In the United States, notarizing a document means an authorized notary public completes a defined legal act—usually verifying a signer’s identity and willingness, or administering an oath—and records that act in a notarial certificate. Notarization is a fraud-deterrent safeguard. It does not prove every statement in the document is true, make an invalid document valid, or guarantee that a bank, court or government agency will accept it.
The required act, identification, certificate wording, seal and procedure depend on the document, the receiving organization and the law of the state where the notary is commissioned.
What a notary actually checks
A notary is an impartial, state-authorized official. The notary’s job is generally limited to the notarial act—not deciding whether the contract is fair, whether the transaction is lawful in every respect, or whether the document’s promises are accurate.
- Identity: The notary follows applicable state rules for acceptable identification or personal knowledge.
- Personal appearance: The signer appears before the notary in person unless an authorized remote procedure applies.
- Willingness and awareness: The notary screens for coercion and apparent understanding of the act.
- Correct certificate: The notary completes wording that identifies the act, date and jurisdiction, then applies the required signature and seal or electronic equivalent.
A notary normally cannot choose the legal form that best protects you or explain the document’s legal effect. Ask the drafter or a lawyer those questions.
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Acknowledgment and jurat: the two acts people confuse most
These acts are not interchangeable. The receiving organization or document drafter should specify which one is required.
| Feature | Acknowledgment | Jurat |
|---|---|---|
| What the signer communicates | The signer acknowledges willingly signing the document for its intended purpose. | The signer swears or affirms that the document’s statements are true. |
| When the signature is made | A signature may already have been placed before the appearance, subject to applicable state law; the signer must still appear and acknowledge it. | The signer signs in the notary’s presence. |
| Common examples | Deeds, powers of attorney and trusts. | Affidavits, depositions and interrogatories. |
| Certificate language | Acknowledgment wording. | Oath or affirmation, often “subscribed and sworn,” wording. |
Examples are common patterns, not a substitute for the recipient’s instructions. A copy-certification act exists in some jurisdictions, but not every state permits notaries to perform it.
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What to do before your appointment
- Ask the recipient which act is required. Confirm whether it wants an acknowledgment, jurat, copy certification or a particular certificate. A notary may not know the transaction’s purpose.
- Complete the document. Bring the entire document, not just the signature page. Resolve missing information and avoid blank spaces; unfinished documents can create fraud risk. Do not sign until you know whether the required act calls for signing in the notary’s presence.
- Bring every required signer. Each person whose signature must be notarized generally needs to appear for that person’s act.
- Bring acceptable identification. Exact documents and expiration rules vary by state and by the notary’s commissioning authority. Ask in advance what will be accepted.
- Plan for questions, not legal advice. The notary can explain the mechanics of the act but generally cannot advise whether the document meets your legal or financial needs.
What happens during notarization
For an acknowledgment
You appear before the notary, present identification as required, and state that you signed the document voluntarily for its intended purpose. If the signature was made earlier, the notary records your acknowledgment under the applicable state rule. The notary then completes the acknowledgment certificate and applies the required seal or electronic seal.
For a jurat
You appear before the notary, take an oath or make an affirmation that the statements are true, and sign in the notary’s presence. The notary completes the jurat certificate, which reflects the oath or affirmation.
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- Notary must provide a copy of their certificate of commission.
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The notary may refuse an act when identity, willingness, awareness, personal appearance or the certificate requirements are not satisfied. A refusal does not determine whether the underlying document is valid; it means the requested notarial act cannot properly be completed under the applicable rules.
In-person, electronic and remote notarization
State law controls which method is available and how identity is established. These methods should not be treated as synonyms.
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- Traditional in-person notarization: A paper document, physical appearance before the notary, handwritten signatures and a physical seal where required.
- In-person electronic notarization: An electronic record and electronic signatures or seals while the signer is physically present with the notary.
- Remote online notarization (RON): The signer and notary use authorized real-time audiovisual communication and electronic records. Identity verification and recordkeeping follow the governing state’s requirements.
Availability and implementation differ by state and can change. Verify current rules with the notary’s commissioning authority. Someone outside the United States who wants to use a state-commissioned remote notary should check both that state’s rules and the country where the document will be used.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Notarization is different from an apostille or authentication
Notarization concerns the notary’s act involving the signer and document. An apostille or authentication certificate is a separate government certification used for some documents intended abroad.
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- This notary stamp will be customized to meet your specified state's requirements - image may not necessarily show your state's design.
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- We are currently unable to make notary stamps for California or Missouri. We apologize for any inconvenience.
- The following states require you to email us a copy of your notary certificate: AK, AZ, GA, HI, NC, ND, NM, NV, OR, RI, TN, UT, WA, WV.
The U.S. Department of State explains that “Authentication acknowledges the seal and signature of the official and not the document itself.” In other words, authentication does not certify the truth of the document’s contents.
The destination country, document type, issuing authority and whether the country participates in the Hague Apostille Convention determine the required route. Follow the instructions of the destination country, the issuing state and the U.S. Department of State. Do not assume that notarization alone is sufficient; some original documents should not be notarized as part of a particular authentication process.
Common mistakes to avoid
- Choosing an acknowledgment or jurat based on a guess.
- Signing a jurat before meeting the notary.
- Bringing only a signature page or leaving material blanks.
- Arriving without acceptable identification or without all required signers.
- Expecting the notary to draft a document, select legal language or guarantee acceptance by the recipient.
- Assuming a notarized document is automatically valid, truthful or ready for international use.
- Assuming an online notarization is available everywhere or is identical to signing electronically in person.
When the recipient’s instructions conflict with the form
Stop and clarify before signing. Tell the receiving organization exactly what certificate appears on the document and ask whether it requires a different act or wording. If the document was prepared by a lawyer, lender, court or government agency, request corrected instructions or a replacement form rather than asking the notary to alter the certificate to fit an uncertain purpose.
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