Notary guidelines for accepting or rejecting a signer's ID

Updated 5-22-23. Identifying signers is one of the most important responsibilities of every Notary. But determining if a particular ID is acceptable can be a challenge.

Given the wide variety of IDs in the world, there’s a good chance that you’ll come across an unfamiliar ID at some point.

So how do you determine if it is acceptable? That depends on where you are commissioned. Guidelines vary greatly from state to state, so you will need to be familiar with the ID requirements for your state. These guidelines will determine how much judgment or discretion a Notary must exercise in accepting or refusing an ID, as we shall see.

Some states have lists of acceptable IDs for Notaries

Some states — such as California, Florida and Pennsylvania — provide specific lists of IDs. In these states, if the ID is not on the list, the Notary cannot accept it as proof of identity.

California permits Notaries to accept the following forms of identification, provided they are current or issued in the past 5 years:

A California driver’s license or nondriver’s ID
A U.S. passport (or passport card)
An inmate identification card issued by the California Department of Corrections and Rehabilitation if the inmate is in prison or any form of inmate identification issued by a sheriff’s department if the inmate is in custody in a local detention facility

California also permits the following IDs, provided they include a photograph, signature, description of the person and a serial or ID number, and provided they are current or issued in the past 5 years::

A driver’s license or official nondriver’s ID issued by a U.S. state
A Canadian or Mexican driver’s license issued by an appropriate public agency
A U.S. military ID
A valid foreign passport from the applicant’s country of citizenship
An employee ID issued by an agency or office of a California city, county, or city and county
An identification card issued by a federally recognized tribal government
A valid consular identification document issued by a consulate from the applicant’s country of citizenship that meets specific requirements. (Note: Matricula consular cards issued by the government of Mexico do not meet California's statutory requirements.)

Additional California Notary ID requirements are available in the “Identification” section of the state’s official Notary Public Handbook.

In Florida, the list of acceptable IDs includes the following. These IDs must be current or issued within the past five years and include a serial or other ID number:

A Florida identification card or driver’s license
A U.S. passport
A foreign passport if it is stamped by the United States Bureau of Citizenship and Immigration Services
Another state driver’s license or identification card issued by a U.S. state or a territory of the United States
A Canadian or Mexican driver’s license or an identification card
An identification card issued by any branch of the armed forces of the United States
A veteran health identification card issued by the United States Department of Veterans Affairs
An inmate identification card issued on or after January 1, 1991, by the Florida Department of Corrections for an inmate who is in the custody of the department
An inmate identification card issued by the United States Department of Justice, Bureau of Federal Prisons, for an inmate who is in the custody of the department
A sworn, written statement from a sworn law enforcement officer that the forms of identification for an inmate in an institution of confinement were confiscated upon confinement and that the person named in the document is the person whose signature is to be notarized
An identification card issued by the United States Bureau of Citizenship and Immigration Services

Pennsylvania Notaries may accept the following types of ID:

A passport, driver’s license or government-issued nondriver identification card, which is current and unexpired
Another form of government identification issued to an individual, which: (a) is current; (b) contains the signature or a photograph of the individual; and (c) is satisfactory to the notarial officer

If you live in one of these states, rely on the list. You don’t have to exercise much judgment, if any, in deciding whether or not to accept an ID.

Other states set Notary standards for acceptable ID

A number of states — such as Texas — prescribe specific elements or information an acceptable ID must have.

Notaries in these states must exercise some judgment in determining whether or not to accept an ID presented for notarization. As long as the ID meets the specific guidelines, a Notary may accept it. For example, Texas requires an ID to be current, issued by the U.S. federal government or any U.S. state government and contain the photograph and signature of the signer (CPRC 121.005[a]).

States that don’t offer ID guidance for Notaries

Finally, some states have laws that offer little to no guidance about acceptable IDs. The decision of whether or not to accept an ID in these states is left completely to the judgment of the Notary.

Expired or suspicious IDs and Notaries

Signers often produce expired IDs. But that doesn’t automatically mean you cannot accept it. Again, it depends on where you are commissioned.

Notaries in Iowa, Montana, North Dakota, Oregon and West Virginia, which have enacted the Revised Uniform Law On Notarial Acts (RULONA), may accept an ID up to three years after it has expired.

More than a dozen states, including Arizona, specifically stipulate that IDs must be “current,” “unexpired” or “valid” at the time of notarization; in these states, expired IDs are not allowed. This is a solid guideline to follow if you live in a state that does not specifically spell out what to do in the case of an expired signer ID.

