Identification of Signers: Practice Questions & Explanations

Most state notary laws require 'satisfactory evidence' of identity, defined as: (1) a current (not expired) government-issued photo ID; (2) bearing the signer's photograph, signature, and physical description; (3) issued by a federal or state government entity. Standard acceptable IDs: state driver's license, state ID card, US passport (or US passport card), US military ID, federal employee ID, Native American tribal ID (in states that recognize), foreign passport (in some states, with restrictions). Expired IDs are generally not acceptable, though some states allow IDs expired within a certain period (often 3 years). The notary must inspect the ID carefully to verify it matches the signer and appears authentic. If the photo doesn't match, the notary must refuse. If the name on the ID differs from the name on the document, the notary should ask for explanation — minor variations (married names, suffixes) are often acceptable; major discrepancies require clarification.

Credible witness identification is the alternative method when a signer cannot produce satisfactory ID. The procedure varies by state but typically requires: one credible witness who is personally known to the notary AND personally knows the signer, OR two credible witnesses who personally know the signer and can each present their own satisfactory ID to the notary. The credible witness must take an oath or affirmation that they personally know the signer, that they reasonably believe the signer lacks acceptable ID, and that they have no financial interest in the transaction. The notary records the credible witnesses' information in the journal. Personal recognition (the notary personally knows the signer) is also accepted in most states without ID, but should be documented carefully and is risky for the notary — the standard practice is to require ID even from familiar signers. Credible witnesses are the legal substitute when reasonable identification is otherwise impossible.

Willingness — the signer signing freely without coercion — is a fundamental notarization requirement. Signs of possible coercion or duress: signer is hesitant, frightened, or confused; another person is answering for the signer or pressuring them; signer indicates they don't understand the document; physical signs of intimidation. Proper response: (1) Try to speak with the signer privately, away from anyone who might be exerting pressure; (2) Ask open-ended questions about the document and the signer's intent; (3) If concerns are significant, refuse the notarization; (4) Document concerns thoroughly in the journal; (5) In cases of suspected elder abuse, financial exploitation, or coercion, consider reporting to Adult Protective Services or law enforcement (some states have mandatory reporting). Mental capacity is similar: signers with severe dementia, intoxication, or impairment cannot give voluntary informed consent. Refusing in these cases is the right action — the notary's role is fraud and abuse prevention, not just paperwork completion.

Personal knowledge is legally accepted in many states as a means of identification: 'the notary personally knows the signer.' However, best practice is to require ID even from familiar signers. Reasons: (1) Documentation — the journal entry needs ID information to be defensible; 'I personally know him' is harder to defend years later; (2) Consistency — applying the same standard to everyone avoids accusations of favoritism or carelessness; (3) Memory — what 'personally know' means is subjective and may be questioned later; (4) Verification — even longstanding acquaintances may be misidentified; people change appearance over years; (5) Insurance — some E&O policies require documented ID verification. The notary's standard practice should be: ID for everyone, every time, no exceptions. The few extra seconds of inspection are worth the legal protection. Some states (California, Florida) have moved away from personal knowledge entirely or restricted it heavily. Check state-specific rules and choose the most cautious approach available.

ACCEPTABLE ID FOR NOTARISATION: GENERAL REQUIREMENTS: Government-issued; contains photograph; contains signature; unexpired; COMMONLY ACCEPTABLE: Current driver's licence or state ID; US passport or passport card; US military ID; Permanent resident card (Green Card); Tribal ID in some states; Foreign passport (with or without visa, depending on state); GENERALLY NOT ACCEPTABLE: Credit cards (no photo, not government-issued); social security cards (no photo, not typically government ID); library cards; employment ID (not government-issued); expired documents; CHECK YOUR STATE: Acceptable ID lists vary by state — California is more specific than most; some states allow personal knowledge or credible witnesses as alternatives to ID; DOCUMENTATION: Record the ID type, number, and expiration in your journal for every notarisation.

Satisfactory evidence of identity typically means a current (unexpired, or recently expired where state law allows) government-issued identification document that bears the signer's photograph, signature, and physical description — such as a driver's license, state ID, or passport. When the signer lacks such ID, many states allow identification through one or more credible witnesses who personally know the signer and can swear to their identity. A notary must be reasonably certain of the signer's identity before notarizing; relying only on the signer's word or non-photo documents is generally insufficient. Proper identification is a core safeguard against fraud.

The general standard is that identification must be current (unexpired). An expired ID should generally not be accepted as satisfactory evidence of identity unless the notary's state specifically permits IDs expired within a defined period (some states allow, for example, IDs expired within the last few years). Because rules vary by state, the notary must know their own state's requirements. If the available ID does not meet the standard, the notary can decline the notarization or rely on a permitted alternative such as credible witnesses. Accepting an unacceptable ID exposes the notary to liability if fraud later comes to light.

Credible witnesses are individuals used to establish a signer's identity when the signer does not have acceptable identification documents. A credible witness personally knows the signer and appears before the notary to swear (under oath) to the signer's identity. State rules govern how many witnesses are needed and whether the witnesses themselves must be known to the notary or present their own ID, and witnesses generally must be impartial (not having an interest in the transaction). Using credible witnesses is an alternative path to satisfactory evidence of identity, not a way to skip identity verification. The notary still records how identity was established.