Do I Need a Notary? A Complete Guide to Notarization in the US and Canada

What Is a Notary Public?

A notary public is a government-authorized official who serves as an impartial witness when important documents are signed. A notary verifies the identity of each signer, confirms they are signing willingly and understand the document, and then applies an official seal or stamp to deter fraud and make the signature legally reliable. Notaries do not give legal advice or decide whether a document is a good idea — they certify the act of signing.

Notaries in the United States

In the United States, notaries public are commissioned at the state level — usually by the Secretary of State — and there are more than four million of them nationwide. American notaries primarily administer oaths and affirmations, take acknowledgments, execute jurats (signer swears the contents are true), and certify copies where state law allows. They are not lawyers and cannot prepare legal documents. Requirements, fees, and permitted acts are set by each state, which is why notarization looks different in California than it does in Texas or New York.

Notaries in Canada

In Canada, notaries are appointed by provincial governments and their powers vary far more than in the US. In the common-law provinces such as Ontario and Alberta, a notary public witnesses signatures, administers oaths, certifies true copies, and authenticates documents — and many lawyers also hold a notary appointment. In British Columbia, notaries are a distinct regulated profession able to handle certain real estate and estate matters, and in Quebec, notaires are full legal professionals comparable to lawyers.

How Much Does a Notary Cost?

A standard notarization costs between $2 and $75 per signature depending on the country and jurisdiction. US states cap notary fees by law, keeping them low, while Canadian provinces generally leave pricing to the market.

United States notary fees

Most US states set a maximum fee a notary may charge per signature or per notarial act. The table below shows representative caps; always confirm the current figure with your state notary office, because legislatures adjust them.

Fee caps as of 2026 — verify the current maximum with your state notary office.

Canada notary fees

Canadian notary fees are typically $20 to $75 per signature, and most provinces have no statutory cap, so prices reflect the notary's location and the complexity of the work. Simple tasks like certifying a copy sit at the low end, while document packages requiring multiple seals cost more. Real estate transactions — especially in British Columbia, where notaries handle conveyancing — commonly run $500 to $1,500 once title work, disbursements, and filing are included.

Notary vs Signing Agent (United States)

A notary signing agent is a US notary public with extra training to handle mortgage and loan closings, while an ordinary notary simply witnesses signatures on any document. When you refinance or buy a home, the closing package can run 100-plus pages with dozens of spots requiring signatures, initials, and notarization. A signing agent is the mobile professional who brings that package to you, walks you through where to sign, notarizes the required pages, and returns the documents to the title or escrow company.

Because the role touches sensitive financial documents, lenders and title companies usually require signing agents to carry errors-and- omissions insurance, pass a background screening, and hold a certification such as the one offered by the National Notary Association (NNA). Every signing agent is a commissioned notary, but most everyday notaries are not signing agents. Canada does not use the signing-agent model — real estate closings there are handled by lawyers or, in British Columbia, by notaries.

Notary vs Commissioner of Oaths (Canada)

A commissioner of oaths can administer oaths, take affidavits, and witness statutory declarations — but their powers are narrower than a notary's. Commissioners cannot certify true copies, cannot authenticate documents for international use, and cannot provide the broader range of services notaries offer. If you only need someone to witness your oath on an affidavit for use within your own province, a commissioner of oaths is sufficient and usually less expensive. For certified copies, documents headed abroad, or anything requiring a notarial seal, you need a notary public. Many government offices, law firms, and accountants employ commissioners of oaths, so they are often easy to find at no or low cost.

Remote Online Notarization (RON)

Remote online notarization lets you complete a notarization over a secure, recorded video call instead of meeting in person. The notary verifies your identity using knowledge-based authentication and credential analysis, you sign electronically, and the notary applies a digital seal. RON is convenient for people who are travelling, homebound, or signing across provinces or state lines — but it is only valid where both the notary's jurisdiction and the document type permit it.

RON in the United States

More than 40 US states have enacted permanent laws authorizing some form of remote online notarization. Availability and the technology standards still vary, so confirm the rules in the state where your notary is commissioned.

RON availability as of 2026 — verify with your state notary office before relying on a remote notarization.

RON in Canada

Most Canadian provinces have permitted remote or virtual notarization since emergency measures were introduced in 2020, and several have since made it permanent. British Columbia, Ontario, and others allow notaries and lawyers to witness signatures over video under defined safeguards, though some land-title and estate documents still require wet-ink signatures. Because the rules differ province to province and by document type, confirm with the notary that remote notarization will be accepted by whoever is receiving your document.

Getting an Apostille

An apostille is a standardized certificate that authenticates a public document so it is recognized in another country that belongs to the Hague Apostille Convention. You typically need one when a birth certificate, marriage certificate, diploma, court record, or notarized power of attorney must be used abroad. An apostille does not replace notarization — often a document is notarized first, then apostilled by the competent authority.

Apostilles in the United States

In the US, the issuing authority depends on who created the document. Federal documents — such as FBI background checks or records issued by a federal agency — are apostilled by the US Department of State in Washington, D.C. State-issued documents, including notarized documents and vital records, are apostilled by the Secretary of State (or equivalent competent authority) of the state where the document originated. Sending a document to the wrong office is the most common cause of delay.

Apostilles in Canada

Canada acceded to the Hague Apostille Convention on January 11, 2024, replacing the older authentication-and-legalization process for participating countries. Global Affairs Canada issues apostilles for federal documents and for documents from provinces and territories that have not designated their own authority, while several provinces — including Ontario, Alberta, British Columbia, Saskatchewan, and Quebec — issue apostilles for their own documents. Check whether your document is federal or provincial to route it to the correct competent authority.

Common Documents That Need Notarization

The documents people most often need notarized fall into six categories across both countries:

State & Provincial Differences

Notary authority is set locally, so what a notary can do — and what it costs — depends entirely on where you are. The differences are sharpest between the US state system and Canada's provincial models.

United States: commissions vary by state

Every US state runs its own notary commission with its own fee caps, ID requirements, journal rules, and permitted acts. Three models often coexist: traditional in-person notaries who witness signatures and administer oaths; remote online notaries authorized under a state's RON law; and notary signing agents who specialize in loan closings. A notary commissioned in one state generally cannot notarize in another, though a document notarized correctly in one state is recognized in the others.

Canada: powers vary by province

What to Bring to Your Notary Appointment

Bring valid photo ID and your unsigned document — in most cases you must sign in front of the notary. Use this checklist:

• ✓Valid government-issued photo ID. In the US: driver's license, US passport, or state ID card. In Canada: driver's licence, Canadian passport, or provincial ID card.
• ✓The document(s) to be notarized, left unsigned until you are in front of the notary.
• ✓Any supporting documents relevant to the transaction.
• ✓For real estate: the purchase agreement, mortgage or loan details, and title information.
• ✓Names and addresses of any other parties involved, plus any witnesses the document requires.

Mobile Notary Services

A mobile notary travels to you — at home, the office, a hospital, or a care facility — when you cannot travel to a notary's office because of health, mobility, or scheduling constraints. Mobile service is common across both the United States and Canada and is especially useful for loan closings, hospital signings, and elderly or homebound signers. Expect a travel fee of roughly $25 to $150 on top of the standard notarization fee, depending on distance and timing; in the US the per-signature charge still cannot exceed the state cap, while the travel fee is negotiated separately. When booking, give your full address, the document type, and any access instructions so the notary arrives prepared with the right tools.

Frequently Asked Questions