Finally, if you are presented with an unreliable or suspicious ID, the best action you can take is to have your signer provide an alternative form of ID, or use a different method to identify your signer, such as a credible witness or personal knowledge, depending on your state laws.

WWYD: The case of the unidentifiable signer-your answers

What Would You Do? Answers to the case of the transgender signer

Additional Resources:

NNA Hotline

72 Comments

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Marty Grenetsko

09 Nov 2015

David A Lane

07 Nov 2016

"A driver’s license or ID card issued by any state or U.S. territory" While not technically either, this should include the District of Columbia. Before you laugh, the District has recently changed their driver's licenses to be in line with HSPD-12 (REAL ID) and now say "District of Columbia" rather than Washington, DC. This is important because they have been turned down as proof of ID for buying alcohol for example, which is causing a push by the District to educate those not in the close-in suburbs.

dolores P.Rosner

24 Apr 2017

learning how to spot bad ID

Rena Reinagel

30 Oct 2017

The 2017 CA Notary handbook does NOT say you can use a passport card (it doesn't meet the requirement since there is no signature on it).

National Notary Association

Hello Rena. As we previously responded to you in April 2017, the CA Secretary of State's office has said that CA Notaries may accept passport cards as identification. For more information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2010/03/new-passport-cards-accepted-id

Danielle

Photo copying of a military ID is not permitted and is punishable by law.

Jessica

In CA, a passport card is not the same as a passport. I live by the border and when passport cards first came out (I've been a commissioned notary in CA for over 18 years), I called the Secretary of State to ask if they were an acceptable form of ID and classified same as passport. The Secretary of State's office said no, the passport card is not the same and doesn't follow guidelines. Also, military IDs (especially dependent cards) have removed physical descriptions and signatures. They are not allowed to be used for notarial acts unless they include those items. The 2017 handbook even includes a caveat in parenthesis to warn notaries in CA. I would appreciate the NNA consulting the Secretary of State's office before adding in items that don't qualify. Perhaps just reiterate what it says in the handbook. It makes my job harder when I notarize for someone and tell them the ID isn't sufficient and the signer tells me another notary accepted it.

31 Oct 2017

Hello Jessica. Can you tell us the name of the person you spoke to at the Secretary of State's office? We contacted the Secretary of State's office today and they confirmed to us that passport cards are acceptable IDs for notarization in CA. They would like to find out who you spoke with that gave you the incorrect information.

GRISELDA ABONCE

For clarifying purposes, is a California AB-60 driver's license for undocumented residents an acceptable form of I.D. for notarization in California? Thank you!

03 Nov 2017

Hello. Please see this article for more information: https://www.nationalnotary.org/notary-bulletin/blog/2015/02/ca-driver-licenses-immigrants-need-to-know

Janet Gossom

While the articles in this publication are well-written, this one has a grammatical error that I've seen before. It appears in the ninth bullet point following the heading, "Some States Have Lists . . ." Please note that words with "ly" as a prefix are never hyphenated. It's a long-standing grammatical rule, found in every style book I've ever referenced. I hope your writers will not continue to make this mistake. Thank you.

Thank you for bringing this to our attention. We've removed the hyphen.

I called this morning at 11:15am and spoke with a clerk in the office. She transferred me to the supervisor--I didn't get his name--but we talked in length. He put me on hold and consulted someone else and we looked in the civil codes. He had me go to the civil code page 43 of the handbook. After he read through it aloud, he said notaries need to follow what is in the handbook and the guidelines. He agreed that the passport card and Military IDs do not qualify as other government issued IDs if they don't have a physical description and signature. He also reminded me that CA notaries are governed by laws set forth in our state and not governed by the NNA. In a court of law, can the ID we accepted be refuted? Item (B) clearly says a passport but does not say "and" passport card. Therefore, a passport card falls under the guidelines of number (4) of Civil Code 1185. I am just looking for clarity and if an ID is not acceptable, then credible witnesses. Number 4 of the credible witness oath has the credible witness attest to the fact that the signer doesn't possess any ID authorized by law. That's another reason for clarity. If the ID isn't sufficient and can be argued in a court of law, then I must use credible witnesses. If the ID is sufficient, then credible witnesses shouldn't be used.

01 Nov 2017

Hello Jessica. Would it be possible for you to please email us directly at publications@nationalnotary.org and let us know the name of the supervisor you spoke with at the Secretary of State's office? We contacted the Notary Public Section directly after you contacted us with your question to ask if there have been any policy changes regarding passport cards, and as we said, they informed us that passport cards are acceptable IDs for notarization in CA. They would like to know who you are speaking to that is providing the contradictory information. Thanks.

