How Does a Notary Verify a Signer's Identity?
6 min read · Updated June 2026
Before a notary can affix their seal, they must be reasonably certain the signer is who they claim to be. Here's exactly how that identification works, what counts as 'satisfactory evidence,' and where an ID scanner fits in.
In this guide
- What the law requires: 'satisfactory evidence' of identity
- What counts as an acceptable ID
- The identification steps in order
- Where an ID scanner adds a layer of protection
What the law requires: 'satisfactory evidence' of identity
A notary's core duty is to confirm the identity of the person signing. Most states express this as identifying the signer through 'satisfactory evidence' — a standard that is almost always met with a current, government-issued photo identification.
In practice, that means the notary personally knows the signer, relies on a credible witness who does, or — by far the most common route — inspects an acceptable photo ID that reasonably identifies the individual.
What counts as an acceptable ID
Acceptable identification is typically a current (unexpired) government-issued document that contains the signer's photograph, physical description or signature, and identifying number. Common examples include a state driver's license or non-driver ID card, a U.S. or foreign passport, and military identification.
Specific acceptable-ID lists vary by state, and some states allow IDs expired within a set window. Always follow your own state's notary handbook — but the through-line everywhere is a reliable, government-issued photo credential.
The identification steps in order
1. Ask for the signer's government-issued photo ID. 2. Confirm the photo and physical description reasonably match the person in front of you. 3. Verify the ID is current (or within your state's allowed expiration window). 4. Check the name on the ID against the document to be notarized. 5. Record the identification in your notary journal per your state's requirements.
Where notaries get exposed is step 2 and step 3: a convincing fake or an altered ID can pass a hurried visual check under poor lighting, and expired IDs are easy to miss.
Where an ID scanner adds a layer of protection
Scanning the ID's barcode runs automated validation checks — data consistency, format, and encoding — that catch altered or fabricated IDs a visual glance misses, and it flags expired documents instantly. It also reads the name and ID data accurately for your journal entry instead of relying on hand-copying.
An ID scanner does not replace your notarial judgment or your journal — it strengthens both. It's a documented, repeatable due-diligence step that helps protect you from the personal liability that comes with notarizing for a fraudulent signer.
Note: for Remote Online Notarization (RON), identity is established through your RON platform's credential analysis and knowledge-based authentication. In-person ID validation tools like Kred are built for in-person signings.
Frequently Asked Questions
Can a notary accept an expired ID?
It depends on the state. Some states require the ID to be current; others allow IDs that expired within a defined window (for example, within the last few years). Check your state's notary handbook. An ID scanner flags expiration instantly so you don't accept a document your state no longer considers valid.
What if the signer has no acceptable ID?
Most states allow identification by one or more 'credible witnesses' who personally know the signer (and whom the notary either knows or can identify by ID). The exact rules — how many witnesses, whether they must be known to the notary — vary by state.
Does scanning an ID replace the notary journal?
No. Scanning captures accurate, structured ID data with a timestamp that you use to complete your journal entry more accurately. Your state's journal requirements still apply.
Related solution
Kred for Notaries & Signing Agents
Verify a signer's government ID before you notarize. Kred runs 60+ authenticity checks in under 1 second and logs a timestamped record for your journal.