Forms of Identification for Notarizations: A Digital Process to your Legal Security

When preparing to have a document notarized, a signer must have a manner in which they prove they are who they say they are. When meeting with a virtual notary for notary services online, a signer must also have a proper legal identification that meets particular requirements prior to the notary public notarizing the document. To notarize documents a notary public must be able to verify the identity of the signer(s) or they can not legally notarize the document. With the technologically advanced society that we currently live, there are many forms of identification that a signer could present to the notary public to verify themselves. However, there are certain legal requirements for notary publics to follow to ensure that they are properly identifying signers.

One concern in the remote notary business is that not all states require the same specific identification documents. There are multiple items that can be used in order to identify a client. However, online notarization process use the best practice of most all notaries through accepting current identification documents that have been issued by the state or federal government that contains a photograph and a signature. With conducting our business remotely/virtually, it is all the more important that we are able to identify signers properly in order to ensure we are legally abiding to the requirements set forth by each state in which we are able to conduct business.

Best rule of thumb for signers is to obtain an accepted photo identification prior to the notarization. When in doubt, individuals can also check with their state official website to determine if their identification is acceptable to be used for a notarization. While most notaries can provide you with the information, you may want to save yourself the time and trouble by checking prior to your notarization. If your identification is not considered valid, the notary public will inform you and will not be able to notarize your document, thus possibly causing a situation in which you will have to meet at another time when you are able to obtain the proper identification. At different online notary system, they want their customers to have a quick and accurate signing process where that both the client and online process have both satisfied all legal responsibilities for the remote notarization process.

There are 3 common methods for identification of an individual for a notarization. The first and the one used by most digital notarizing companies is an identification card with a photo and signature. The second is personal knowledge, where a notary personally knows the signer (California is the only state that does not allow personal knowledge signings). The third is a credible identifying witness(es). This is where one or more individuals state they know the signer and they are willing to provide their personal identification to the notary public in place of the signer having to provide that information. While these methods are common methods used for identification for signers, Aim Notary only uses photo identification with a signature as a means of identifying singers. As remote online notarization presents unique challenges of its own, it is best for all singers and for Aim Notary to maintain a high standard of identification for our clients.

We have been asked on many occasions if a University Identification card is acceptable in the notarization process. An acceptable form of identification must contain the following items: a photo, a signature, and a traceable identification number that has been issued by the federal, state, or local governing body. Unfortunately, most university id cards do not contain all of these elements. Most often the best identification documents that have each of these items are a state-issued drivers licenses or non-driver’s IDs, U.S. or foreign passports, permanent resident cards, or armed services military ID cards. This is not an all encompassing list of acceptable forms of identification; however, it is the most common list.