Why Notaries Should Always Require Full ID Removal

As notaries, verifying a signer’s identity is one of the most critical responsibilities. It’s not just about asking for ID—it’s about inspecting that ID thoroughly and carefully.

One simple, yet often overlooked, best practice can dramatically reduce the risk of fraud:
Always ask the signer to remove their ID from their wallet, purse, or holder.

Here’s why this step is essential to the notarial process.

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The Risks of Inspecting IDs Inside Wallets

When a signer presents an ID tucked behind plastic, important fraud indicators may be missed:

• Glare and Distortion: Wallet covers can obscure or reflect over security features, making holograms and microtext hard to see.
• Hidden Details: The back of the ID often contains barcodes, security strips, and expiration confirmations. These must be inspected to fully verify authenticity.
• Missed Red Flags: Fraudulent IDs can sometimes pass a quick glance but fail under closer inspection.

Notaries who skip this step expose themselves to potential fraud, liability, and even commission suspension.

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What Notaries Should Look for During ID Checks

When a signer hands over an ID, a proper review involves more than checking the name and photo. The following should always be inspected carefully:

Holograms and UV Features

• Look for holograms that shift color or image when tilted.
• Many IDs have UV patterns visible only under black light.

Raised or Textured Print

• Feel the surface. Legitimate IDs often have raised text or numbers that can be physically detected.

Consistent Fonts and Spacing

• Uneven or blurry fonts are a common giveaway of fake IDs.

Photo and Physical Description Match

• Compare the signer’s face, features, and physical build with the ID details.

Expiration Date

• An expired ID cannot be used for notarization. Always check this carefully.

State and Design Accuracy

• Ensure the ID matches the current design used by that state’s issuing authority.

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Tools to Help Notaries Verify ID

In addition to a thorough visual and tactile inspection, notaries can use several tools to assist in verifying IDs and spotting potential fraud.

ID Checking Guide

A comprehensive ID Checking Guide, published annually, provides detailed images and descriptions of current IDs from all 50 states, U.S. territories, and Canada. It helps notaries compare IDs quickly to official designs and security features.

Magnifying Glass

A handheld magnifier allows notaries to closely examine microtext, fine print, and embedded security features that might not be visible to the naked eye.

UV Light

Portable blacklight devices can reveal UV-reactive patterns that are included on most government-issued IDs but are not typically replicated on fake IDs.

FraudFighter and ID Authentication Devices

Commercial tools like FraudFighter’s ID scanners and multi-layer ID verification systems can read barcodes, scan for security features, and flag irregularities instantly. These are especially useful for high-volume notarial settings.

Digital ID Verification Apps

Some states and industries are now introducing mobile apps that allow notaries to scan IDs for verification. These apps often compare the scanned ID against official templates and can help detect expired, mismatched, or fake IDs.

State DMV Resources

Many state Departments of Motor Vehicles offer online guides or visual ID reference sheets that can help notaries verify whether a presented ID matches the current issue.

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Why This Practice Matters

Asking signers to fully remove their ID demonstrates professionalism and protects everyone involved:

• Protects You: Reduces the risk of notarizing fraudulent documents.
• Protects the Signer: Ensures their identity is validated properly.
• Protects the Transaction: Builds trust in the integrity of the notarization.

Skipping this step may seem quicker in the moment but can lead to severe consequences if fraud is later discovered.

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Final Thought: Never Skip the Basics

The ability to detect a fake ID is the first line of defense against fraud. It starts with simply asking the signer to hand over the ID, not to show it behind plastic.

It’s a small habit that makes a huge impact.