Before notarizing a signature, a notary has to be sure the signer is the person named in the document. Every state's notary law sets out how that can be done, and identification is a staple of notary exams. The rules follow a common pattern, but the details differ from state to state.
The three ways to identify a signer
- Personal knowledge. The notary knows the signer well enough, through an ongoing acquaintance, to be reasonably certain of who they are. A brief introduction doesn't count.
- Identification documents. A government-issued ID, usually one with a photo and signature.
- A credible witness. Someone who knows the signer vouches for their identity under oath or affirmation.
Related: What to Expect on Your State’s Notary Public Exam
Which documents count
States typically accept a driver's license, a state ID card or a passport, and many also list military IDs and certain other government-issued cards. The differences are in the details:
- Arizona accepts a government-issued ID with a photo and signature, such as a passport, driver's license, armed forces ID or tribal ID.
- Colorado accepts a passport, driver's license or government-issued nondriver ID that is current or expired not more than one year.
- Florida accepts a listed set of IDs that are current or issued within the past five years and bear a serial or other identifying number, including a Florida or other U.S. state driver's license or ID card, a U.S. passport, a foreign passport stamped by U.S. immigration authorities, and a U.S. military ID. Florida notaries must also record in the certificate which type of identification they relied on.
The lesson for your exam: learn your own state's list and its expiration rule exactly. A question about an ID that expired eight months ago has different answers in different states.
Credible witnesses
When a signer has no acceptable ID, many states allow identification through a credible witness. Typically the witness must be personally known to the notary, or identified by the notary through an acceptable ID, and must swear or affirm to the signer's identity. States often add conditions: for example, Florida requires that credible witnesses have no financial interest in, and not be parties to, the underlying transaction.
A notary can ask for more
Even with a valid ID, a notary may ask for additional information or identification if something doesn't add up. Colorado's law says so directly. A notary who has real doubts about a signer's identity should decline the notarization.
What exams tend to test
- which documents your state accepts, and its expiration window
- what "personal knowledge" means
- who can serve as a credible witness, and how many are required
- what the notary must record about the identification