Is an e-signed certification legally valid?

Yes—electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA when the four-part validity test is met: intent, consent, attribution, and retention capability.

When is notarization required?

Notarization depends on the transaction and state law. Use a notary or RON if the receiving party or state statute specifically requires a notarized attestation.

Can remote notarization be used?

Many states permit Remote Online Notarization with identity proofing and retained audio‑video; check the state notary commission for current RON rules and recording retention requirements.

What should I do if a field is filled incorrectly?

Do not alter the original signed form. Prepare a corrected form, obtain signatures from all parties, and retain both versions with a clear explanation of the correction.

Who may act as the verifier?

Verifiers typically include authorized employees, licensed notaries, or designated agents; specify verifier authority on the form and include any commission or badge numbers if applicable.

How long must I keep the completed form?

Retention depends on industry: follow IRS (3 years), HIPAA (6 years, 45 CFR §164.530(j)), and any state-specific requirements; retain the longer applicable period.

Electronic Signature
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Miscellaneous
Identification Certification Form

Identification Certification Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

IDENTIFICATION CERTIFICATION FORM

WHEREAS

WHEREAS, Certifying Party and Subject have entered into a business relationship requiring formal verification of the Subject's identity and authoritative documentation; and

WHEREAS, the parties agree that an identification certification—providing verifiable document details and a binding certification statement—will be retained as part of the transaction and may be relied upon for compliance, onboarding, and recordkeeping purposes.

WHEREAS, the parties further agree that this Identification Certification Form is an integral part of the related business agreement and is subject to the terms set forth below.

PARTIES

Certifying Party (Entity or Individual) Subject of Certification (Name) Subject Date of Birth Subject Current Address

IDENTIFICATION DOCUMENT(S) PRESENTED

The Subject attests that the following original or certified documents were presented to the Certifying Party and reviewed by an authorized representative. Check all that apply and complete the requested details.

Driver's License / State ID Passport Other Government-Issued ID

CERTIFICATION STATEMENT

I, the undersigned authorized representative of the Certifying Party, hereby certify under penalty of perjury that I have viewed the original identification document(s) listed above, that the Subject presenting those documents is the person named above, and that the document information recorded on this form is true and accurate to the best of my knowledge. I understand that this certification may be relied upon by the other party and retained in official records.

Name of Certifying Representative Title / Capacity

SCOPE OF WORK

The parties acknowledge that this Identification Certification Form supports and is attached to the broader business arrangement described below. The Certifying Party's verification activities are limited to the review and recordation of identity documents and related attestations.

PAYMENT TERMS

The Subject or contracting party shall pay the Certifying Party for identification verification services in accordance with the following terms.

Total Fee Payment Schedule Late Payment Fee

TERM AND TERMINATION

The certification and related obligations commence on the Effective Date and continue until the completion of the verification services or earlier termination as provided below.

Effective Date: Termination Date:

Notice Period for Termination

CONFIDENTIALITY

The parties agree that any personal information, identity documents, or other sensitive data obtained or generated in connection with this certification shall be treated as confidential. Such information shall not be disclosed except as required by law, compelled by valid process, or with the express written consent of the Subject. The Certifying Party shall implement reasonable administrative, physical, and technical safeguards to protect such information.

GOVERNING LAW

This Identification Certification Form and any dispute arising out of or related to it shall be governed by and construed in accordance with the laws of the jurisdiction specified below, without regard to conflict of law principles.

ENTIRE AGREEMENT

This document, together with any attachments or addenda expressly incorporated herein, constitutes the entire agreement between the parties with respect to the subject matter of identification certification and supersedes all prior and contemporaneous agreements, representations, and understandings, whether oral or written.

ADDITIONAL NOTICES AND ATTESTATIONS

The Certifying Party attests that records of the review (including copies or logs of documents, if permitted) will be retained in accordance with applicable record retention obligations. The Subject acknowledges that false certification or misrepresentation may subject the Subject to civil or criminal penalties.

ACKNOWLEDGMENT OF RECEIPT

The Subject acknowledges receipt of a copy of this completed Identification Certification Form and may request a copy of the information recorded herein from the Certifying Party in writing.

Signature Date for Acknowledgment

First Party (Printed Name):

By:

Date:

Second Party (Printed Name):

By:

Date:

What the Identification Certification Form Is and When It’s Used

The Identification Certification Form documents a signer’s verified identity for a specific transaction, filing, or entitlement. It records the type of government-issued ID presented, issuer details, document number or partial number, and the method used to confirm authenticity. Organizations use the form to meet internal ID-verification policies, satisfy regulatory or payer requirements, or create an auditable chain of custody for identity evidence. The form may be submitted in person, remotely with audio‑visual verification, or electronically with an attached audit trail depending on legal and organizational requirements.

Why an Identification Certification Form Matters

A clear identification certification reduces fraud risk, documents compliance with identity-proofing policies, and creates an auditable record for future disputes or regulatory review.

Who Typically Completes and Signs This Form

Organizations and individuals complete the form when identity must be proven for legal, financial, or administrative purposes.

Employers and HR teams verifying identity for onboarding and I-9 compliance.
Financial institutions confirming customer identity for account opening and KYC checks.
Landlords, title agents, and real estate professionals during leases or closings.

The exact signer and verifier depend on context: an employer verifier, licensed notary, authorized agent, or an authorized government official may complete or attest on the form.

Primary Elements to Include in a Professional Form

A complete Identification Certification Form should be structured, unambiguous, and auditable to support verification, retention, and potential legal use.

Form Header

Title, purpose statement, and transaction identifier that ties the certification to a specific record or filing.

