4.1 Satisfactory Evidence of Identity
Key Takeaways
- Arizona recognizes three identification methods: personal knowledge, satisfactory evidence (a single government ID), and a credible witness
- An acceptable ID must be CURRENT (not expired) and contain a photograph, the signer's signature, and a written physical description
- The physical description must include, at minimum, height, weight, hair color, and eye color (ARS 41-311 / 41-255)
- The single-document rule applies: one ID must satisfy every requirement — you cannot combine two cards that each supply part of the proof
- If the ID is expired, altered, or the photo does not match the signer, the notary must refuse and offer the credible-witness alternative
Why Identity Verification Is the Heart of Your Job
Every other notarial step — administering an oath, completing a certificate, applying your seal — rests on one foundation: you are certain the person in front of you is who they claim to be. Arizona commissions notaries primarily to deter document fraud, and the single most common way fraud reaches a closing table or a court file is an impostor signing in someone else's name. The Arizona Notary Public Reference Manual and Arizona Revised Statutes (A.R.S.) § 41-311 therefore define satisfactory evidence of identity narrowly and demand that you apply it the same way for every signer, every time.
On the exam this topic carries roughly 20% of the questions (the Identity Verification topic area), and the questions are application-driven: you will be handed a fact pattern ("the signer presents an expired passport," "the signer offers two cards that together prove identity") and asked what to do. Memorizing the rule is not enough; you must be able to spot the defect.
The Three Statutory Methods
Arizona recognizes exactly three ways to establish a signer's identity. There is no fourth option — you cannot rely on a feeling, a verbal introduction, or a Social Security card.
| Method | What It Means | How the Signer Is Proven |
|---|---|---|
| Personal knowledge | You have known the individual long enough to be assured of their identity | Your own direct knowledge |
| Satisfactory evidence (ID document) | The signer presents one qualifying government-issued ID | The document itself |
| Credible witness | A third person who knows the signer vouches under oath | Covered in detail in Section 3.2 |
Personal Knowledge
Personal knowledge means a relationship of sufficient duration that you are genuinely assured of the person's identity — a long-time coworker, a relative, a neighbor of many years. It is not "we met last week" or "they look familiar." Because a personal-knowledge claim can be challenged later in court, most notaries default to checking an ID even for people they know.
Satisfactory Evidence: The Single-Document Standard
When you do not personally know the signer, you rely on satisfactory evidence — one government-issued identification card. Under A.R.S. § 41-311 (and the parallel definition in § 41-255 for the notary act), that card must contain all three of the following on a single document:
- A photograph of the bearer
- The bearer's signature
- A written physical description
The written physical description must list, at minimum, the person's height, weight, hair color, and eye color. A card that has a photo and signature but no physical description does not qualify on its own.
The Single-Document Rule (a favorite exam trap)
You may not combine cards. If a signer hands you one card with the photo and a second card with the signature and description, that is not satisfactory evidence — one card must carry every element. The Manual is explicit: "you cannot use one ID card that has some of the requirements and another one that has the other requirements."
Acceptable vs. Unacceptable Identification
| Acceptable (if CURRENT) | Why It Qualifies |
|---|---|
| Arizona driver license or non-operating ID | State-issued; photo, signature, description |
| Driver license / state ID from any U.S. state or territory | Same statutory category |
| U.S. passport or passport card (U.S. Dept. of State) | Federal photo ID |
| U.S. military / Armed Forces ID with photo | Federally issued photo ID |
| U.S. Permanent Resident (green) card | Federal photo ID |
| Tribal enrollment card with photo, signature, description | Tribal-government issued |
| Unacceptable (by itself) | Reason |
|---|---|
| Any expired ID | Must be current/valid — no exceptions |
| Social Security card | No photo or physical description |
| Birth certificate | No photo |
| Credit card, library card, work badge | Not government-issued |
| Two cards combined | Violates single-document rule |
| Photocopy or photo of an ID | Must be the original card |
Examining the ID
Holding a qualifying card is only step one. You must actually examine it before proceeding:
- Compare the photo to the person standing before you.
- Match the physical description — does the listed height, weight, hair, and eye color reasonably fit?
- Confirm the card is current — check the expiration date.
- Look for tampering — mismatched fonts, lifted laminate, altered numbers, a photo that looks reattached.
- Have the signer sign in your presence where possible, and compare that signature to the one on the card.
Record the verification in your journal: the type of ID, its serial/ID number, the issuing authority, and the expiration date.
Worked Example: A signer presents a U.S. passport that expired three months ago, plus a current employer badge bearing his photo and signature. He says, "Between the two you can see it's me." You must refuse to notarize using these documents. The passport is expired (not current/valid), and the badge is not government-issued and lacks a physical description. The single-document rule also bars combining them. You explain that he may return with one current qualifying ID, or proceed today using a credible witness (Section 3.2).
When Documentary Evidence Is Insufficient
If the only ID is expired, if the photo does not match, if the card shows signs of alteration, or if the signer simply has no qualifying ID at all, you do not guess and you do not proceed. Your two lawful paths are (1) reschedule until the signer obtains a current qualifying ID, or (2) identify the signer through a credible witness. Refusing in these situations is not poor customer service — it is the exact conduct your commission exists to provide.
A signer presents an Arizona driver license that expired last month. It clearly shows his photo, signature, and physical description, and the photo matches him. What should the Arizona notary do?
Which combination satisfies Arizona's 'satisfactory evidence' standard for a signer the notary does not personally know?
Match each identification scenario to the correct Arizona notary outcome.
Match each item on the left with the correct item on the right
Put the steps of examining a signer's ID for satisfactory evidence in the correct order.
Arrange the items in the correct order