Jared

15 Nov 2017

Government IDs are now more of an issue than they used to be. All IDs used to be signed, but now U.S. government and military IDs no longer have signatures on them. I was always informed that any unsigned ID, regardless of whether or not other criteria are met (name, serial number, expiration date, etc.) are not acceptable for notarization or even general ID purposes. I'm currently a notary in Virginia, but I have also been a notary in the District of Columbia and Maryland. I've never had an issue with any of the documents I've notarized, but I don't want to be legally liable where a signature on a document was not verified with a signature on a valid ID.

sharon rainey

23 Nov 2017

Is an expired ID acceptable for getting a form notarized in Maryland?

27 Nov 2017

Hello. Maryland law does not specify whether an ID must be current or expired. The state Handbook for Notaries Public says, "“Satisfactory proof is that amount of proof which is sufficient to convince the notary public that the person making the acknowledgment is the person described in the document, and the one who executed it. A good rule for a notary public to follow would be to require such proof of identification as he or she would require to cash a very large check for that person”

Steven English

05 Dec 2017

Are SENTRI cards acceptable? https://www.cbp.gov/travel/trusted-traveler-programs/sentri Thanks!

Hello Steven. To help us answer your question can you please tell us what state you are commissioned in?

Devonne West

29 Mar 2018

As a TX notary, is an expired FL driver's license an acceptable form of ID?

Hello. No, Texas Notaries may only accept current federal or state government-issued identification documents that include the photograph and signature of the signer. (CPRC 121.005[a])

Uchenna Offor

15 Apr 2018

In TX, can expired licenses be used to sign a notary? If not, how about a social security card?

16 Apr 2018

Hello. No, neither of the documents you list is acceptable as a form of signer ID. In Texas, an identification document must be a current identification card or other document issued by the federal government or any state government that contains the photograph and signature of the acknowledging person (CPRC 121.005[a]).

Carrie

I'm in Kansas so we have minimal guidance on ID issues. Most of the time it isn't a problem, but every once in a while we see a Tribal ID. Would those be acceptable if they have photo, signature, and description? I also had a very unusual one recently, an Allodial American National ID. Would this form of ID be acceptable?

17 Apr 2018

Hello. While Kansas does not provide specific criteria for identification documents, the state Notary Public Handbook recommends that identification should include "a photograph on a reliable identification card."

Heatherly

23 Apr 2018

"Effective January 1, 2017, California Notaries will be able to accept valid consular IDs as satisfactory proof of identity." So why is it stated otherwise on this article?

Hello. CA Notaries may accept valid consular identification document issued by a consulate from the applicant’s country of citizenship that meets the state's statutory requirements. Please note that the section on CA acceptable IDs also says, "Matricula consular cards issued by the government of Mexico do not meet California's statutory requirements." To be accepted as proof of identity in California, a consular ID must must be current or issued in the past five years, have a serial or identification number, and contain the signature, photograph and description of the individual. The specific 'matricula consular' cards issued by the government of Mexico are not acceptable under CA law, because they lack a physical description of the bearer. However, CA Notaries may accept consular IDs issued by other countries that meet the state's requirements. Please see this article for additional information: https://www.nationalnotary.org/notary-bulletin/blog/2016/10/state--notaries-accept-matricula-cards

Alan Fotheringham

12 Sep 2018

I need to have something Notarized in Utah, but I have an out of state expired ID from last year, I need to get my birth certificate,so I can get a Utah ID. What am I supposed to do?

Hello. You would need to contact the recording office where your birth certificate is recorded to request a certified copy.

MEDEL D ABLOLA

24 Sep 2018

Is a senior citizen ID card issued by CA DMV considered a valid identification card?

25 Sep 2018

Hello. California Notaries may accept an identification card or driver’s license issued by the California Department of Motor Vehicles, provided the ID card or license is current or issued within the past 5 years.

dan kaufman

30 Dec 2018

way to many laws for a simple question

Emelie

12 Feb 2019

Can we us a License of a handgun as a form of ID in the state of Texas.

15 Feb 2019

Hello. Any identification document presented by a signer to a Texas Notary must be current, issued by the federal government or any state government and contain the photograph and signature of the acknowledging person (CPRC 121.005[a]).

Carlos Z

21 Feb 2019

Would a medicare card be able to work ?

22 Feb 2019

To help us answer your question, can you please tell us what state you are commissioned in?

