Key Takeaways
- Always examine ID documents carefully for authenticity and validity
- Check that the photo matches the person standing before you
- Verify the name on the ID matches the name on the document to be notarized
- Confirm the ID is not expired at the time of notarization
- Look for signs of tampering or alteration
Last updated: January 2026
Examining Identification Documents
Careful examination of ID documents protects against fraud and identity theft. As a notary, you must verify that the ID is genuine and matches the person before you.
ID Examination Checklist
| Check | What to Look For |
|---|---|
| Photo Match | Does the photo look like the person present? |
| Name Match | Does the name match the document to be notarized? |
| Expiration Date | Is the ID currently valid (not expired)? |
| Physical Condition | Any signs of tampering or damage? |
| Security Features | Do holograms, watermarks look authentic? |
Photo Verification
Compare the ID photo to the person standing before you:
| Factor | What to Check |
|---|---|
| Facial features | Eyes, nose, mouth, chin |
| Age | Does current age match photo age progression? |
| Gender | Matches the person present |
| Distinguishing marks | Scars, birthmarks, facial hair |
When Photos Don't Quite Match
Common legitimate reasons for differences:
- Weight gain or loss
- Hair color or style change
- Aging since ID was issued
- Facial hair added or removed
- Glasses now vs. not in photo
When in doubt: Ask additional questions, request additional ID, or decline the notarization.
Name Verification
The name on the ID should match the name on the document:
| Scenario | Action |
|---|---|
| Names match exactly | Proceed with notarization |
| Minor variation (Bob vs. Robert) | Typically acceptable |
| Different name | Ask for additional ID or explanation |
| Maiden name vs. married name | May need marriage certificate |
Common Name Variations
| ID Name | Document Name | Usually Acceptable? |
|---|---|---|
| Robert Smith | Robert Smith | Yes |
| Robert Smith | Bob Smith | Yes (common nickname) |
| Robert Smith | R. Smith | May need clarification |
| Robert J. Smith | Robert Smith | Yes (middle initial omitted) |
| Jane Doe Smith | Jane Smith | May need clarification |
Checking Expiration
| Rule | Details |
|---|---|
| Must be current | ID cannot be expired at time of notarization |
| Check date | Compare expiration date to today's date |
| Expired ID | Must refuse to accept for identification |
| Recently expired | Still not acceptable |
Signs of Tampering or Fraud
| Warning Sign | What It Might Indicate |
|---|---|
| Photo appears glued on | Possible photo substitution |
| Edges are worn/peeling | May have been manipulated |
| Information looks altered | Possible forgery |
| Misspellings | Fake ID |
| Missing security features | Counterfeit |
| Unusual thickness | Multiple layers/alteration |
Security Features to Check
Modern IDs include security features:
| Feature | Examples |
|---|---|
| Holograms | State seal, imagery that changes with angle |
| Raised text | Embossed lettering |
| UV features | Patterns visible under black light |
| Microprinting | Tiny text visible under magnification |
| Watermarks | Images visible when held to light |
Requesting Additional ID
You may request additional ID if:
- First ID raises concerns
- Photo is unclear or old
- Name doesn't quite match
- You have any doubts about identity
When to Refuse
Refuse the notarization when:
| Situation | Action |
|---|---|
| ID is clearly fake | Refuse, document the incident |
| ID is expired | Refuse, explain why |
| Photo doesn't match person | Refuse, explain why |
| Obvious tampering | Refuse, document the incident |
| Unable to verify identity | Refuse, suggest alternatives |
On the Exam
Key points:
- Photo match: Must look like the person present
- Name match: Should match document name
- Current ID: Must not be expired
- Tampering signs: Refuse if detected
- Additional ID: Can request when needed
Test Your Knowledge
A signer presents a driver's license that expired two weeks ago. What should you do?
A
B
C
D
Test Your Knowledge
A signer's driver's license shows the name "Robert J. Smith" but the document reads "Bob Smith." What should you do?
A
B
C
D