Start with an authorized appearance
The signer first appears for the notarial act. That may mean physical presence or, when the governing law authorizes it, a live remote appearance through compliant audio-video technology. A phone call, emailed scan, or prerecorded video is not a substitute for the required appearance.
Then establish identity under the applicable rule
The notary asks whether the signer is personally known in the legally sufficient sense. If not, the notary moves to another identity method permitted by the commissioning state.
- Qualifying documentary identification, when state law permits it
- A credible-witness method, when the state authorizes it and every condition is met
- For some online notarizations, credential analysis and identity proofing through compliant technology
Illinois documentary ID has specific features
When documentary identification is used under Illinois law, the credential must be valid at the time of the act, issued by a state agency, federal government agency, or consulate, and contain the signer’s photograph and signature.
That is why a generic list from another state is not enough. A credential that works elsewhere may not satisfy the Illinois standard.
Remote identity checks add technology—not shortcuts
A qualifying remote session can involve presentation of government-issued identification, credential analysis, identity proofing, and a live two-way audio-video meeting. The approved platform helps perform required checks and preserve the integrity of the electronic act.
Remote online notarization is not simply a video call with a seal added afterward.
The notary still evaluates the whole situation
Identity evidence does not require the notary to ignore other concerns. Material identity doubts, an incomplete document, lack of an authorized appearance, a prohibited interest, inability to communicate as required, or another legal red flag can stop the notarization.
Illinois law also allows a notary to refuse to perform an act. A careful refusal protects the signer, the receiving party, and the integrity of the notarial record.
A practical appointment checklist
Before the appointment, confirm the document type, signer location, whether witnesses are required, and the identification you plan to use. For an online session, also prepare a compatible device with a working camera and microphone, reliable internet, and the complete document.
- Do not send Social Security numbers or full ID images by ordinary email
- Do not add a new signature or date until you receive instructions
- Ask the document recipient about any special acceptance or witness rules
Official references