Key Takeaways
- A notary public is a state-appointed official who verifies your identity and witnesses your signature to prevent fraud.
- Common documents that require a notary include real estate deeds, Powers of Attorney, and Affidavits.
- Drafting a document is not enough. It must be signed and witnessed by a notary public to be legally valid.
- Online notary appointments can be completed in minutes from any device without leaving home.
- Nearly all U.S. states now allow you to meet with a notary online through secure video technology.
In a rush? Meet with a notary online and complete your document in about 7 minutes
What is a Notary Public?
Have you ever wondered: what is a public notary exactly? It’s a common question, and an important one. If you’ve ever signed a mortgage, adopted a child, or created a Will, you’ve needed a notary public.
According to the National Notary Association, a notary public is a state-appointed official who serves as an impartial witness to deter fraud. More specifically, a notary public serves as an impartial, third-party witness during the signing of important documents. Their job is to verify your identity, and confirm you’re signing willingly.
For years, notaries were commonly found at banks, law offices, shipping stores, government offices, and through mobile services. Today, you can also meet with a notary public online from your home or office.
“Some people don’t realize they need a notary until they’re already in the middle of an important transaction. Understanding what a notary does and when you need one makes everything go much more smoothly.” — Talia Wang, Notary Public
What does a Notary Public Do?
A notary’s duties go far beyond simply watching you sign a piece of paper. The American Society of Notaries outlines the following key responsibilities:
- Identity Verification: The notary checks your government-issued photo ID, such as a driver’s license or passport, to confirm you are who you say you are. Some states also accept a state-issued ID card or military ID. If your identity can’t be confirmed through standard identification documents, some areas allow a credible witness to vouch for you under oath. Some states also use a knowledge-based authentication (KBA) to prove your identity. This KBA is a series of unique questions that only you can answer.
- Confirming Voluntary Signing: The notary confirms you understand the document you are signing and are signing on your own free will. That means you are not being pressured to sign. If you seem confused or it seems like you are being forced to sign, the notary should not continue with the process.
- Witnessing Signatures: The notary watches you sign the document in real time, confirming the signature is genuine and legitimate.
- Administering Oaths and Affirmations: For sworn documents like Affidavits, the notary administers an oath or affirmation. To “swear” is to make an oath, often on a religious text like the Bible. To “affirm” is to make a solemn, secular (non-religious) promise. Both are legally valid.
- Maintaining Records: Most states require notaries to keep an official notary journal with logs each act the notary has performed. This log includes the date, document type, and signer’s identification. How long the record must be kept varies by state.
- Completing the Notarial Certificate: The notary signs the document and applies their official seal. This completes the legal record of the signing.
A notary’s authority is tied to the state that commissioned them. Because each state has its own rules, what a notary can do in one state may differ slightly from another. When in doubt, check with the organization or institution requesting your document.
Important: A notary public is not a lawyer and can’t give you legal advice or explain your document to you. They are strictly an impartial witness.
Skip the trip. Meet with a notary online from any device with a Wi-Fi connection.
When Do You Need a Notary?
You need a notary whenever a document must have official identity verification and signing before a witness. Common situations include the following:
- Real Estate Transactions: Deeds, mortgage documents, and refinancing agreements typically require you to meet with a notary before they can be officially recorded with a county official.
- Powers of Attorney: A Power of Attorney (POA) gives another person legal authority to act on your behalf. This is common in financial, medical, or legal matters. A POA almost always requires a notary’s signature to be considered valid.
- Affidavits and Sworn Statements: An Affidavit is a written statement made under oath. Courts, government agencies, and financial institutions require these documents to be witnessed by a notary public.
- Estate Planning Documents: Wills, living trusts, and advance healthcare directives often require you to sign them in front of a notary to confirm you were acting freely (not forced to sign) and were of sound mind when you signed.
- Family Law Documents: You often have to sign in front of a notary public to confirm your identity when dealing with adoption papers, custody agreements, and child travel consent letters.
- Business Agreements: Signing a business contract in front of a notary is required to confirm both sides understand the contract and are entering into it willingly.
