Signer ID Acceptability Check
Compares each signer's ID against the ID rules the notary gives, and says for each signer whether the ID is accepted, not accepted, or needs more information.
Before and after
ID check for Meadowmont Notary Services, appointment on March 14, 2025
3 signers: 1 accepted, 1 not accepted, 1 needs more information.
Lance Vincent: Accepted
- Driver license is on your accepted list.
- Expires 08/2027, so it is not expired on March 14, 2025.
- Photo matches and a signature is present, which your rules require.
- The ID reads "Lance A Vincent" and the document reads "Lance Vincent." Your rules allow a missing or abbreviated middle name if you note it in your journal.
Laura Weber: Not accepted
- A US passport is on your accepted list, but this one expired 02/2024. Your rules say the ID must not be expired on the day of notarization.
- Name and photo match. You did not tell me whether the passport has a signature, which your rules require, so I could not check that. The expiration date is already a reason it is not accepted.
- Option under your rules: a credible witness who personally knows Laura and has an acceptable ID, present in person at the appointment. Laura can also bring another unexpired ID from your accepted list, such as a driver license, state ID card, or military ID.
Lauren Wilcox: Needs more information
- Driver license is on your accepted list, expires 05/2026, photo matches, and a signature is present.
- The ID reads "Lauren Wilcox-Ortiz" and the document reads "Lauren Wilcox." Your rules cover a missing or abbreviated middle name, but they do not say what to do when the last name differs. We recommend you do not proceed until you confirm how your state handles this.
Journal note draft for Lance Vincent:
"Signer identified by driver license, expires 08/2027. Photo and signature reviewed. Name on ID is Lance A Vincent, document name is Lance Vincent. Middle initial appears on ID only."
Message to Laura Weber:
"Hi Laura, this is Meadowmont Notary Services. When we checked your passport for the March 14 appointment, it showed an expiration of 02/2024, and we can't use an expired ID. Please bring another unexpired photo ID with your signature, such as a driver license, state ID card, or military ID. If you don't have one, you can bring a credible witness who knows you personally and has an acceptable ID, and they must come to the appointment in person. Call us at 319-555-0115 with any questions."
Message to Lauren Wilcox:
"Hi Lauren, this is Meadowmont Notary Services. Your driver license shows the name Lauren Wilcox-Ortiz, and your document shows Lauren Wilcox. Before your appointment, we need to confirm whether we can proceed with that difference. Please call us at 319-555-0115, and if you have a second ID or paperwork showing the name on your document, bring it."
Questions for the owner
- Does your handbook say what to do when the last name on the ID differs from the document, as with Lauren Wilcox? Please confirm with your state's commissioning office or current handbook.
- Does Laura's passport have a signature? You did not say, and your rules require one. Please check it if she brings another ID or the same one.
- Does your state require you to record an ID number in your journal? You did not give me any ID numbers, so I left them out.
- Do you want Lauren's message to mention a specific document, such as a marriage certificate? I left it general because your rules did not name one.
What it does
Compares each signer's ID against the ID rules the notary gives, and says for each signer whether the ID is accepted, not accepted, or needs more information. It also drafts a short journal note and a plain message to any signer who needs to bring something else.
Use it when: Use when a notary needs to check whether a signer's ID is acceptable under their state's rules before a notarization, such as "is this ID okay," "check my signer's ID," "will this license work," or "can I notarize with an expired ID."