What IDs are typically accepted?

Accept commonly issued government IDs such as U.S. passport, state driver license, and state ID. For employment I-9 use the DHS-prescribed lists of acceptable documents; check the specific list for acceptable combinations.

Can an Identification Document List be completed electronically?

Yes. Electronic completion and e-signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where applicable, provided intent, consent, attribution, and retention requirements are met.

What if the name on the document differs from records?

Document any name discrepancy, request supplemental evidence (marriage certificate, court order), and follow your policy. Name mismatches often require secondary verification before acceptance.

Do identity documents need notarization?

Not usually for routine verification, but some legal or real-estate filings require notarized copies. Notarization and witness rules vary by state and document type; consult state law for specific requirements.

How long should I keep these records?

Retention depends on the regulatory regime: IRS records typically 3 years (IRC §6501(a)), HIPAA-covered health records six years (45 CFR §164.530(j)), and other statutes may require longer retention.

How should I submit documents securely?

Use secure upload channels, TLS encryption in transit, AES-256 at rest, and role-based access. If handling ePHI, ensure a BAA is in place and limit access according to HIPAA privacy and security rules.

Electronic Signature
Templates
Miscellaneous
Identification Document List

Identification Document List

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

IDENTIFICATION DOCUMENT LIST AND AGREEMENT

This Identification Document List and Agreement (the "Agreement") is entered into between the parties listed below as of the Effective Date.

Client Name: Client Address:

Service Provider Name: Provider Address:

Effective Date:

WHEREAS

(1) Client requires identification verification and recordation for regulatory, contractual and due-diligence purposes; and Service Provider has been engaged to receive, review and maintain certified copies of such identification documents.

(2) The parties desire to set forth in writing the list of identification documents provided, the responsibilities for maintaining copies, and the terms governing the use, storage and confidentiality of such documents.

(3) The parties agree that the Identification Document List attached to this Agreement will form part of the record required for the engagement and will be subject to the terms of this Agreement.

SCOPE OF WORK

Scope of Services

IDENTIFICATION DOCUMENTS LIST

The following entries constitute the enumerated identification documents provided to Service Provider. For each entry, the signatory certifies that the copy provided is a true and complete copy of the original.

Document 1

Document Type

Driver's License Passport State ID Birth Certificate Other:

Issuing Authority Document Number

Expiration Date: Copy Provided:

Notes

Document 2

Document Type

Driver's License Passport State ID Birth Certificate Other:

Issuing Authority Document Number

Expiration Date: Copy Provided:

Notes

Document 3

Document Type

Driver's License Passport State ID Birth Certificate Other:

Issuing Authority Document Number

Expiration Date: Copy Provided:

Notes

PAYMENT TERMS

As consideration for the services and for the secure handling and retention of the documents listed, Client shall pay Service Provider as follows.

Total Amount Payable Payment Schedule / Milestones

Late Payment: Any undisputed amount not paid within the time specified shall accrue a late fee of per month (or the maximum permitted by law, if less). Client shall also be responsible for reasonable collection costs.

TERM AND TERMINATION

This Agreement commences on and continues until unless earlier terminated in accordance with this Section.

Either party may terminate for convenience upon providing written notice days prior to termination. Upon termination, Service Provider shall return or securely destroy identification document copies as directed by Client, subject to any lawful retention obligations.

CONFIDENTIALITY

All identification documents, copies, and any derived records constitute Confidential Information. Service Provider shall (i) maintain such materials in a secure manner, (ii) use them solely for the purposes described in this Agreement, and (iii) not disclose them except as required by law or with Client's prior written consent. Service Provider shall implement reasonable administrative, technical and physical safeguards to prevent unauthorized access.

Acknowledgment of Confidentiality Requirement: I acknowledge that the documents listed are to be treated as confidential under the terms above.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of , without regard to conflict of laws principles.

ENTIRE AGREEMENT

This Agreement, including the Identification Document List and any schedules or attachments expressly incorporated herein, constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior and contemporaneous understandings, whether written or oral. Any modification must be in writing and signed by both parties.

CERTIFICATION

By signing below, each signatory certifies under penalty of perjury that the copies of identification documents listed in this Agreement are true, complete, and unaltered copies of the originals, and that the information provided herein is accurate to the best of their knowledge.

Client Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What an Identification Document List Is and When it’s Used

An Identification Document List is a structured checklist that records the types of identity documents supplied by an individual and the key details required to verify identity. Typical uses include onboarding (I-9 verification), Know-Your-Customer checks, benefits enrollment, notarization support, and vendor or tenant screening. The list helps standardize which documents are acceptable (for example, passport, driver license, state ID), captures issuing authorities and numbers, and provides a recorded trail that supports compliance and auditability in regulated workflows.

Why a Clear Identification Document List Matters

A concise list reduces processing errors, speeds verification, and supports regulatory compliance by documenting what was presented and when; it also creates a consistent record for audits, tax reporting, and employment eligibility checks.

Who commonly completes an Identification Document List

Organizations that collect identity documents use this list to standardize intake and reduce compliance risk.

Real Estate agents and property managers verifying tenant identity during leasing and move-in.
Healthcare administrators collecting patient ID for medical records and benefits enrollment.
Financial services teams performing KYC checks for account opening and wire transfers.

The list is also used by HR teams, legal departments, and government contractors who need a documented chain of custody for identity evidence.

Core elements that make an Identification Document List reliable

A professional list collects consistent fields and verification metadata so documents can be validated, matched to records, and retained according to law.

Document Type

Specify the accepted document (e.g., U.S. passport, state driver license, permanent resident card) and any subtype restrictions for your workflow.

Document Number

Record the exact ID number as shown. Use the full string including letters and leading zeros to avoid mismatch during verification.

