For a notary appointment you need two things: a current, government-issued photo ID that shows your picture, physical description, and signature, and the document you want notarized, fully filled out but not yet signed. That covers roughly 90% of appointments. The rest of this guide walks through the edge cases — expired IDs, name mismatches, missing ID, remote sessions — so you don’t lose a trip.
Which IDs Notaries Accept
Three IDs are accepted in every state: a state-issued driver’s license, a U.S. passport, and a U.S. military ID. Many states also accept other government-issued cards that carry a photo, physical description, and signature, such as a state non-driver ID or a permanent resident card.
The notary is comparing the photo, the written description, and the signature on the card against the person sitting across from them. If any of those three elements is missing from the card, or if the notary can’t confidently match them to you, they’re required to turn you away. When in doubt, bring a second government-issued ID as backup.
If Your ID Is Expired
Whether an expired ID works depends entirely on your state. Some states require current ID with no exceptions — Arizona, Texas, and Pennsylvania among them. California and Florida accept IDs issued within the past five years even if they’ve expired. States that follow the Revised Uniform Law on Notarial Acts allow IDs that have been expired for up to three years.
If your ID has expired and you’re not sure what your state allows, renew it before the appointment or bring a second, unexpired government ID.
If You’re Using a Foreign Passport
Many states accept foreign passports, but with conditions that vary. Florida, Georgia, Nebraska, and Tennessee require the passport to carry a physical stamp from U.S. Citizenship and Immigration Services. Iowa, Oregon, and Montana accept foreign passports without that stamp. If your passport is printed entirely in a foreign language, some notaries will decline it because they can’t read the identifying details. Confirm your state’s rule before you go if a foreign passport is your only option.
When the Name on Your ID Doesn’t Match the Document
This is the single most common reason appointments fail, and it usually comes up after a marriage, divorce, or legal name change. If the name on your ID doesn’t match the name on the document, a notary generally can’t proceed on that ID alone.
You have a few ways out. Check whether another government ID matches — a passport in your married name, say, when your license still shows your maiden name. Some states let you sign both names connected by “also known as” or “AKA,” but only if the agency receiving the document accepts that approach. A credible identifying witness, discussed below, can work in some states. The cleanest fix is to update your ID before the appointment so the names line up.
How to Prepare the Document
Bring the document complete in every field except the signature line. Names, addresses, dates, dollar amounts, legal descriptions — everything in the body of the document needs to be filled in beforehand. Notaries will not notarize a document with blank fields in the body, because empty spaces in a signed document invite the kind of after-the-fact tampering that notarization is meant to prevent.
Leave the signature line blank. Signing before you arrive is one of the most common mistakes, and it means starting over with a fresh copy. The whole point of the appointment is for the notary to watch you sign. The notarial certificate section — the block where the notary enters their own information — also stays blank until the appointment.
Keep the document physically intact. Don’t add sticky notes, don’t staple extra pages into the middle, and don’t make marks outside the designated fields. If the document is headed for a government recorder’s office, such as a property deed, stray marks can cause a rejection later even after a valid notarization.
Your document should also tell the notary which type of notarial act it needs — commonly an acknowledgment (you’re confirming you signed willingly) or a jurat (you’re swearing the contents are true). If the document doesn’t specify, call the person or agency requesting it and find out before you go. A notary is prohibited from choosing the act for you, because that’s considered legal advice.
Documents in Another Language
A notary can notarize a document written in a language they don’t read, because they’re verifying your identity and witnessing your signature, not approving the contents. The notarial certificate itself, however, must be in English. If the document already has certificate wording in a foreign language, the notary should attach a separate English certificate. You must be able to read and understand the certificate wording before you sign.
If You Don’t Have ID: Credible Identifying Witnesses
Most states let a credible identifying witness vouch for you if you lack acceptable ID. The witness has to personally know you, carry their own acceptable government-issued ID, and have no financial stake in the transaction. They take an oath before the notary swearing you are who you say you are, and their name, address, and signature go into the notary’s records. A witness who lies faces perjury consequences.
Some states require the notary to personally know the witness, in which case one witness is enough. Other states, including California and Florida, allow two credible witnesses the notary doesn’t personally know, as long as both present valid ID and both know you. Call the notary’s office first and ask how many witnesses you’ll need and whether the notary needs to know them. Walking in without ID and without a pre-arranged witness almost always ends in a declined appointment.
If You Can’t Physically Sign
If illness, injury, or disability prevents you from writing your name, many states let you make a mark — usually an “X” — in place of a full signature. Most states that allow this require at least one additional witness to be present when you make the mark. California, Illinois, and Missouri require two. Some states also require the notary or a witness to print your name next to the mark. Call ahead to confirm the rule and the witness count for your state.
Remote Online Notarization
Most states now allow remote online notarization, where you meet the notary over a live video call instead of in person. It’s a real option when travel isn’t practical, but it involves more identity verification, not less.
For a remote session you’ll typically need a computer or smartphone with a working camera and microphone, a stable internet connection, and a valid government-issued photo ID. The platform will have you hold the ID to the camera or photograph it so the system can analyze its security features and compare the photo against your face on video. You’ll also go through knowledge-based authentication: a timed series of personal questions drawn from public and private databases, covering things like past addresses, vehicle history, or names of relatives. You have to answer most of them correctly within a short window.
The entire session is recorded, and most states require the notary to keep that recording for at least ten years. Remote fees usually run higher than in-person fees because of platform costs. If the document is headed to a real estate closing or another transaction with specific receiving-agency requirements, confirm in advance that a remotely notarized version will be accepted.
What It Costs
Notary fees are set by state law, and most states cap what a notary can charge per signature or per notarial act. Across states, the range runs from about $2 to $25 per act, with most falling between $5 and $10. A handful of states, including Alaska, Arkansas, Iowa, and Kentucky, don’t set a statutory maximum, so fees there are negotiated. Mobile notaries who travel to you add a travel fee on top of the per-signature charge; some states cap that, others only require it to be “reasonable.” Ask for a total that includes any travel charge when you book.
What the Notary Can’t Help With
A notary is not a lawyer and cannot give legal advice. That boundary is broader than most people expect, and running into it at the appointment usually means rescheduling.
- A notary can’t draft documents, fill in blanks for you, or help you choose wording. If your form is incomplete, finish it or consult an attorney before the appointment.
- A notary can’t explain what a document or a clause means, and can’t tell you whether you have the right form. Answering would be the unauthorized practice of law.
- A notary can’t pick the type of notarial act for you. If the document doesn’t say whether it needs an acknowledgment or a jurat, ask the agency requesting it.
- A notary can’t notarize a transaction they have a financial interest in or are named in, and most states also bar notarizing for close family — spouses, parents, children, and siblings.
Bring the right ID, bring a complete document with the signature line blank, and know in advance which type of notarial act the document needs. Handle those three things and the appointment itself takes only a few minutes.