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5 Steps For Notaries Checking IDs

Updated 4-18-19. A Notary's duties require you to identify a signer — but you may be wondering how to check a signer's ID for signs if it is genuine or not. First, ask the signer to hand you their identification and then follow these 5 simple steps to properly check their ID:

5 Steps To Checking IDs 

There are 5 simple steps to follow when checking any ID every time you perform a notarization. In order to follow these steps, ask the signer to hand you the ID so you can inspect it.

  1. Look at the photo on the ID and then look at the signer. Then do it again. Make sure the photo and physical description reasonably match the signer.
  2. Check the expiration date.
  3. Make sure all informational elements on the ID are present — both front and back.
  4. Use the blue light and magnifying glass to check the ID’s security features.
  5. Have the individual sign your journal so that you can compare the signature in the journal with the one on the ID. Like the photograph and physical description, check the signatures to see if they are reasonably similar.

All these steps should take less than a minute. The time will be well spent. Most signers will appreciate the lengths you’ve gone to protect them and their transaction from forgery. You also will go a long way toward protecting yourself against claims.

Know Your State's Identification Cards And Rules

To become effective at verifying a person's ID, we recommend getting to know your state’s IDs and U.S. passports because these are the IDs you’ll encounter most often. Become familiar with their security features: micro-printing, “ghost” photos, holograms, swipe stripes, barcodes and raised lettering (such as the raised date of birth found on Texas driver's license photos). Learn the informational elements of your common state IDs, such as name, address, issue and expiration dates, on both the front and back of the ID and know where they are placed.

Also, be sure to check for changes to your state's ID rules on a regular basis. In 2017, Florida added a veterans health ID card to the list of identification documents Florida Notaries may accept from a signer, while California added consular and tribal IDs that are current or issued within the past 5 years, have a serial or identification number, and contain the signature, photograph and description of the individual to its list of acceptable IDs. Effective July 27, 2018, Arizona Notaries may accept as proof of a signer's identity a nonoperating ID license; an inmate identification card issued by Arizona Department of Corrections if the inmate is in the custody of ADC; or any form of inmate ID issued by a county sheriff if the inmate is in their custody. 

Handy Resources

For IDs from other states, a copy of the current edition of the NNA Keesing Documentchecker Guide is a good resource. The Guide is updated each year and includes the latest versions of identification cards.

Next, get a small ultraviolet light or blue light and magnifying glass. The blue light will show hidden ID security features like holograms and ghost photos. The magnifying glass will help you spot micro-printing on the ID. Use these tools in front of the signer to show you’re serious about what you’re doing.

Bill Anderson is Vice President of Government Affairs with the National Notary Association

Keesing-Infographic-CheckID.jpg

 

Additional Resources:

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13 Comments

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Hartley Saunders II

23 May 2016

Is it a UV light or just blue light that needed to check ids. Does the NNA plan to offer any in their store?

National Notary Association

24 May 2016

Hello. A UV light can be used. We do offer a UV penlight for sale: https://www.nationalnotary.org/fraud-fighter-uv-penlight

Juliana

27 May 2016

Great article!!! Will the UV Pens be available at the NNA Store at Conference?

National Notary Association

03 Jun 2016

Hello. Yes, they should be available at Conference.

Norma Olmos

16 Apr 2018

Does the state of Texas accept mexican consular if.

National Notary Association

17 Apr 2018

Hello. No, Texas law requires that a signer's ID be current, issued by the U.S. federal government or a U.S. state, and include the signer's photo and signature. (CPRC 121.005[a])

ProphetLeslie Boucher

30 Jun 2018

have been doing these for years and I agree I have also been in the US air force for some time

Leslie Boucher

30 Jun 2018

all is ok I have bin doing these for years

Teresa

22 Apr 2019

Can you please explain to me how you are pushing for Remote Signings yet you are suggesting using a blue light and magnifying glass on an ID. Seems to be a little hard to do if you are not PYHSICALLY in the same room.

Maria Luna

22 Apr 2019

Good morning. Does California accept a Mexican matr�cula c�nsular as a form of ID? Thank you.

National Notary Association

22 Apr 2019

Hello. No, Mexican matricula consular cards do not meet the requirements for satisfactory proof of identity under California's Notary laws because they lack a physical description of the bearer. For more information, please see here: https://www.nationalnotary.org/notary-bulletin/blog/2016/10/state--notaries-accept-matricula-cards

PERRY A SAVAGE

22 Apr 2019

Also, for CA driver license ID, if you don't have a blue light, look at the ID through a bright light (light fixture or out a sunlit window). On the right side of the front of the license, there is an outline of a bear made up of microdots. On the newer IDs, there is a bear and an outline of the state of CA.

Christopher C. Greene

23 Apr 2019

This is a fantastic training and education!!

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