Key Takeaways
- Compare the photo on the ID to the person standing before you
- Check that the ID is current and not expired
- Verify the signature on the ID if possible
- Look for signs of tampering or alteration
- Record ID details in your notary journal
Last updated: January 2026
Examining Identification Documents
Accepting an ID document requires more than a quick glance. Notaries must carefully examine IDs to verify authenticity and confirm the bearer's identity.
Steps to Examine an ID
Step 1: Check for Required Elements
| Element | What to Verify |
|---|---|
| Issuing Authority | Government agency name/seal |
| Photograph | Clear photo of bearer |
| Signature | Bearer's signature |
| Expiration Date | Must be current |
| Name | Matches name on document |
Step 2: Verify the ID Is Current
| Status | Action |
|---|---|
| Current (not expired) | May use for identification |
| Expired | Cannot use—ask for different ID |
| "Valid Without Expiration" | Acceptable if clearly stated |
Step 3: Compare Photo to Person
- Look directly at the person, then at the photo
- Note facial features: eyes, nose, mouth shape
- Consider that photos may be several years old
- Weight changes and hairstyles can alter appearance
- Glasses may or may not be worn in photo
Step 4: Look for Signs of Tampering
| Warning Sign | What It May Indicate |
|---|---|
| Peeling laminate | Possible photo substitution |
| Uneven printing | Counterfeit document |
| Blurry text or photo | Poor quality fake |
| Raised edges | Altered information |
| Different fonts | Modified data fields |
Step 5: Ask Questions If Needed
If something seems off, you may ask the signer questions:
- "What is your date of birth?"
- "What is your address?"
- Answers should match the ID
Recording ID Information
Record the following in your notary journal:
| Information | Example |
|---|---|
| Type of ID | Driver's License |
| Issuing State/Authority | New Jersey |
| ID Number | D1234-56789-01234 |
| Expiration Date | 03/15/2028 |
When to Refuse Based on ID
A notary should refuse to proceed if:
| Situation | Reason |
|---|---|
| ID is expired | No longer valid |
| Photo doesn't match person | Possible fraud |
| ID appears tampered | Authenticity in question |
| Signer cannot answer basic questions | Identity not confirmed |
| ID lacks required elements | Does not meet standards |
Name Variations
Names on documents don't always match exactly. Use judgment:
| Acceptable Variations | Unacceptable Variations |
|---|---|
| Robert Smith / Bob Smith | Robert Smith / Mary Smith |
| Jennifer A. Jones / Jennifer Jones | Jennifer Jones / Jennifer Williams |
| James O'Brien / James Obrien | James O'Brien / James Brown |
On the Exam
Expect 2-3 questions on examining IDs:
- Required elements: Photo, signature, expiration date
- Expired ID: Never acceptable
- Photo match: Must reasonably match the person
- Tampering: Refuse if ID appears altered
Test Your Knowledge
What should a notary do if the photo on the ID doesn't clearly match the person presenting it?
A
B
C
D
Test Your Knowledge
Which of the following is a sign that an ID may have been tampered with?
A
B
C
D