Cindy Medford

20 Aug 2019

I work for a college in Texas. I am frequently asked to notarize the Senate Bill 1528 for international students that do not have a US issued ID. The ID that we are often given is the Mexico Consular Card or their Mexico issued passport. I have really been on the fence about these documents. I dont want to lose my job for refusing them, but I also dont want to get into legal trouble for accepting them. I called the secretary of state to ask if it was acceptable to take these documents and the lady that I talked said it had to be issued by the state or federal government. But she sounded like she was guessing. It was like a receptionist that I spoke to. I had asked to speak to someone with authority, that could tell me definitively, but she just told me what she felt the law was. How do I get a REAL answer?

22 Aug 2019

Hello. Texas Notaries may only accept an ID that is current, issued by the U.S. federal government or any state government, and that contains the photograph and signature of the acknowledging person (CPRC 121.005[a]). The only exception is that a notarial officer may accept, only with respect to a deed or other instrument relating to a residential real estate transaction, a current passport issued by a foreign country (CPRC 121.005[b][3]).

M Kaminsky

24 Sep 2019

I'm a Texas Notary. Q: Accepting a current Driver's License with photograph and signature from Puerto Rico?

25 Sep 2019

Hello. Texas Notaries may accept as proof of identity a current identification card or other document issued by the federal government or any state government that contains the photograph and signature of the acknowledging person (CPRC 121.005[a]).

Helena Klassen

10 Oct 2019

Is a foreign passport a valid ID in the state of Texas

Hello. Texas Notaries may accept a foreign passport only when notarizing a deed or other instrument relating to a residential real estate transaction (Civil Practices and Remedies Code 121.005[b][3]).

Paul Puckett

16 Dec 2019

Is a picture of my Florida driver's license valid id for notarizing a document? I was refused with the comment that my license may have been revoked after the picture was made. It seems to me that the purpose is to verify my signature and not to determine if I can legally drive.

17 Dec 2019

Hello. No, Florida Notaries may not accept a photo or copy of an ID as proof of identity. A photograph or photocopy could be altered from the original ID without the Notary's knowledge.

Ginger

23 Mar 2020

As to Florida, the acceptable form of ID states "A Florida identification card or driver's license". It does not state that it has to be current. Can it be expired? Newly Expired?

Hello. Any ID on Florida's statutory list of acceptable identification for a signer must either be current or issued within the past 5 years.

Connie

24 Oct 2020

I'm looking at the signature on my own driver's license and it doesn't look exactly like my signature. The first letter is right and the way I connect the middle initial and my last name is right, but otherwise it doesn't match. I believe that when I signed for the license I had to sign on a pin pad which would explain why it's not very accurate. How do you handle a situation where the signature on the Id doesn't match the document?

27 Oct 2020

Hello. Please see here for some suggestions for dealing with ID discrepancies: https://www.nationalnotary.org/notary-bulletin/blog/2017/09/notary-tip-signer-doesnt-match-id

dianelys molina

26 Feb 2021

I am a Florida notary can I use a citizenship certificate as proof of id? it has the picture and everything.

05 Mar 2021

Hello. Please see this article for a list of acceptable forms of ID in Florida, and the requirements for each one: https://www.nationalnotary.org/notary-bulletin/blog/2015/11/id-card-acceptable-for-notarization

Theresea Pastirik

22 Mar 2021

In NC can you use a temporary ID from the DMV as ID. Permanent has expired and only paper is available

23 Mar 2021

Hello. No, in North Carolina, an identification document must consist of (a) at least one current document issued by a federal, a state, or a federal or state-recognized tribal government agency, bearing the photographic image of the individual’s face and either the signature or a physical description of the individual (GS 10B-3[22]).

Janice Quarterson

30 Aug 2021

Even though my license is lapsed it still shows it's me and I have medical card And crit cards so why can't that work?

Hello. Every state has different requirements for the type of ID Notaries may accept from signers. If the ID you have does not meet state requirements, the Notary cannot accept it as satisfactory evidence of identity. If you can tell us what state you are located in, we can check if you would be permitted to use the option of one or more credible identifying witnesses as an alternate form of identification.

Jerry Henderson

06 Mar 2022

Need ID DRIVER License

Andrea Haley

13 Jun 2022

Are CCW allowed as a 2nd ID? They have a photo, physical description.

Hello. To help us answer your question, can you please tell us what state you are calling from? Also, can you please clarify what type of ID you are referring to by a "CCW?"

Andrea K Haley

15 Jun 2022

A CCW is a Concealed Carry Weapon ID. You have quite the set of hurdles to get over to actually get one. I've been asked if they were acceptable from my Signers. As a 2nd ID, after Driver's License and Passports, etc.