Issuing Authority

Capture the agency or state that issued the ID (for example, DMV, U.S. Department of State) to support cross-checks and fraud detection.

Issue and Expiration

Include issue and expiration dates. Expired documents may not be acceptable for certain workflows such as I-9 employment verification.

Verification Method

Note how the document was verified (visual check, database lookup, ID credential analysis, RON session) for audit and compliance records.

Evidence Notes

Add free-text fields for anomalies (name differences, damage, or suspected forgery) and attach images if the process permits.

Security and compliance checkpoints to include

Encryption in transit: TLS 1.2/1.3

Encryption at rest: AES-256

Audit trail: Signed action log

Access controls: Role-based access

HIPAA support: BAA available

Retention policy: Configurable holds

Step-by-step: completing and confirming the Identification Document List

Follow these steps to collect, verify, and record identity documents consistently.

01

Collect: Request the specific document types required by policy.
02

Inspect: Visually check security features and compare the photo to the presenter.
03

Record: Enter fields exactly as on the ID, including dates and issuing authority.
04

Store: Save attachments and the completed list in an access-controlled repository.

Configuring an online Identification Document List workflow

Set up the digital workflow so fields, attachments, and signer authentication align with your compliance needs.

Field	Configuration
File upload field	Allow image and PDF attachments, limit file size
Conditional fields	Show additional fields if 'passport' or 'non-U.S.' selected
Signer authentication	Enable email, SMS code, or KBA per risk profile
Retention flag	Apply retention label for legal hold

Digital signing and eSubmission requirements

Choose a platform that supports secure uploads, audit trails, and the authentication methods your policy requires.

File formats: PDF, JPG, PNG accepted
Integrations: Salesforce, NetSuite, Google Workspace
Signer auth: Email code, SMS, KBA

Ensure the platform can export signed records, preserve attachments, and apply retention settings compatible with your legal obligations and audit processes.

Typical online flow for collecting identification documents

An efficient digital flow minimizes friction while preserving verification metadata and a tamper-evident audit trail.

Upload ID: User uploads photo or PDF of the document.
Enter details: User or verifier types the document fields into the form.
Authenticate: Platform confirms signer identity via chosen method.
Record: System saves attachments with audit log and signer data.

Time-sensitive requirements and common deadlines

Certain workflows impose fixed deadlines for document presentation, tax reporting, or retention; track these dates to avoid penalties.

I-9 verification deadline:

Employer must complete Section 2 within three business days of hire (8 CFR §274a.2).

W-9 and tax requests:

Provide W-9 when requested; backup withholding applies for missing TINs (24% rate).

Notary timing:

Sign and notarize contemporaneously per state rules; timing varies by jurisdiction.

RON session retention:

Audio-video recordings typically retained 5–10 years under state RON requirements.

Record retention start:

Retention begins on document creation or signing date for regulatory clocks.

Real-world examples of Identification Document List use

These concise case notes show how organizations apply an Identification Document List to reduce friction and preserve compliance.

Martin Properties

A small property management firm standardized tenant ID intake to speed move-ins and reduce errors.

ID capture integrated with lease templates to auto-fill tenant records.
Tim Martin, Founder: 'I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.'

Xerox (NetSuite Operations)

An enterprise team automated ID verification during vendor onboarding for faster approvals.

Integration pre-populated vendor records to reduce duplicate entry.
Kodi-Marie Evans, Director of NetSuite Operations: 'airSlate SignNow provides us with the flexibility needed to get the right signatures on the right documents, in the right formats, based on our integration with NetSuite.'

Common mistakes when preparing an Identification Document List

Accepting low-resolution photos that obscure document numbers or expiration dates, which prevents automated verification.
Recording names that differ from the ID without documenting alias or legal-name evidence, causing later mismatches.
Failing to log the verification method (visual check, database lookup), removing crucial audit context for compliance reviews.
Storing images without access controls or retention tagging, which increases privacy and legal risk in regulated sectors.

Penalties and risks associated with incorrect identity records

Backup withholding: 24% rate applies

I-9 fines: $281–$2,789 per violation

Fraud exposure: Civil and criminal risk

Notary refusal: Document may be invalid

Regulatory audit: Increased inspection risk

Data breach: Privacy fines and litigation

Comparing eSignature platforms for identification workflows

Vendor pricing and feature availability affect cost and suitability for identity collection; signNow appears first for neutral comparison.

	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 free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Identification Document Lists

Answers to frequent questions about accepted documents, e-signatures, notarization, and how to handle mismatches.

Need help? Contact support

What IDs are typically accepted?
Accept commonly issued government IDs such as U.S. passport, state driver license, and state ID. For employment I-9 use the DHS-prescribed lists of acceptable documents; check the specific list for acceptable combinations.
Can an Identification Document List be completed electronically?
Yes. Electronic completion and e-signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where applicable, provided intent, consent, attribution, and retention requirements are met.
What if the name on the document differs from records?
Document any name discrepancy, request supplemental evidence (marriage certificate, court order), and follow your policy. Name mismatches often require secondary verification before acceptance.
Do identity documents need notarization?
Not usually for routine verification, but some legal or real-estate filings require notarized copies. Notarization and witness rules vary by state and document type; consult state law for specific requirements.
How long should I keep these records?
Retention depends on the regulatory regime: IRS records typically 3 years (IRC §6501(a)), HIPAA-covered health records six years (45 CFR §164.530(j)), and other statutes may require longer retention.
How should I submit documents securely?
Use secure upload channels, TLS encryption in transit, AES-256 at rest, and role-based access. If handling ePHI, ensure a BAA is in place and limit access according to HIPAA privacy and security rules.

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