An Overview of Public Notary Services

Introduction

Public notary services play a vital role in legal, financial, and business transactions by providing official authentication of signatures and documents. This comprehensive guide covers the full scope of public notary services, including traditional in-person notarization, remote online notarization (RON), and specialized notarial acts such as acknowledgments, jurats, and copy certifications. The intended audience includes both individuals and businesses who need documents notarized for real estate, estate planning, business contracts, immigration, and more. Understanding public notary services is essential for anyone seeking to ensure the legal validity and acceptance of important documents, prevent fraud, and comply with state and federal requirements.

Whether you are a first-time user or a business professional managing high-value transactions, this article will help you navigate the types of public notary services available, where to access them, and how to prepare for your appointment. By understanding the process and requirements, you can avoid costly mistakes and ensure your documents are properly executed.

Where and Why Public Notary Services Are Used

Public notary services can be accessed at banks, shipping stores, professional directories, and online platforms. These services authenticate signatures on crucial documents such as wills, deeds, and contracts, adding legal legitimacy and helping to prevent fraud. Common documents requiring notarization include real estate deeds, powers of attorney, and business contracts. Whether you need to finalize a property sale, establish a power of attorney, or execute a business agreement, public notary services provide the official verification needed for your documents to be recognized and accepted.

Key Takeaways

• A public notary is a state-commissioned official who verifies identity, witnesses signatures, and administers oaths to protect against fraud in legal and financial transactions.

• Clients can choose between in-person notarization at banks, law offices, and shipping centers or remote online notarization services, often available 24/7 for added convenience.

• Typical costs range from $5–$15 per notarial act in most states for in-person services, while online sessions generally start around $25 or more due to platform and security costs.

• To get a document notarized, bring valid government-issued photo ID, complete documents with all pages, and any required witnesses to your appointment.

• Common notarized documents include real estate forms, powers of attorney, affidavits, financial papers, and immigration forms—though notarization does not replace legal advice from a licensed attorney.

What Is a Public Notary?

Public notary services involve a state-appointed official, known as a notary public, who verifies the identity of signers, ensures they are signing willingly, and acts as an official witness to prevent fraud.

A notary public is a state-commissioned official authorized to serve as an impartial witness in non-contentious legal matters. The primary duties of a notary include verifying the identity of signers, witnessing signatures, and administering oaths or affirmations to deter fraud and ensure documents are legally valid. Notaries serve as public servants responsible for protecting citizens against fraud and ensuring document integrity. Under the Michigan Law on Notarial Acts (MiLONA), notaries must act responsibly and exercise reasonable care in the performance of their official duties, and may be subject to civil suits for damages caused by their errors or omissions. MiLONA also prescribes the powers and duties of state agencies and local officers and provides for remedies and penalties. This profession traces its roots to ancient civilizations, with the first American notary, Thomas Fugill, appointed in 1639 by the General Court of New Haven Province.

In most states, a notary commission is granted by the Secretary of State or a similar state government office for a fixed term. Commission lengths vary by jurisdiction—Michigan grants commissions for 6–7 years. A Notary Public commission is a statewide appointment, and once commissioned, a Notary may notarize anywhere within the State of Michigan. To obtain a commission, applicants typically must pass background checks, complete required education, and submit an application demonstrating they meet the legal requirements of their notary’s commissioning state. Most states require notary applicants to obtain a surety bond as part of the application process. The notary’s commissioning state determines the jurisdiction and legal authority for performing notarial acts, especially for online notarization. The legal recognition and enforceability of notarizations, particularly online notarizations, depend on compliance with the laws of the notary’s commissioning state, ensuring the transaction’s validity nationwide.

When you get a document notarized, the notary confirms several critical elements: that the signer appeared in person or via an approved audio-video connection, that proper identification was presented, that the signer understood the document, and that they signed willingly without duress. This process creates a layer of legal protection that courts and institutions rely upon.

It’s important to understand what a notary cannot do. A notary is an impartial witness and cannot provide legal advice, recommend specific document language, or choose the type of notarization for you. These boundaries exist because notaries are authorized to certify the act of signing, not the legal implications of what you’re signing. Notarization does not automatically prove the truth or enforceability of a document, but rather certifies the identity and willingness of the signer. For complex matters, consulting with an attorney or other legal counsel remains essential.

Today, there are multiple modes of notarization available to serve different needs:

Types of Notary Services

Understanding the different notarial acts available helps you determine exactly what your document requires. Here are the main notary services clients typically request, explained in plain language.

Acknowledgments

An acknowledgment is used when a signer acknowledges they signed a document voluntarily. The notary verifies the signer’s identity and confirms they understand they are signing of their own free will. Acknowledgments are a common way to have signatures notarized for important legal documents, and understanding the difference between acknowledgments and jurats in California is crucial when dealing with state-specific forms. This notarial act is commonly required for:

• Deeds and property transfers

• Mortgages and refinancing documents

• Powers of attorney

• Transfer-on-death instruments
  
  

The notary attaches a notarial certificate confirming the acknowledgment was properly executed.

