Notaries are one of those legal artifacts most people only think about when they’re standing at a counter, holding a stack of papers, wondering why this is still a thing. As I’m sure all of you know by now, there is nothing I hate more than antiquated processes (which unfortunately, the legal system is chock full of).
They don’t give legal advice, they don’t decide outcomes, and they don’t draft documents. And yet entire transactions can grind to a screeching halt without them.
So what even is a notary, how did they become so embedded in modern life, and why are mobile and online notaries suddenly everywhere?
Let’s demystify it.
What a Notary Actually Is (and Is Not)
A notary public is a state-authorized official whose job is to:
- Verify a signer’s identity
- Confirm the signer is acting willingly
- Witness the signing of a document
- Apply a seal and record the act
That’s it.
A notary does not:
- Validate whether a document is fair
- Check whether the terms are lawful
- Protect you from signing something terrible
Their role is procedural, not protective. Notaries exist to reduce fraud, not harm. That distinction matters.
How Notaries Became “a Thing”
The concept of a notary dates back over 2,000 years to Roman scribes who authenticated documents for courts and commerce. In a world without databases, credit bureaus, or secure ID systems, a trusted witness was really the only safeguard against forgery and impersonation.
Fast forward a few centuries, and notaries have since become embedded in:
- Property transfers
- Powers of attorney
- Affidavits and sworn statements
- Court filings
- Estate planning
Even as technology evolved, the ritual stayed.
Why? Because the legal system is conservative by design. Once a process becomes a trusted method of preventing fraud, it tends to stick around, even when better digital tools and alternatives exist.
Why Notaries Are Still Used Today
Notaries persist because they provide something courts and institutions love: a clean, defensible record. And a notarized document:
- Signals identity verification occurred
- Creates a presumption of authenticity
- Makes disputes harder (not impossible, just harder)
In litigation, notarization isn’t about truth; it’s about process compliance. Courts care deeply about whether boxes were checked. And notarization is a very old, very familiar box.
The Rise of Mobile and Online Notaries
So if notaries are so basic, why are mobile and online notaries suddenly booming? Because life no longer fits inside banker hours. Mobile and remote notaries thrive because they:
- Come to you
- Work evenings and weekends
- Handle urgent, last-minute needs
- Operate outside institutional schedules
Online notaries (Sometimes called RON, Remote Online Notarization) add:
- Video identity verification
- Digital seals and records
- Immediate document delivery
They are popular not because they’re necessarily better, but because they’re available. Convenience wins.
Thankfully, Many Notaries Are Free
The one great part is that you probably already have free notary services in your community. Common free options include:
- Local banks and credit unions
- Public libraries
- City clerk or township offices
- Courthouses
- Some nonprofit legal clinics
The catch? They run on fixed schedules.
If you work standard hours, have mobility issues, childcare constraints, or an urgent deadline, free notaries become impractical, even if they technically exist. Mobile and online notaries don’t replace free services. They replace time constraints.
Why This Matters (Especially in Legal Systems)
Notarization often shows up at moments of vulnerability:
- Signing away rights
- Navigating court processes
- Managing estates or medical decisions
- Trying to comply with legal demands quickly
When access is limited, people pay for speed, not because they want to, but because the system quietly assumes flexibility they don’t have. I would argue it just becomes another cost to drain people with already limited resources.
Understanding what a notary does (and doesn’t do) helps people:
- Ask better questions
- Avoid false confidence
- Recognize when notarization is formality, not protection
Process is not justice, but it often masquerades as it.
Pulling It Together
Notaries are ancient, simple, and deeply embedded in modern legal life. And they exist to do the following:
- Verify identity
- Witness consent
- Create a paper trail courts trust
Mobile and online notaries are booming because:
- People need flexibility
- Institutions still don’t offer it
- Time is the real bottleneck
And while many people have free notary access nearby, availability — not price — determines which option wins. Knowing your options gives you leverage.
And as we all know too well, in legal systems, leverage is everything.
