Whether you have come across a notary public at your bank, needed one for a real estate closing, or are simply curious about how the process works, notary services play a bigger role in everyday life than many people realize. They can add an important layer of authenticity to legal and financial documents, helping protect everyone involved in a transaction.
This guide covers what notary services are, how they work, where to find them, and when a modern option like Remote Online Notarization (RON) may make sense for your situation.
What Are Notary Services?
Notary services, also known as notarization, refer to the process by which a state-commissioned notary public verifies the identity of document signers and witnesses their signatures. The notary acts as an impartial third party, helping confirm that signers are who they claim to be and that they are signing of their own free will.
Notarization is commonly used for legal and financial documents where identity verification and proper execution are important. It is worth noting that notarization does not make a document legally binding on its own. Rather, it can help support the document’s authenticity and may be required by certain institutions or jurisdictions before a document is accepted.
What Do Notary Services Do?
During a notarization, a notary performs several specific functions designed to help confirm identity and support proper document execution. While the specifics can vary by state and document type, a notary typically performs several key functions during a notarization.
- Verify identity using a government-issued photo ID
- Witness the signing of the document, either in person or through a secure video session
- Confirm willingness and awareness, helping assess that the signer appears to understand what they are signing
- Complete the notarial certificate and apply an official seal
- Maintain a record of the act, where required by state law
It is important to note that notaries do not provide legal advice or review the contents of a document for accuracy. Their role is limited to the notarization process itself.
Common Types of Notarial Acts
Not every notarization looks the same. There are several types of notarial acts, each serving a different purpose depending on the document and situation.
Acknowledgments
An acknowledgment is the most common notarial act. The notary confirms that the person signing is who they say they are and that they are signing voluntarily. Real estate deeds, powers of attorney, and many contracts often require this type of notarization.
Jurats
A jurat involves the signer swearing or affirming that the contents of a document are true. The signer takes an oath in the notary’s presence before signing. This type of act is common for affidavits and sworn statements.
Copy Certifications
In some states, a notary may certify that a copy of an original document is a true and accurate reproduction. This is often used for diplomas, passports, and other important records when the original cannot be submitted.
Oaths and Affirmations
Notaries can administer oaths and affirmations for a variety of purposes, including depositions, sworn testimony, and certain government filings.
What Documents Typically Require Notary Services?
A wide range of documents may require notarization depending on the type of transaction, the state where the document will be used, and the requirements of the receiving institution. Commonly notarized documents include:
- Real estate documents such as deeds, mortgages, and property transfers
- Powers of attorney granting authority over legal or financial decisions
- Wills and trusts outlining the distribution of assets
- Affidavits and sworn statements used in legal proceedings
- Vehicle titles and loan documents
- Contracts and business agreements
Requirements can vary considerably depending on where you live and what you are signing. When in doubt, consulting an attorney or checking with the institution requesting the document is a practical first step.
Where to Find Notary Services
One of the most common questions people have is simply: where can I find a notary? The good news is that notary services are widely available through a variety of channels.
Banks and Credit Unions
Many financial institutions offer free or low-cost notary services to their account holders. Calling ahead to confirm availability and whether an appointment is needed can save time.
Shipping and Office Supply Stores
Locations like UPS Stores and FedEx Office often have notaries on staff. These can be convenient options for quick notarizations during regular business hours.
Law Firms and Title Companies
If your document is part of a legal or real estate transaction, the law firm or title company involved may be able to provide notary services as part of the process.
Libraries and Local Government Offices
Some public libraries and local government offices offer notary services to community members, sometimes at no charge.
Mobile Notaries
A mobile notary travels to your location, which can be helpful if you are unable to leave your home or office, or if you have a large group of signers. Mobile notaries typically charge a fee for travel in addition to the notarization itself.
Remote Online Notarization (RON)
For those who prefer to handle notarizations from anywhere, Remote Online Notarization offers a digital alternative. RON allows a commissioned online notary to verify the identity of signers and witness signatures via a video session on a secure platform, applying a digital notary seal as part of completing the notarial act.
To use RON services, participants typically need a device with a webcam and audio capabilities, along with a stable internet connection. Identity is typically verified through methods such as knowledge-based authentication (KBA) and credential analysis, helping support the integrity of the process.
It can also be helpful to confirm in advance that the receiving party will accept a remotely notarized document.
Note: RON laws vary significantly from state to state. Some states have comprehensive frameworks supporting remote online notarization, while others may have restrictions or different requirements. Before using a RON platform, check with your state’s regulatory authorities and consult with an attorney familiar with notarization laws in your jurisdiction to understand what is permitted for your document type.
