Acceptable Forms of ID for Online Notarization
For online notarization, acceptable forms of ID must be physical, unexpired, government-issued photo IDs such as U.S. driver’s licenses, state IDs, passports (including foreign passports with a machine-readable zone), and permanent resident cards, while military IDs, inmate IDs, digital wallet IDs, photocopies, and expired IDs are generally not accepted, and the notary must be able to clearly read and verify the original ID in compliance with state laws.
What forms of ID are accepted for online notarization? Most government-issued photo IDs are accepted as long as they are physical, unexpired, and clearly readable. The conducting notary must follow their specific state laws to ensure your identity is legally verified.
ID Requirements at a Glance
Accepted:
- U.S. Driver's Licenses and State IDs
- U.S. Passports and Passport Cards
- Permanent Resident Cards
- Foreign Passports with a Machine Readable Zone
- Any primary ID listed above (as a secondary ID)
Not Accepted:
- Military IDs (Common Access Cards or Dependent IDs)
- Inmate / Prisoner IDs
- Digital IDs stored in Apple or Google Wallets
- Photocopies, scans, or previously photographed IDs (applies to primary government-issued ID; non-government secondary IDs may be uploaded)
- Expired IDs (in most cases)
ID Requirements
1. Use a Physical, Government-Issued ID
- Original only: No photocopies, scans, or previously taken photos. Proof requires a live capture of a physical, government-issued ID.
- Physical only: Digital IDs in Apple or Google Wallets are not accepted.
- Clear and readable: The notary must be able to read the text and see your photo clearly.
Pro tip: Make sure you're in a well-lit area and your ID is flat and unobstructed before your session begins.
2. Know the Approved Primary ID Types
- Most Common: U.S. Driver's Licenses, State IDs, Permanent Resident Cards, and U.S. Passports.
- Passports: Foreign Passports are generally accepted if they have a Machine Readable Zone (the lines of text at the bottom).
- Restricted IDs: Military IDs and Inmate/Prisoner IDs are not accepted due to security and federal regulations.
Credential Analysis: This is an automated process that verifies the authenticity of your ID by checking its security features. Only IDs that pass this check can be used for online notarization.
3. Prepare a Secondary ID (If Required)
You may be asked to provide a secondary form of ID, depending on state laws or the organization receiving your document. It is your responsibility to determine if a secondary ID is required for your transaction.
Acceptable secondary IDs must display your name and may include:
- Any Primary ID listed above
- Social Security Card or U.S. Government-issued Visa
- Birth Certificate
- Most recent signed Tax Returns, W-2, or Paycheck stub
- Property Tax Bill or Voter Registration Card
- Recent Utility Bill, Bank/Investment Statement, or Proof of Insurance
Note: Non-government secondary IDs (such as utility bills, bank statements, and tax documents) can now be uploaded as a file directly. Government-issued IDs used as a secondary form must still be captured live.
4. Check the Expiration Date
- Expired IDs: Generally, expired IDs are not valid. Use a current, unexpired document.
- Name Matches: The name on your ID must match the name on the document you are signing. If you have recently changed your name, have supporting documentation ready.
Summary Checklist
- Your primary government-issued ID must be a physical card — no digital wallets, photocopies, or scans.
- Verify that your primary ID is unexpired and the photo is clear.
- Ensure you are in a well-lit area to avoid glare during live photo capture.
- If a secondary ID is required: government-issued IDs must be captured live; non-government IDs (utility bills, bank statements, etc.) can be uploaded as a file.
If you are uncertain whether your specific ID will be accepted, contact Proof Support for assistance before joining your meeting. Notaries have the final discretion to decline an ID if it does not meet security or legal requirements.
Related
Create an In-House Notary Account – Proof Help Center
The guide details the step-by-step process for In-House Notaries to create a Proof platform account, including obtaining state authorization for online notarizations, submitting required documents like a paper commission and digital certificate, completing training and assessments, and following account setup procedures such as receiving organizational invitations and enabling multi-factor authentication.
Credential Analysis – Proof Help Center
The Proof platform uses automated Credential Analysis to securely verify the authenticity of your government-issued ID after Knowledge-Based Authentication, ensuring the ID is valid before you meet with a notary, who also confirms your identity, while addressing common issues like photo quality, data mismatches, expired IDs, and email conflicts to maintain a legally binding and secure transaction.
Proof Business Pro
Proof Business Pro is a comprehensive, pay-per-transaction platform offering online notarization starting at $25 per meeting, identity verification from $4 per person, and eSignature services at $4 per transaction, designed to streamline business operations with automated transaction management, robust security, and flexible workflows that enhance efficiency, reduce errors, and provide seamless, secure customer interactions anytime, anywhere.
Why RON is Critical to Stopping Deed Fraud
The article explains that rising deed fraud in the U.S. threatens homeowners' valuable assets, and highlights how remote online notarization (RON) combats this by employing rigorous multi-step digital identity verification—including knowledge-based authentication, extensive credential analysis with over 25 checks, and manual notary review—thereby creating a more trustworthy record than traditional in-person notarizations and helping to prevent fraudulent property transfers.
Sign a Document Sent to You by an Organization Using Proof – Proof Help Center
The article provides a step-by-step guide for completing an online notarization of documents sent by an organization using Proof, detailing required items such as SSN/ITIN, government-issued ID, U.S. address, email, and a device with camera and microphone, and explaining the process of verifying identity, reviewing and confirming document details, and meeting with a live notary via video without leaving your screen.
Upload a Document to Start a Notarization – Proof Help Center
The article explains how to upload a PDF or Word document via a web browser to connect with a live notary for remote notarization, detailing required items such as a U.S. SSN or ITIN, government-issued photo ID, U.S. address, email, and a device with audio/video, and provides step-by-step instructions for uploading, reviewing, and preparing the document for signing.