How to Get a Document Notarized: Step-by-Step Guide
Getting a document notarized is a straightforward process, but first-timers often arrive unprepared and end up wasting a trip. Whether you are signing a power of attorney, closing on a home, or preparing immigration paperwork, this guide walks you through exactly what to expect so everything goes smoothly the first time.
Step 1: Determine If Your Document Actually Needs Notarization
Not every document requires a notary’s seal. Check with the party requesting the document — your lender, attorney, court, or government agency — to confirm notarization is needed. If you are unsure which of your documents require notarization, our complete guide covers every common category.
Some documents require a specific type of notarial act (acknowledgment vs. jurat), so ask the requesting party if there is a preference. Using the wrong type can result in the document being rejected.
Step 2: Do NOT Sign the Document in Advance
This is the single most common mistake people make. Never sign the document before your notary appointment. The entire purpose of notarization is for the notary to witness you signing. If you show up with a pre-signed document, the notary must refuse to notarize it in most cases.
There is one exception: if the notarial act required is a “signature witnessing” or if the document only needs an acknowledgment and your state allows the signer to acknowledge a previously made signature. But when in doubt, leave it unsigned and let the notary guide you.
Step 3: Gather Your Identification
You must bring valid, government-issued photo identification. Acceptable forms of ID vary by state, but the following are universally accepted:
- Valid driver’s license issued by any U.S. state
- U.S. passport or passport card
- State-issued identification card (non-driver ID)
- U.S. military ID with photo
Some states also accept foreign passports, permanent resident cards (green cards), or other government-issued IDs. However, the ID must be current and not expired. A notary is legally required to refuse service if your ID is expired, damaged beyond recognition, or does not reasonably match your appearance.
If your name on the document does not match your ID exactly — for example, if you recently married and changed your name — bring supporting documentation such as a marriage certificate or court order showing the name change.
Step 4: Ensure All Signers Are Present
If the document requires multiple signatures, all signers must appear before the notary at the same time (unless the document allows for separate notarizations). A notary cannot notarize a signature for someone who is not physically present — with the exception of remote online notarization, which is conducted via live video call in states that allow it.
Each signer must bring their own valid ID. The notary will verify each person’s identity independently.
Step 5: Find a Notary
You have several options for locating a notary, each with different advantages.
Banks and credit unions are the most accessible option. Most branches have at least one notary on staff, and many offer the service free to account holders. Call ahead to confirm availability, as the notary may not be working every day.
UPS Stores and other shipping/business service centers typically offer notary services. Expect to pay around $5 to $15 per signature plus any additional fees. Walk-ins are usually welcome, but calling ahead is wise.
Law offices almost always have a notary on staff. If you are already working with an attorney, they can usually handle the notarization as part of their service.
Mobile notaries travel to your location — your home, office, hospital, or any other convenient spot. This is the best option if you have limited mobility, a tight schedule, or need after-hours service. Mobile notaries charge a travel fee in addition to the per-act notary fee, with total costs typically ranging from $50 to $100 for a simple appointment. Use FindNotary.io to find mobile notaries in your area.
Remote online notarization (RON) allows you to get documents notarized over a live video call from anywhere. This is legal in most states and is ideal when you cannot physically meet a notary. You will need a computer with a camera, a stable internet connection, and the ability to upload or digitally sign your document.
Libraries, AAA offices, and government buildings sometimes offer notary services. Availability is inconsistent, so always call before visiting.
Step 6: The Notarization Appointment
Here is what happens during a typical appointment.
Identity verification. The notary examines your ID, comparing your name, photo, and physical description to confirm you are who you claim to be. They may also ask you to state your name and confirm other identifying details.
Document review. The notary reviews the document to ensure it is complete — no blank spaces that could be filled in after signing — and determines the appropriate notarial act. The notary does not read the entire document for legal content, as they are not providing legal advice.
The notarial act. Depending on what the document requires, the notary performs one of these acts:
- Acknowledgment — You confirm to the notary that you signed the document voluntarily and that you understand its contents. This is the most common notarial act, used for deeds, powers of attorney, and most contracts.
- Jurat (verification on oath or affirmation) — The notary administers an oath or affirmation, and you swear or affirm that the contents of the document are true. You then sign the document in the notary’s presence. Jurats are common for affidavits, depositions, and sworn statements.
- Oath or affirmation — A standalone oral pledge of truthfulness, used for sworn testimony or when a written document is not involved.
- Copy certification — The notary certifies that a photocopy is a true and accurate copy of an original document. Not all states authorize notaries to perform copy certifications.
Signing. You sign the document in front of the notary (unless it is an acknowledgment of a prior signature, where permitted).
Notary completes the certificate. The notary fills in the notarial certificate, which includes the date, the type of act performed, the signer’s name, the method of identification, and the state and county where the notarization took place. They then apply their official seal or stamp and sign the certificate.
Journal entry. In states that require a notary journal — including California, Texas, and many others — the notary records the transaction in their official journal. You may be asked to sign the journal entry and provide a thumbprint.
Common Mistakes to Avoid
Signing before the appointment. As discussed above, never pre-sign the document.
Bringing expired ID. Check the expiration date on your ID before you leave the house. An expired ID is not acceptable in any state.
Name mismatches. The name on your ID must match the name on the document. If there is a discrepancy, bring legal proof of the name change.
Incomplete documents. Notaries cannot notarize documents with blank fields or missing pages. Fill in everything before the appointment, except for the signature and date lines.
Expecting legal advice. A notary is not an attorney (unless they happen to also be a licensed attorney). They cannot advise you on what to sign, explain legal terms, or help you draft documents. If you need legal guidance, consult an attorney before the notary appointment.
Not bringing all required signers. If the document needs multiple signatures, everyone must appear. A notary cannot accept “they said it was okay” as a substitute for physical presence.
What It Costs
Standard notary fees are regulated by state law and range from $2 to $15 per notarial act in most states. For a detailed breakdown by state, see our guide on notary fees. Specific state guides are available for California ($15), Florida ($10), Texas ($6.25), Illinois ($5), and New York ($2). Mobile notary travel fees are generally not regulated and add $25 to $75 or more per trip. Remote online notarization fees typically run $25 to $50 per session.
The process is quick, usually ten to twenty minutes for a simple document, and once you know what to expect, it is painless. Find a notary near you on FindNotary.io and get your documents handled right the first time.
Need a notary now? Use our mobile notary directory to have a notary come to you, or find a notary at a bank near your location for a quick, free notarization.