Platforms like NotaryCam specialize in RON services, offering identity verification measures designed to support secure transactions and digital record-keeping for individuals and organizations navigating the notarization process remotely.
Notary Public vs. Notary Signing Agent: What Is the Difference?
A notary public is a state-commissioned official authorized to perform a range of notarial acts across many document types. A notary signing agent (NSA) is a notary who has received additional training specifically related to loan document signings, often working with mortgage lenders and title companies on real estate closings. If you are involved in a real estate transaction, you may work with a notary signing agent rather than a general notary public, depending on your location and the specifics of the transaction.
How Much Do Notary Services Cost?
The cost can vary depending on the type of notarization, your location, and the service provider. Many states cap the fees that traditional notaries can charge per notarial act. Mobile notaries typically charge additional fees for travel. RON platforms may have their own fee structures, including a per-session fee or a technology platform charge. It is always a good idea to ask about fees upfront before scheduling.
What to Bring to a Notarization Appointment
Being prepared makes the process go smoothly. In most cases, you will need:
- A valid, government-issued photo ID such as a driver’s license or passport
- The document to be notarized (unsigned in most cases, unless instructed otherwise)*
- Any additional signers who need to be present for the act
*In most cases, documents should not be signed in advance, as the notary needs to witness the signing. If you are unsure, confirm with the notary beforehand. Additionally, notaries may decline to proceed if documents appear incomplete or contain blank spaces.
Frequently Asked Questions
What is the difference between notarization and getting a document witnessed?
Notarization and witnessing are related but distinct processes. A witness simply observes a signature and may sign to confirm they saw it happen. A notary public, by contrast, is a state-commissioned official who verifies the signer’s identity through government-issued identification, confirms the signing is voluntary, and applies an official seal. Notarization typically carries more legal weight and may be required by specific institutions or jurisdictions for certain documents. Whether witnessing alone is sufficient depends on the document type and state law, so consulting an attorney can be helpful when there is any uncertainty.
Can a notary refuse to notarize my document?
Yes, a notary may decline to notarize a document under certain circumstances. Common reasons include being unable to verify the signer’s identity, suspecting the signer is not acting voluntarily, noticing the document appears incomplete, or having a personal interest in the transaction that could compromise their impartiality. Notaries are expected to remain neutral and follow their state’s laws and ethical guidelines. If a notary declines your request, seeking a different notary may resolve the issue in some cases.
Is remote online notarization legally accepted everywhere?
Not universally, no. RON has gained acceptance across many U.S. states, but legal recognition and specific requirements differ considerably from one jurisdiction to another. Some states have comprehensive RON frameworks, while others may have more limited provisions or require in-person notarization for certain document types. Even in states where RON is permitted, some documents may still require traditional in-person notarization depending on the receiving institution’s policies. Before relying on a RON platform, verifying your state’s current laws and confirming the document type is eligible is a necessary step.
How long does a notarization typically take?
The notarization process itself can often be completed in just a few minutes once all parties are present and the signer’s identity has been verified. Total time can vary depending on whether an appointment is needed, how many documents or signers are involved, and whether travel is required. RON sessions may offer added scheduling flexibility, with some platforms providing on-demand or extended-hours access. Preparing your documents and ID in advance tends to help the process move efficiently.
Do I need a notary if I already have an attorney?
Having an attorney does not automatically eliminate the need for notarization. Many legal documents require notarization as a separate step, even when an attorney has drafted or reviewed them. Your attorney may be able to notarize documents themselves if they hold a notary commission, or they may refer you to a notary for that step. The requirement for notarization typically comes from the type of document, state law, or the institution receiving it. Asking your attorney directly whether notarization is needed for your specific documents is usually the most efficient approach.
Understanding Notary Services Can Save You Time and Stress
Notary services may seem like a formality, but they serve a meaningful purpose in protecting the integrity of important transactions. Whether you are finalizing a real estate deal, granting power of attorney, or authenticating a document for a financial institution, having the right notarization in place can help reduce the likelihood of complications.
Finding notary services has become more accessible than ever. Traditional options like banks, law offices, and shipping centers remain widely available. Mobile notaries offer convenience for those who need flexibility. And for those who prefer to handle things digitally, RON platforms can provide a secure, modern alternative where state law permits.
Understanding which type of notary service fits your situation, and what your specific document requires, is the most important first step. When in doubt, checking with an attorney or contacting the institution requesting the document can help clarify any requirements before your appointment.If you are looking to explore remote notarization options, platforms like NotaryCam offer RON services with secure identity verification and digital record-keeping for both individual and business needs.
Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government.
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