Notaries encounter many kinds of identification daily. The most common forms of identification documents encountered are driver’s licenses or U.S. passports. However, on occasion, signers may present you with an unfamiliar form of ID. Determining if you can accept unusual identification documents is sometimes challenging, depending on your state law.
Some states have clear acceptance standards for these IDs, but others do not. As a result, Notaries are responsible for knowing what forms of identification are acceptable. Therefore it’s very important to know your state’s ID requirements.
Here are some types of unusual identification you might encounter as a Notary Public:
Tribal identification cards
Tribal identification cards are issued by most Native American tribes as proof of membership. Tribal ID cards differ slightly from one issuing organization to another. Generally, these ID cards contain the bearer’s name, date of birth, enrollment number and expiration date. Some contain a physical description of the bearer.
Many states allow Notaries Public to accept tribal ID cards, including Arizona, California, Colorado, Mississippi, and North Carolina. Some states require that the ID be issued by a federally recognized tribe. A regularly updated list of federally recognized tribes is posted on the U.S. Federal register.
Consular identification card
Consular identification cards — sometimes called matricula consular cards — are issued by the embassies and consulates of some foreign governments to their citizens who live in a foreign country. Additionally, these types of identification may be in a foreign language, so care should be taken when accepting a consular ID.
Some states allow you to accept consular IDs. However, there may be restrictions, so pay careful attention to any consular ID you may be presented to verify that it meets your state’s requirements.
For example, California permits Notaries to accept consular IDs as long as they contain a photograph, description and signature of the person as well as an identifying number. A Mexican consular ID that lacks a physical description is not acceptable in California.
In Illinois, an ID issued by a consulate is acceptable as long as it contains the individual's photo and signature. Consequently, a Mexican consular ID would be acceptable.
Travel visa
Generally, a citizen of a foreign country who travels to another country must first obtain a travel visa, which is placed in the traveler’s passport.
This type of document is not used for identification. Rather, it is used for permission to travel to a certain country. Travel visas rarely list critical identification information such as date of birth, signature, or physical description. As such, a travel visa should not be used to identify a signer.
Global entry card
A Global Entry card is a U.S. Customs and Border Protection (CBP) program that allows expedited clearance for pre-approved, low-risk travelers upon arrival in the United States. Members enter the United States through automatic kiosks at select airports.
The Global Entry card is technically a travel clearance card. Because it does not contain many critical identification card elements, such as physical description or the bearer’s signature, it would not be acceptable in states that require IDs to contain these elements. As a standard of professional practice, a Global Entry card should not be used to identify a signer in states that do not have statutory ID requirements.
International driver’s license
An “International Driver’s License” (IDL) or “International Driver’s Permit” (IDP) is a document that permits a traveler to operate a motor vehicle when visiting a foreign country. For example, if a U.S. citizen wants to drive a car while visiting France, the prospective tourist could apply for an IDL.
Many con artists in the United States sell fake IDLs and falsely claim they can replace a license or ID issued by a U.S. state. An IDL is not valid in the driver’s home country and is not a satisfactory form of ID for notarization. Notaries should never accept any document purported to be an “IDL” as proof of a signer’s identity.
School ID
A student identification card is issued by nearly all schools, colleges, and universities. The layout and look of these cards vary greatly from school to school. Additionally, these types of ID cards are issued by both public and private schools.
If your state government only defines the type of acceptable ID as “government-issued ID”, carefully examine a school ID card to ensure it is issued by a public school and meets all your state’s other identification requirements before accepting it.
Know your state’s requirements
The guidelines or requirements for what constitutes an acceptable ID vary greatly from one state to another.
California and Florida, for example, provide a specific list of acceptable IDs. Texas permits Notaries to accept current IDs issued by state or federal agencies that contain a photograph and signature of the signer; current foreign passports also are acceptable for notarizations relating to residential real estate transactions.
Alabama Notaries are required to accept a photo identification issued by a governmental entity or agency.
In states that do not provide rules for acceptable ID, the recommended professional practice is to rely on identification documents issued by state or federal government agencies which contain a photograph, a physical description, and the bearer’s signature.
If you have questions about your state’s ID requirements for notarizations, you can call the NNA Hotline for further guidance.
John Jacobson is a Senior Hotline Consultant at the National Notary Association and regularly answers questions from Notaries on the NNA Hotline.
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