The importance of proper document identification in online notarisation
By Jeremy Arhab, Founder · Published 19 May 2026 · Updated 26 June 2026
Why correct document identification matters more than most signers realise, and how modern digital verification has raised the bar far above traditional paper checks.
The importance of proper document identification in online notarisation
Identity verification is the invisible foundation of every notarial act. When a notary public signs and seals a document, they are not just witnessing your signature, they are formally attesting that the person who signed is who they claimed to be. Get the identification step wrong, and the entire notarial chain collapses.
What document identification really means
Document identification is the process by which a notary confirms a signer legal identity before performing any notarial act. It involves checking that the identity document presented is genuine, valid, unaltered, and belongs to the person physically present at the signing.
The three pillars of proper identification
| Pillar | What it verifies | How it fails alone |
|---|---|---|
| Document authenticity | The ID is genuine and unaltered | Does not prove the holder is the real owner |
| Biometric matching | The face matches the ID photo | Does not prove the ID is real |
| Liveness detection | The person is physically present, not a recording | Does not verify identity itself |
Common identity documents and their acceptance levels
| Document type | Acceptance level | Notes |
|---|---|---|
| Biometric passport | Highest | International standard, machine-readable |
| National identity card | High | Accepted in most jurisdictions |
| Driving licence | Medium | Often accepted, sometimes refused for international acts |
| Residence permit | Medium | Useful for non-citizens, varies by country |
| Utility bill or bank statement | Supporting only | Never a primary ID, used for address proof |
Why poor identification causes notarisations to fail
- Expired ID at the moment of signing, even by a single day
- Mismatched names, where the ID shows a maiden name but the document uses a married name with no proof of change
- Low-quality scans that prevent the notary public or the receiving party from reading security features
- Inconsistent address information between the ID and supporting documents
- Use of a document that the destination country does not recognise
From paper checks to digital verification
A typical online notarisation session now includes:
1. MRZ and chip reading that extract the encrypted data embedded in biometric documents
2. Tamper detection that flags any sign of alteration on the document image
3. Biometric face matching that compares a live selfie with the ID photo
4. Liveness challenges that confirm the signer is a real person, not a photo or pre-recorded video
5. Sanctions and PEP screening that cross-check the verified identity against international watchlists
Ready to notarise your document with verification you can trust? Book a session with My Notary and experience identification done properly, from the first scan to the final seal.
Got questions? We’re on it.
Most questions are answered here, drawn from what people actually ask before booking. If yours isn’t, our team is in chat.
Document identification is the process by which a notary confirms a signer's legal identity before performing any notarial act. It involves checking that the identity document presented is genuine, valid, unaltered, and belongs to the person physically present. Without proper identification, the entire notarial chain collapses — the act has no legal standing.
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