Notarizing a document is one of the most common legal tasks in the United States — yet many people aren’t sure exactly how the process works or where to start.
Whether you’re signing a contract, real estate document, affidavit, or power of attorney, notarization ensures that your signature is legally valid and protected against fraud.
This 2025 guide explains how to notarize documents in the U.S., including requirements, costs, and the best online notary services available today.
1. What Does It Mean to Notarize a Document?
To notarize a document means having a notary public — a licensed official authorized by the state — verify your identity, witness your signature, and apply an official notary seal.
This seal confirms that:
- You signed the document voluntarily.
- You are who you say you are.
- The contents were not altered after signing.
Commonly notarized documents include:
- Legal contracts and affidavits.
- Property deeds and mortgage papers.
- Power of attorney forms.
- Wills and trusts.
- Business agreements and loan documents.
2. Types of Notarization in the U.S.
There are several types of notarial acts depending on your document and purpose:
✅ Acknowledgment
Used for legal documents (like deeds or contracts) to confirm that you signed them willingly.
✅ Jurat
The notary requires you to swear or affirm that the information in the document is true (often used in affidavits).
✅ Copy Certification
The notary verifies that a copy of an original document is accurate and complete.
✅ Signature Witnessing
The notary simply observes you signing a document to confirm your identity.
3. Requirements to Notarize Documents in the U.S.
Before your document can be notarized, you must:
- Present valid identification, such as:
- Driver’s license
- Passport
- State-issued ID card
- Sign in the presence of the notary (unless notarizing online).
- Ensure the document is complete — notaries cannot notarize blank or incomplete forms.
- Pay a small notary fee, usually regulated by state law.
4. Where to Find Notary Services in the U.S.
You can notarize documents through several channels depending on your convenience and budget:
🏦 1. Banks and Credit Unions
Most major banks offer free notary services to their customers. Examples include:
- Bank of America
- Wells Fargo
- Chase
- Citibank
📬 2. Shipping and Mail Stores
UPS, FedEx, and postal centers often have walk-in notaries available on-site.
⚖️ 3. Law Offices or Courthouses
Attorneys and local government offices provide reliable legal notarization USA for official documents.
💻 4. Online Notary Services (Remote Notarization)
Since 2020, many states now allow online notary USA services via secure video call.
5. How to Notarize a Document Online
Online notarization has become one of the fastest-growing legal services in the U.S. It’s secure, legal, and available 24/7 in most states.
Here’s how it works:
🪶 Step-by-Step Process
- Upload your document to a verified online notary platform.
- Verify your identity using a government-issued ID and webcam.
- Meet with a licensed notary via video chat.
- Electronically sign the document.
- The notary applies a digital seal and sends you the notarized copy instantly.
🔐 Best Online Notary Platforms in 2025
- Notarize.com – Available in all 50 states; secure and fast.
- Nexsys Clear Sign – Ideal for real estate and mortgage documents.
- NotaryCam – Popular for business and international clients.
- DocuSign Notary – Perfect if you already use DocuSign for contracts.
6. Costs of Notary Services in the U.S.
The cost of notarization varies by state and method:
| Service Type | Typical Fee Range |
|---|---|
| In-person notary | $5 – $15 per signature |
| Bank notary (customers) | Often free |
| Online notary | $25 – $40 per document |
| Real estate or loan documents | $50 – $150 (complex cases) |
Tip: Always confirm the fee before your appointment, as some states have maximum legal limits for notary charges.
7. How to Check if a Notary Is Legitimate
Before you notarize, make sure the notary is authorized and active in their state. You can check this through the:
- Secretary of State’s website (each state has a searchable notary database).
- Verify they have a valid commission number and expiration date.
Avoid using “notario público” services unless they’re certified — in the U.S., that term often refers to unlicensed individuals who cannot perform legal notarizations.
8. What Happens After Notarization?
Once the document is notarized:
- You’ll receive a physical or electronic copy with the notary’s signature and seal.
- It becomes legally valid for use in contracts, court filings, or official records.
- Keep it safe — notarized documents are difficult to replace.
If notarized online, you’ll also receive a digital certificate confirming the verification process.
9. When Do You Need a Notary?
Not all documents require notarization, but it’s commonly needed for:
- Real estate transactions (mortgages, deeds).
- Legal forms (affidavits, powers of attorney).
- Business contracts and partnership agreements.
- Financial documents (loan applications, identity verifications).
Notarization adds a layer of security and legal authenticity, protecting all parties involved.
10. Final Thoughts
Getting a document notarized in the U.S. is now faster and easier than ever. Whether you visit your local bank or use an online notary service, the process ensures your signature is legally verified and protected.
If you value convenience and speed, try an online notary USA — it’s fully legal in most states, secure, and often completed in under 10 minutes.
Always verify the notary’s credentials and keep copies of all notarized documents for your records. With the right approach, notarization can be a smooth and stress-free part of your legal process in 2025.