Acceptable forms of Identification - Notary

Jun 28

What is an acceptable and VALID form of identification when you need a notary? This question is asked often, and it is equally frequently misunderstood. Especially post Covid-19 Pandemic with long DMV wait times and governmental extensions on license/ID extensions, I thought it would be a good time to shed some light on the proverbial cloudy area.

Since I have not gotten into the blog posts on requirements for Loan Signing Agents and the process of loan signings as of yet, this article will focus on General Notary Work (aka GNW). I am also commissioned in the state of Washington (alongside Oregon), so I will include both states. As always, I am not an attorney, I cannot give legal advice. If you have any questions on legality or whether or not you can or can’t do (or accept) something relating to verification for your appointment, please contact your local Secretary of State, OR a licensed attorney.

NOW… onto the juicy stuff.

When you (as a notary) are notarizing a document for a client, you must make sure you are given valid identification to verify the identity of the signer. This is one crucial step in serving as an impartial witness to aid in deterring fraudulent activity and transactions.

The question is, what is considered valid identification?

Typically the first answer that immediately comes to mind is a drivers license, state identification card, and/or a valid passport. But, is there other forms of identification that can be accepted? YES!

Included in the above is; an ID card issued by a federally recognized Indian Tribe; or a document issued by the federal, state, county, or local government. That could include a wide range of documents. What are the specifics that the form of identification must include?

Any form of identification accepted must include a photo and a signature to be a valid form of ID. Can the ID be expired? The short answer is YES, the more specific short answer is that it must be less than THREE YEARS expired.

Now, while these requirements are pretty clear, there is still the wide range of ID’s that can be accepted that fall under the general scope of being issued by a federal, state, county or local government and include a photo and signature and physical description. Let’s take a look at what could be included in these requirements.

Concealed handgun licenses

US Military identification card

Resident alien identification card (green card)

What if you do not have a valid form of ID? Good news is that you are not stuck up the creek without a paddle. Another form of valid identification is the use of a Credible Witness. In order for one to use a credible witness for the purposes of a notarization, the witness must be personally known to the notary, and the signer should be personally known to witness as well. The signer may not know the notary, but singer must know the witness and the witness must know the notary.

Do you have any questions? Feel free to comment or email and I will be happy to provide clarification.

I am not a lawyer and cannot provide legal advice