Sometimes the name on a signer’s identification doesn’t exactly match the name on the document being signed.
The most common situation is when a signer has recently married or divorced but has not yet updated their ID to reflect the change of name. Other people use a nickname in social settings, but use their full formal name instead on documents. If you encounter a name discrepancy between an ID and a name on a document, here are some options:
Alternate ID
Ask the signer if they have an alternate ID — such as a passport — that exactly matches the name on the document and is acceptable proof of identity under your state’s law. If your state permits the use of credible identifying witnesses, another option is for the signer to find one or more credible witnesses who meet state law requirements and can identify the signer under the name printed on the document.
No alternate ID
If the signer doesn’t have an alternate ID that exactly matches the name on the document, then you may have to make a judgment call whether the variation in names between the ID and document is acceptable or not. As a general rule, if the name on the ID provides enough detail to support that the signer is the same person as the version named in the document, the ID should be acceptable.
For example, if the name on the ID reads “Patricia J. Carson” and the name on the document is “Patti Carson,” in most cases the ID should be acceptable — the name “Patti” on the document is a generally accepted shortened version of the full name “Patricia.”
However, if the name on the ID reads “John A. Smith.” and the name on the document reads “John Alan Smith,” the ID would not be acceptable because there is no way for the Notary to know if the “A” on the ID stands for “Alan” or some other name.
Note that some documents, such as recordable deeds, have much stricter rules for notarization and may require the name on the identification to exactly match the name on the deed. The signer should check with the issuing or receiving agency for instructions.
AKA
Finally, another method used to reconcile document and ID name discrepancies is for the signer to sign both names, linking the two with the phrase “also known as,” “AKA” or other wording to that effect. This is usually indicated on the signature line. If the signature line does not provide this direction, the Notary can’t tell the signer if this is acceptable or not — the signer should ask the document’s issuing or receiving agency to confirm if an “AKA” may be used.
When notarizing an “AKA” signature, the only name you notarize is the name that appears on the ID. In this case, only the name appearing on the ID is entered in the notarial certificate, since this name is the only one which can be proven to you. Typically, signature formats would be as follows:
- “Beverly C. Person, also known as Beverly C. Eisman” or
- “Maria Garcia Lopez AKA Maria Garcia” or
- “John Smith, who took title to property in the name of John Smith, Jr.”
So using one of the examples above, if the name “Beverly C. Person” appears on the signer’s driver’s license, that is the only name that would be entered in the notarial certificate.
Alternatively, the signer can use the phrase “professionally known as” (PKA) or “formerly known as" (FKA) as the case warrants.
When recording an “AKA” notarization in your journal entry, it is recommended that you note both names used for the “AKA” signature, perhaps in the additional information column. If your state requires a signature in your journal, the signer should sign the same way he/she signed the document.
David Thun is the Assistant Managing Editor with the National Notary Association.