offices and Real Estate Firms

Attorneys and real estate agents often have notaries available for clients. If a professional is helping you prepare documents, they can usually arrange notarization as part of their service.

Online RON Platforms

Services like Notarize, NotaryCam, BlueNotary, and Proof provide remote online notarization. These platforms connect you with commissioned notaries via video conference and typically charge $25-$39 per document.

Notary Fees and Costs

Notary fees are regulated by state law. Each state sets maximum charges that notaries cannot legally exceed, though they may charge less or offer services for free.

Fee Structure by State

States regulate fees for different notarial acts:

• Acknowledgments: Range from $0.50 to $20 per signature depending on state
• Jurats: Similar range to acknowledgments, typically $0.50 to $20
• Verbal Oaths/Affirmations: Usually $0.25 to $10
• Remote Online Notarization: Often $25 to $39 per document, as RON platforms charge technology fees in addition to notarial fees

California caps notary fees at $15 per signature for acknowledgments. Florida allows up to $10 per signature, while New York permits only $2 per signature. Some states, including Alabama, Alaska, and Pennsylvania, do not set maximum fees, allowing notaries to establish their own pricing.

Additional Charges

Beyond base notarial fees, you may encounter:

• Travel Fees: Mobile notaries who come to your location charge additional fees for travel and mileage. Some states regulate these charges, while others allow notaries to set their own rates.
• After-Hours Service: Weekend or evening appointments often carry premium charges
• Witness Fees: If your document requires witnesses beyond the notary, expect approximately $25 per witness
• Rush Service: Same-day or urgent requests may add $25-$100 to the cost

For real estate closings, expect 10-15 notarized signatures, resulting in $100-$150 in notarization fees depending on your state’s regulations.

How to Prepare for Notarization

Proper preparation ensures smooth notarization whether using traditional or remote services.

Required Items

Bring a valid government-issued photo ID such as a driver’s license, passport, or state ID card. The name on your identification must match the name on the document being notarized.

Ensure all document pages are present and complete. Notaries cannot witness incomplete documents or those with blank sections that should be filled out.

Do not sign the document before your appointment unless it’s an acknowledgment where prior signing is permitted. For jurats and most other notarial acts, you must sign in the notary’s presence.

If your document requires witnesses, bring them with valid identification. Some documents, such as wills and certain powers of attorney, require witness signatures in addition to notarization.

For Remote Online Notarization

Verify your technology before the session. Ensure your computer or mobile device has a working camera and microphone. Test your internet connection to avoid interruptions during the video call.

Have your government-issued ID ready to upload for identity verification. Most platforms require both front and back images of your identification.

Complete any knowledge-based authentication questions before your scheduled appointment. These questions verify your identity using information from your credit history and public records.

Legal Importance of Notarization

Notarized documents carry significant legal weight in courts and official proceedings. The notary’s verification serves as proof that documents were signed willingly by the correct individuals.

Courts often will not accept documents as valid evidence unless they have been properly notarized. This is particularly true for affidavits, depositions, and sworn statements where truthfulness under oath is required.

Notarization protects against fraud, forgery, and coercion in high-stakes transactions. Real estate deals, estate planning documents, and financial agreements rely on this verification to prevent disputes about signature authenticity or signer identity.

Failure to notarize documents when required can result in:

• Contract nullification
• Delays in legal proceedings
• Rejection by government agencies
• Challenges to estate documents in probate court
• Inability to record property deeds

Understanding when notarization is legally required helps avoid these complications and ensures your documents will be accepted when submitted to courts, government offices, or financial institutions.

Choosing Between In-Person and Remote Notarization

Both traditional and remote notarization offer distinct advantages depending on your situation.

In-person notarization works well for straightforward documents, when you prefer face-to-face interaction, or if you’re already visiting a bank or library for other reasons. It’s often free at these locations for customers or community members.

Remote online notarization is ideal for urgent matters, when coordinating multiple parties across different locations, for individuals with mobility challenges, or when you need after-hours service. The convenience and 24/7 availability justify the higher cost for many users.

Real estate professionals increasingly prefer RON for closings because it accommodates out-of-state buyers, eliminates scheduling conflicts, and reduces closing times. Business contracts with multiple signers also benefit from remote services that allow participants to sign asynchronously.

Notary services remain fundamental to legal transactions, providing authentication and fraud prevention that protect all parties involved. With both traditional in-person options and modern remote notarization available, accessing these services has become more convenient while maintaining the security and legal validity that notarization provides.