How to Notarize a Document

Everyone · How-to · Updated October 1, 2026 · LearnLife Editorial

What do you need before starting to notarize a document?

Before beginning the notarization process, prepare several key items to ensure a smooth experience. First, have the original document that requires notarization on hand. This document must be complete but not yet signed—you will sign it in front of the notary to validate your signature. Next, bring a valid, government-issued photo identification such as a driver’s license, state ID card, passport, or military ID. The ID must be current (not expired) and include your photo and signature to allow the notary to confirm your identity.

Also, check if your document requires witnesses in addition to notarization—some legal documents specifically ask for this. For example, certain deeds or affidavits may require one or two witnesses present during the signing. Confirm this before your appointment to avoid delays. Additionally, ask the notary ahead of time about any fees they charge, which can range from a few dollars to $15 or more, depending on your state and the notary’s policies.

If you’re notarizing online, confirm that your state allows online notarization and that you have access to a device with a camera, microphone, and stable internet connection. You will likely need to create an account on the notary’s platform for identity verification and document uploading.

What are the exact steps to notarize a document and why?

Notarizing a document involves a precise series of steps to guarantee its authenticity and prevent fraud:

1. Do not sign the document before the notarization appointment. The notary must witness your actual signature, so signing early invalidates the notarization.

1. Bring your valid photo ID. The notary compares your appearance to the ID to verify you are the person signing.

1. Meet with a commissioned notary public in person or via an authorized online platform. In-person notarizations require your physical presence. Online notarization uses video calls and special identity verification methods.

1. Sign the document in the notary’s presence. The notary must see you sign to confirm the signature is genuine and made voluntarily.

1. The notary completes the notarial certificate. This certificate, either attached to or part of the document, includes the date, location, and type of notarization performed (e.g., acknowledgment or jurat).

1. The notary applies their official seal or stamp and signs the document. The seal includes the notary’s commission number and expiration date, certifying the act.

1. Pay any applicable fees. Clarify fees beforehand and pay as required to complete the process.

1. Safely store the notarized document. Keep the original notarized document in a secure place, as it may be needed for legal or official purposes later.

For example, if you need to notarize a power of attorney, you would bring the unsigned form and your ID, meet the notary, sign the form in their presence, and receive the notarized document with the notary’s signature and seal. This process protects you and others relying on the document from forgery or disputes.

How can you tell the notarization worked?

After the notarization, confirming its validity is crucial. A properly notarized document shows several clear signs:

• Notary’s handwritten signature: This authenticates the notary’s confirmation of your identity and signature.

• Official seal or stamp: The seal is typically embossed or inked and contains the notary’s name, commission number, and expiration date. It visually indicates the document has been notarized.

• Notarial certificate: This section on or attached to the document states the date, location (state and county), type of notarization (e.g., acknowledgment, jurat), and sometimes the reason for notarization.

• Clear date of notarization: The date the notary completed the notarization should appear on the certificate or near their signature.

If notarized online, you may receive a digital certificate or audit trail confirming the identity verification and notarization steps. This is often stored electronically alongside the document.

To verify a notarization, look for inconsistencies such as missing seals, unsigned certificates, or incorrect dates. These issues can cause the document to be rejected by courts, banks, or agencies requiring notarization.

What should you do if the notarization goes wrong?

Mistakes during notarization can invalidate your document. Common problems include signing before the notary, missing or unclear seals, incorrect dates, or the notary failing to complete the certificate properly. If you notice an error, do not alter the document yourself.

Instead, contact the notary who performed the notarization immediately to request corrections. The notary may need to re-notarize the document or issue a corrective statement. If the original notary is unavailable or unwilling to assist, you may need to have the document notarized again by a different notary.

In serious cases where you suspect fraud, coercion, or improper notarization, contact your state’s notary regulating authority. They can investigate and take disciplinary action if needed.

If you are unsure about the notarization’s validity or the document’s legal effect, consult a lawyer or seek assistance from legal aid organizations such as Legal Services Corporation or LawHelp.org.

How do you notarize a letter specifically?

Notarizing a letter, such as an authorization letter or affidavit, follows the same core process as any document notarization:

• The letter must be complete but unsigned before meeting the notary.

• Bring the letter and your valid photo ID to the notary’s office or online meeting.

• Sign the letter in front of the notary.

• The notary will verify your identity, witness your signature, complete the notarial certificate, apply their seal, and sign the letter.

For example, if you write a letter authorizing someone to pick up documents for you, notarizing that letter confirms your identity and consent. This notarization adds credibility and legal force to the letter, which may be required by the receiving party.

The wording in the letter should be clear and specific, and you can ask the notary to review the format if needed. However, the notary will not provide legal advice or change your letter’s content.

How do you notarize a document online?

Online notarization uses live audio-video technology to connect you with a commissioned notary who is located anywhere within the United States. The process involves these steps:

• Confirm your state allows online notarization for your document type.

• Access the online notarization platform via a computer or smartphone with camera and microphone.

• Upload the unsigned document electronically to the platform.

• Verify your identity using state-approved methods, which may include scanning your photo ID, answering knowledge-based questions, or biometric checks.

• Sign the document electronically while on a live video call with the notary, who watches you sign in real time.

• The notary completes the notarial certificate, applies a digital signature and seal, and provides you with a downloadable notarized document.

For example, if you live far from a notary or have mobility issues, online notarization allows you to complete this process remotely from home.

Be aware that online notarization is not yet accepted in every state or for all documents—check local rules before proceeding. Also, retain a copy of the audit trail or certificate provided to demonstrate the authenticity of the remote notarization if requested.

How can this information help you personally?

Understanding how to notarize documents empowers you to handle personal and legal paperwork confidently, avoiding delays and rejections by institutions that require notarization. Whether you need to notarize a deed, a letter, power of attorney, or other official papers, this guide equips you with the knowledge to prepare and complete the process correctly.

When you know what to bring and how the steps flow, you can approach notarization appointments calmly and efficiently. This is especially helpful when dealing with time-sensitive matters like real estate transactions or legal filings.

If you are a parent or educator, understanding notarization allows you to explain the process clearly to others, fostering legal literacy. For detailed insights on related topics, consider reading What Does a Notary Put on a Document? or How to Notarize a Deed of Sale.

Frequently asked questions

Can I notarize my own document?

No, you cannot notarize your own document because a notary public must be impartial and verify the identity of the signer. Signing your own document as a notary creates a conflict of interest and is prohibited to maintain the notarization’s legal validity. See Can You Notarize Your Own Documents? for more details.

What types of ID are accepted for notarization?

Typically, valid government-issued photo IDs like driver’s licenses, state ID cards, passports, or military IDs are accepted. The ID must be current, unexpired, and show your photo and signature clearly for proper identity verification.

Is notarization required for all legal documents?

No, notarization is only required for specific documents such as deeds, powers of attorney, affidavits, and some contracts. Review the document’s instructions or contact the requesting agency to determine if notarization is necessary.

How much does notarization usually cost?

Fees vary by state and notary but usually range from $5 to $15 per notarized signature. Some states set maximum fees that notaries can charge. Always confirm the fee with the notary before your appointment.

Can a minor get a document notarized?

Generally, signers must be adults (18 years or older) to notarize documents. Minors typically cannot sign notarized documents unless a parent or legal guardian is involved or state law specifies otherwise. Laws vary by state.