Jurats

A jurat requires the signer to swear or affirm that the statements contained in the document are true. The notary administers an oath or affirmation before the document is signed in their presence. Jurats are typically used for:

• Affidavits

• Sworn statements for court

• Certain government applications

• Declarations under penalty of perjury

Oaths and Affirmations

An oath is a spoken promise to tell the truth, often invoking a religious reference. An affirmation serves the same purpose but without religious language. Both are legally binding and used for testimony, affidavits, and various applications where truthfulness must be formally established, and they frequently appear in broader attestation and notarization document authentication processes.

Copy Certifications

Where state law permits, a notary can certify that a copy of an original document is a true and accurate reproduction. This service applies to items such as:

• Academic credentials and diplomas

• Professional licenses

• Certain corporate documents
  
  

Note that vital records like birth certificates, death certificates, and marriage licenses typically cannot be certified by a notary—these must be obtained from the issuing agencies.

Specialized Services

Some notary services require additional training or separate authorization:

• Notary signing agent services for loan closings require specialized knowledge of mortgage documents, and clients in Southern California often rely on mobile notary services in Santa Monica for these high-stakes real estate signings.

• Immigration forms may require working with authorized professionals for proper compliance

• Certain real estate transactions have jurisdiction-specific requirements

In-Person Public Notary Services

Despite the growth of digital options, many people still prefer or need face-to-face notarization. Whether you visit a bank, credit union, law office, or shipping center, in-person notarization remains the traditional paper based notarization method that many institutions require.

Many of the same professionals who provide traditional notarization also offer mobile services, and understanding what a notary public is and what they do can help you choose the right provider for your situation.

Where to Find In-Person Notaries

Common locations offering notary services include:

• Banks and credit unions – Often free for account holders

• Law firms – Convenient when paired with legal counsel

• UPS stores and shipping centers – Walk-in friendly

• Real estate offices – Specialized in property documents

• County offices – Available at some local government buildings

• Mobile notaries – Come to your location for a fee
  
  

Financial institutions frequently provide free notarization as a service to account holders. A typical appointment at a bank lasts about 20–30 minutes from check-in to completion, though complex documents with two or more signers may take longer, and many people choose mobile notary services that travel to them when they need additional flexibility or after-hours support.

The In-Person Process

Here’s what to expect when you visit for in-person notarization:

1. Book an appointment – Some locations accept walk-ins, but scheduling ensures a notary is available

2. Arrive early – Allow time for check-in and any required paperwork

3. Present your ID – Bring unexpired government-issued photo identification

4. Sign in the notary’s presence – Never sign beforehand

5. Wait for completion – The notary will complete the notarial certificate and apply their official seal
   
   

All signers must be physically present with the notary during the notarization process. If witnesses are required, they must also attend the single meeting and typically cannot be minors or parties to the transaction, and special care is required when considering whether a notary can notarize for a family member in California while maintaining impartiality.

Bring the complete, unaltered document to your appointment—including all attachments and exhibits. Many states require the notary to review every page, not just the signature page. If you’re unable to locate specific state requirements regarding fees, language, or real estate rules, check with your Secretary of State office or consult a qualified attorney.

Remote Online Notary (RON) Services

Remote online notarization uses secure video calls, identity verification tools, and electronic signatures to perform notarizations entirely online. This isn’t just another method of getting documents signed—it represents a fundamental shift in how notarization can be accessed. Companies such as Notarize and FedEx Office provide secure platforms for remote notarization via video conference, and these online notarization services are now accepted in all 50 states, including arrangements that follow California-focused remote online notarization guidelines by using out-of-state commissioned notaries.

How RON Works

As of the mid-2020s, a majority of U.S. states have enacted laws authorizing online notarization. When performed in compliance with applicable law, remotely notarized documents are generally accepted nationwide. Here’s the typical workflow:

1. Upload or scan your document to the RON platform

2. Verify your identity through knowledge-based authentication questions plus photo ID comparison

3. Connect via live video with a commissioned online notary

4. Apply electronic signatures where required

5. Download or share the completed notarized file

Pricing and Access

Online notarization typically costs more than in-person services due to platform and security requirements. Common pricing models include:

Many RON platforms offer 24/7 access, allowing you to schedule an appointment online at your convenience—even outside traditional business hours.

Security and Compliance

RON platforms maintain robust security measures:

• Encrypted video recordings stored for audit trails

• Multi-factor authentication for all parties

• Tamper-evident electronic seals

• Secure document storage and transmission

• Identity verification using multiple data points

Limitations to Consider

Before choosing online notarization, be aware of these common restrictions:

• Signers may need to be physically located in the U.S. during the session

• Certain real estate or estate-planning documents may not be eligible

• The receiving party (court, recorder, lender) must accept RON-notarized documents

• Some states have specific requirements about which notary’s commissioning state applies
  
  

Online notarizations are valid and enforceable in every state, with their validity determined by the law of the notary’s commissioning state. The acceptance of a notarized document may be subject to the laws and requirements of the notary’s commissioning state, so it is important to verify compliance.