Ricky Bazail

18 Jul 2022

This example is incorrect-“A foreign passport if it is stamped by the United States Bureau of Citizenship and Immigration Services”. United States Customs and Border Protection (CPB) is the authority that places “Entry Stamps” in passports upon making a legal entry in the United States. USCIS provides countless benefits after a proper entry or adjustment of status. Very informative article….

k. Rezaie-Harirchi

Does California allow school ID? How do we verify if school is public or private?

10 Aug 2022

Hello. Please see this article for a list of acceptable forms of signer ID in California: https://www.nationalnotary.org/notary-bulletin/blog/2017/04/3-facts-california-notaries-identifying-signers

Marsha

26 Jul 2022

Can you accept a paper ID with expired attached while the client is waiting on their new updated license in Michigan?

28 Jul 2022

Hello. In Michigan, an ID presented by a signer must be a current license, identification card, or record issued by a federal or state government that contains the person’s photograph and signature (MCL 55.285[6]). If the ID described in your question does not meet these requirements, you cannot accept it.

Sarah-Florida

05 Jun 2023

I'm surprised that concealed carry weapon (CCW) ID isn't on the lists. In FL, it has a serial number, photo, and name to help establish ID. I suppose as a second form it could be okay as long as there's a note in the journal. Maybe other states don't issue theirs with the same information on their CCW IDs or it's a reciprocity thing since there are different standards across the States for obtaining one.

Tyrel Harness

02 Aug 2023

This might seem like an odd question, but I'm in Florida and wondering if "Governor" DeSantis declaring some out-of-state licenses 'invalid' effects our duties as Notaries or if it only applies to law enforcement???

04 Aug 2023

Hello. We'd like to take a look at more details about the situation you described. Would you please be able to email more information about this to publications@nationalnotary.org, please? Thank you.

Melody Garcia

27 Sep 2023

What if you are presented with an ID in which the expiration month/date is not visible but the year is and even the photo looks like the person it is somewhat faded......Florida

28 Sep 2023

In Florida, the list of acceptable IDs includes the following. These IDs must be current or issued within the past five years and include a serial or other ID number. If the ID you were presented with is not on this list and/or does not have a visible expiration or issuance date, you cannot accept it. A Florida identification card or driver’s license A U.S. passport A foreign passport if it is stamped by the United States Bureau of Citizenship and Immigration Services Another state driver’s license or identification card issued by a U.S. state or a territory of the United States A Canadian or Mexican driver’s license or an identification card An identification card issued by any branch of the armed forces of the United States A veteran health identification card issued by the United States Department of Veterans Affairs An inmate identification card issued on or after January 1, 1991, by the Florida Department of Corrections for an inmate who is in the custody of the department An inmate identification card issued by the United States Department of Justice, Bureau of Federal Prisons, for an inmate who is in the custody of the department A sworn, written statement from a sworn law enforcement officer that the forms of identification for an inmate in an institution of confinement were confiscated upon confinement and that the person named in the document is the person whose signature is to be notarized An identification card issued by the United States Bureau of Citizenship and Immigration Services

Jody Martin

12 Dec 2023

In Georgia, the State Code says "Such satisfactory evidence shall include, but not be limited to, a valid Veterans Health Identification Card issued by the United States Department of Veterans Affairs." This is located in 45-17-8. Powers and duties generally. As Georgia code does not specify, are expired ID cards considered an acceptable form of identification for a potential signer? Thank you for your guidance

15 Dec 2023

Hello. Georgia does not specify whether or not a Notary may accept an expired form of identification. If your state’s Notary laws do not specifically spell out what to do in the case of an expired ID, then the NNA recommends that you make it your professional standard of practice to accept only unexpired IDs.

Tehra

21 Feb 2024

What if the documents have a different last name than the ID they present? If it's their previous last name from a marriage that is on the documents

22 Feb 2024

Based on what you’ve described, we think it would be best if you contacted our Hotline team by phone and provided them with a more detailed description of the situation. The NNA Hotline: 1-888-876-0827 Mon – Fri: 5:00 a.m. – 7:00 p.m. (PT) Saturday: 5:00 a.m. – 5:00 p.m. (PT) If you’re not an NNA Member or Hotline Subscriber, they will provide you with a one-time courtesy call.

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Some states have lists of acceptable IDs for Notaries

Other states set Notary standards for acceptable ID

States that don’t offer ID guidance for Notaries

Expired or suspicious IDs and Notaries

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