Keep in mind that drafting your document is only the first step. To be legally valid, your document must be signed in front of a notary. Don’t wait until the last minute because your document isn’t complete until it’s witnessed and sealed.
Book an online appointment, and see how easy it is to finalize legal documents from the comfort of your own kitchen!
Types of Notarial Acts
The specific acts a notary can perform vary by state. The American Society of Notaries identifies the most common things a notary can do:
- Acknowledgements: The most frequently performed notarial act. You appear before the notary, tell them you signed the document voluntarily (not forced), and confirm the signature is yours. The notary verifies your identity and completes the notarial certificate.
- Jurats: You swear or affirm under oath that the contents of a document are true. This is commonly used for Affidavits and sworn statements. You must sign in the presence of the notary public after the oath has been administered.
- Copy Certifications: The notary confirms that a copy of an original document is complete and accurate. This is often used for diplomas, transcripts, or records where it isn’t possible to give the original.
- Oaths and Affirmations: Notaries can administer oaths and affirmations for many official purposes. This includes sworn testimony, official statements, and certain government filings.
What is a Certified Notary Public?
“Certified” and “commissioned” are terms that are often used interchangeably. To become a notary, a person must apply through their state government, typically the Secretary of State’s office. In some states you simply fill out a form and pay a fee. In others, you must complete a course and pass an exam. Once approved, the notary is formally commissioned to perform notarial acts in their state.
In-Person vs. Online Notary Services: What’s the Difference?
When most people picture meeting with a notary, they imagine driving to an office, sitting across a desk, and signing a document face-to-face. That’s still an option, but there are faster, more convenient ways to meet with a notary.
How In-Person Notary Services Work
With a traditional in-person notary, you:
- Schedule an appointment and travel to the notary’s office
- Present your valid government-issued photo ID
- Sign your document in front of the notary
- The notary applies their signature and official seal.
This is a widely accepted process, but it requires coordinating your schedule to match the notary’s availability, arranging travel, and taking time out of your day to get to the appointment. Although this is an established practice, it’s not the most convenient way to get the service you need.
How Mobile Notary Services Work
A mobile notary travels to your location (home, office, hospital, coffee shop etc.) to witness your signature in person. This sounds like a great idea, except mobile notaries charge for travel on top of the standard notary fee. And this travel fee can vary substantially depending on the distance travelled, the time of day, and urgency. While they appear to be a great choice, mobile notary services can be a more expensive option.
The Benefits of Online Notary Services
An online notary appointment (sometimes called Remote Online Notarization or RON) follows exactly the same steps as other appointments, but via secure video. Currently, 47 states and the District of Columbia allow online notary services. Here’s why selecting an online notary service is the most sensible choice:
Convenience
You don’t need to leave your home, take time off work, or drive around looking for parking. Online notary services are available on your schedule, including evenings and weekends.
Speed
An online notary appointment can be completed in as little as 7 minutes. This is important when you are scrambling to meet a tight deadline.
Accessibility
Finding a notary near you can be difficult if you live in a rural area, have limited mobility, or travel a lot. Online notary services connect you with a fully commissioned notary public no matter where you are.
Enhanced Security
Online notary platforms use encrypted video connections to ensure privacy and digital seals that show if there has been any tampering. The session is recorded and a digital audit trail is created for added security. The completed document is returned to you digitally.
Next Step: Complete Your Document
Now that you know what a notary public does, here’s how to get your document completed:
- Prepare your document and ensure all fields are completed (but leave your signature blank).
- Find your valid, unexpired government-issued photo ID.
- Book your notary appointment — in person, mobile, or online.
- Meet with your notary, sign your document, and receive your completed document with an official seal.
The entire online process can be completed in about 7 minutes — from any device, from anywhere.
Ready to meet with a notary online? Book your appointment now.
Conclusion
Knowing what a notary public does is only part of the equation. The other half is knowing you don’t have to let the process slow you down.
That’s exactly why online notary services exist. In most states, you can meet with a notary online from the comfort of your home, office, or anywhere with a Wi-Fi connection. The same legal steps happen — identity verification, witnessed signing, official seal — in as little as 7 minutes at a time that’s convenient for you.
