Acceptable Identification Documents

"I've got my Social Security card and my work badge—that should be enough, right?" If you hear this, you need to politely explain why neither of those documents can be used to identify a signer for notarization purposes. Understanding exactly which IDs are acceptable—and which are not—is essential knowledge for every California notary.

This section covers the most heavily tested topic on the exam: which identification documents meet California's legal requirements for notarization.

The Four Required Elements

Before we dive into which IDs are acceptable, you must understand that any acceptable ID must contain ALL FOUR of these elements:

Plus: The ID must be current OR issued within the last 5 years (even if expired).

Memory Tip: "Photo + Physical + Signature + Number + Current/5 years" — memorize this checklist!

Acceptable Identification Documents

The following are acceptable for California notarizations:

Category 1: U.S. Issued IDs

Category 2: Foreign IDs (With Restrictions)

Critical Point on Foreign Passports: A foreign passport is ONLY acceptable if it has been stamped by U.S. Citizenship and Immigration Services (USCIS). This stamp indicates the bearer has legal immigration status. An unstamped foreign passport is NOT acceptable.

Acceptable USCIS stamps include:

• Visa stamps
• I-94 arrival/departure records
• Admission stamps
• Employment authorization stamps

NOT Acceptable IDs

The following are NEVER acceptable, regardless of how official they look:

Common Request: "Can I use two unacceptable IDs together?" No. Two non-qualifying IDs don't combine to create one acceptable ID.

The 5-Year Rule for Expired IDs

This rule causes confusion, so pay close attention:

Real-World Examples:

Key Insight: The law allows recently expired IDs because people often let their driver's licenses lapse briefly. However, an ID that's been expired for more than 5 years is too old to reliably verify identity.

Examining the ID Carefully

When a signer presents an ID, you should:

Visual Inspection Checklist

1. Photo match: Does the photo reasonably match the person before you?
2. Physical description: Do height, weight, hair/eye color make sense?
3. Signature present: Is there a signature you can compare?
4. Not expired beyond 5 years: Check the expiration date
5. Signs of tampering: Look for alterations, peeling, or modifications
6. Proper format: Does it look like a legitimate government ID?

What to Document in Your Journal

On the Exam

Expect 3-5 questions on acceptable IDs. Key points tested:

• Four required elements: Photo + Physical description + Signature + ID number
• 5-year rule: Expired IDs acceptable if within 5 years
• Foreign passports: MUST have USCIS stamp
• Social Security card: NOT acceptable (no photo) — this is a trick answer!
• Consular IDs: NOT on California's approved list
• Two bad IDs don't make one good ID: Can't combine unacceptable IDs