Signer Details

Full legal name, date of birth where required, current address, and contact information to uniquely identify the subject.

ID Presented

Type of credential (driver's license, passport), issuing authority, issuance/expiration dates, and full or partial document number.

Verification Method

How identity was checked: visual inspection, credential authentication service, KBA, or remote audio‑video proofing with timestamped recording.

Attestation

A signed declaration by the verifier and signer confirming accuracy, with date, printed name, and role or authority.

Evidence & Retention

Space to reference attachments (scans, photos, RON recording) and instructions for how long records will be kept.

Security and Compliance Features to Note

Encryption: AES-256 at rest

Transport Security: TLS 1.2 / 1.3 in transit

Audit Trail: Timestamped action log

HIPAA Support: BAA available

Regulatory Standards: ESIGN and UETA compliant

Certification: SOC 2 Type II / ISO 27001

Step-by-Step: Completing the Identification Certification Form

Follow this sequence to complete the form accurately and maintain an auditable verification record.

01

Gather ID: Collect the presented credential for inspection or capture a clear image.
02

Record Details: Enter ID type, issuing state, numbers, and dates on the form.
03

Verify Identity: Confirm physical likeness, check expiration, or run credential authentication.
04

Sign and Attach: Signer and verifier sign; attach supporting scans or recording references.

Configuring an Online Workflow for This Form

Set up fields, authentication, and storage before sending to ensure legal and operational requirements are met.

Field	Configuration
Required Fields	Full name, ID type, ID number, verification method
Signer Authentication	Email + SMS code or stronger KBA for high-risk transactions
Attachment Handling	Allow image uploads and link to AV recording when used
Storage Settings	Retain signed record and audit trail per retention policy

Where to Submit or File the Completed Form

The destination depends on the transaction: HR systems, regulatory filings, escrow/title agents, or internal compliance repositories.

Employer Records: Attach to employee file or HRIS for onboarding compliance
Financial File: Store with KYC documentation in the customer record
Title/Escrow: Deliver to closing agent with property transaction documents
Regulatory Filing: Include when submitting identity-dependent government forms

Technical Considerations for Digital Signing and Sharing

Choose a platform that supports required authentication, document formats, and an immutable audit trail.

File Formats: PDF, DOCX supported
Integrations: Common CRMs and cloud storage
Authentication: SMS, KBA, or SSO options

Ensure the chosen solution captures signer attribution, timestamps, and stores attachments securely to meet ESIGN/UETA and any industry rules.

Timing: When to Provide and Record the Certification

Timing requirements vary by use case. Follow the timeline relevant to onboarding, closing, or regulatory submission to avoid delays or penalties.

Onboarding Deadline:

Provide and verify before the employee’s first day when used for hiring documentation

Transaction Closing:

Complete prior to or at closing for real estate and escrow processes

Regulatory Submission:

Attach when identity evidence is required for government filings

Correction Window:

Correct errors promptly; retain original and corrected records

Retention Start:

Retention begins on the certification date or related filing date

Potential Penalties and Risks from Incorrect Certifications

Fraud Risk: Increased identity fraud exposure

Regulatory Penalties: Fines or sanctions depending on industry

Contract Voidance: Agreements may be unenforceable

Backup Withholding: Tax withholding triggered by invalid TINs

Operational Delay: Transactions may be postponed

Reputational Harm: Loss of trust with customers or partners

Common Mistakes to Avoid When Preparing the Form

Entering a name that does not exactly match the presented government ID, which can require re-verification or rejection of the certification.
Recording expired credentials without noting expiration; always confirm the ID is currently valid at the time of inspection.
Failing to attach supporting evidence or failing to reference the stored audio‑video recording when remote verification was used.
Using inconsistent date formats or omitting full dates, leading to ambiguity about when verification actually occurred.

Representative eSignature Pricing and Features for Completing the Form

Comparing vendor starting prices and core capabilities can inform platform selection for secure eSigning and record retention.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Examples of the Form in Use

These brief cases show how organizations apply an Identification Certification Form to real workflows.

Optica Ventures — Onboarding

Optica used a standardized certification to tie identity to investor documents and speed verification.

The approach centralized ID records across offices.
Optica reported simpler customer interactions and fewer follow-ups because verifiers captured clear ID metadata and attached supporting scans to the investor file.

Martin Properties — Closings

Martin Properties required a notarized certification at closing to confirm the buyer’s identity.

Notarization was paired with scanned ID and recording.
The combined record reduced title company questions and provided a single auditable packet for future title searches and compliance checks.

Frequently Asked Questions About the Identification Certification Form

Answers address how the form works with eSignatures, notarization, and recordkeeping to reduce common points of confusion.

Need help? Contact support

Is an e-signed certification legally valid?
Yes—electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA when the four-part validity test is met: intent, consent, attribution, and retention capability.
When is notarization required?
Notarization depends on the transaction and state law. Use a notary or RON if the receiving party or state statute specifically requires a notarized attestation.
Can remote notarization be used?
Many states permit Remote Online Notarization with identity proofing and retained audio‑video; check the state notary commission for current RON rules and recording retention requirements.
What should I do if a field is filled incorrectly?
Do not alter the original signed form. Prepare a corrected form, obtain signatures from all parties, and retain both versions with a clear explanation of the correction.
Who may act as the verifier?
Verifiers typically include authorized employees, licensed notaries, or designated agents; specify verifier authority on the form and include any commission or badge numbers if applicable.
How long must I keep the completed form?
Retention depends on industry: follow IRS (3 years), HIPAA (6 years, 45 CFR §164.530(j)), and any state-specific requirements; retain the longer applicable period.

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