Always confirm with the organization receiving your documents that they accept remote online notarization for your specific document type.

Popular Documents That Need Notarization

Here’s a quick reference showing real-world situations where notarization is required or strongly recommended, particularly in high-value transactions where robust document authentication through attestation and notarization helps prevent fraud.

Real Estate Documents

• Deeds (warranty, quitclaim, grant)

• Mortgages and deeds of trust

• Transfer-on-death instruments

• Property power of attorney forms

• Closing documents and settlement statements

Estate and Family Documents

• General and limited powers of attorney

• Healthcare proxies and advance directives

• Living wills

• Parental consent forms for minors

• Pre-nuptial and post-nuptial agreements (where applicable)

• Wills (witness requirements vary by state)

Financial and Business Documents

• Bank forms and account authorizations

• Loan agreements

• Corporate resolutions

• Partnership and operating agreements

• Vendor contracts

• Investment instructions and beneficiary designations

Legal and Court-Related Paperwork

• Affidavits and sworn statements

• Declarations under penalty of perjury

• Small claims court forms

• Settlement agreements (jurisdiction-dependent)

• Depositions and interrogatories

Immigration and Travel Documents

• Affidavits of support

• Letters authorizing minor travel with non-parents

• Certified translation affidavits

• Passport applications (certain forms)

• Various immigration forms
  
  

Important: While notaries can notarize immigration forms, only authorized immigration professionals may provide legal advice on immigration matters. Work with qualified professionals for compliance with all applicable laws.

How to Prepare for Your Notary Appointment

Good preparation prevents delays and helps avoid rejected documents. Taking a few minutes to prepare properly can save you from making multiple trips or rescheduling your appointment.

Acceptable Forms of ID

Bring an unexpired government-issued photo ID that matches the name printed on your document. Acceptable forms of identification typically include:

• State driver’s license or ID card

• U.S. passport or passport card

• Military ID

• Permanent resident card
  
  

The name on your ID should match the name on the document. Minor variations may be acceptable, but significant discrepancies can prevent notarization.

Document Preparation Steps

• Do not sign in advance – The notary must witness the signature or take an acknowledgment personally.

• Bring the complete document – All pages, attachments, and exhibits.

• Leave signature lines blank – The notary needs to see you sign or acknowledge.

• Review for completeness – Fill in all required fields except the signature.

Witness Requirements

• Some documents require witnesses in addition to notarization.

• Check in advance if your document requires witnesses.

• Confirm whether the notary location can provide witnesses, or if you must bring your own.

• Witnesses typically must be unbiased adults (not parties to the transaction).

Professional Review

Consider reviewing complex documents with a legal or financial advisor before your appointment. Notaries cannot explain legal effects, recommend language changes, or advise whether a document serves your interests. For transactions involving substantial assets, legal obligations, or immigration matters, professional guidance provides important protection.

Time and Fee Considerations

Plan appropriately for your session:

Confirm any applicable fee before your session starts. Most states cap the cost for each notarial act, but mobile notaries may charge additional travel fees that must be disclosed in advance, and understanding typical mobile notary fees and pricing factors can help you budget appropriately.

Costs, Limits, and Legal Considerations

Notary fees and rules are largely governed by state law. Both in-person and online providers must comply with the statutes of their commissioning state, and these laws protect consumers from excessive charges while ensuring proper procedures are followed.

Fee Structures

Many states set a maximum fee per notarization, commonly ranging from $5–$15 per act. For example, California notary laws on fees and conduct strictly limit what notaries may charge and how they must perform their duties. For instance:

Online notarization provider fees typically exceed these amounts due to platform costs, technology infrastructure, and enhanced security measures. Additional charges may apply for:

Multiple seals or documents

• On-demand witnesses

• Same-day or after-hours service

• Mobile notary travel
  
  

Any travel or convenience fees for mobile notaries must typically be agreed upon in advance and disclosed to the signer before the appointment.

Impartiality Requirements

Notaries must remain impartial and may be barred from notarizing in certain situations:

• Documents involving close family members or spouses

• Transactions where the notary has a direct financial interest

• Any situation creating a conflict of interest
  
  

These restrictions vary by state, so check local laws if you’re uncertain whether a particular notary can serve your needs.

When Notaries Must Refuse

A notary can and should refuse service when:

• The signer cannot be properly identified

• The signer appears confused, impaired, or under duress

• The document is incomplete or contains blank spaces in critical areas

• The requested act is not permitted by law

• The signer asks the notary to certify the truth of document content (notaries certify signatures, not facts)
  
  

A refusal protects both you and the integrity of the notarization process. If refused, ask what specific requirement was not met so you can address the issue.

Record-Keeping Obligations

Many states require notaries to maintain detailed records of each notarial act:

• Journal entries documenting date, time, document type, and signer information

• Secure storage of electronic records and video recordings (for RON)

• Retention periods ranging from 5–10 years depending on jurisdiction
  
  

These records serve as proof of compliance and can be invaluable if questions arise about a transaction later.