Can an Identification Notice be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when the four ESIGN elements are met: intent, consent, attribution, and record retention.

What types of ID are acceptable?

Typically a government-issued photo ID such as a driver license, state ID, or passport. Higher-risk processes may require secondary proofs or credential analysis for stronger assurance.

Is notarization required for the notice?

Not usually for standalone identification notices, but notarization may be required when the notice supports deeds, powers of attorney, or other instruments—check state rules for specific instruments.

How do I correct a submitted notice?

Issue a corrected Identification Notice with the updated fields, reference the original, and retain both records to preserve the audit trail and explain the amendment.

How long should I retain the notice?

Follow applicable retention rules: at least three years for tax-related records and six years for HIPAA-related records (45 CFR §164.530(j)); longer retention may apply by state or industry.

How can identity documents be protected?

Store scanned IDs in encrypted storage, limit access, and retain only as long as required by policy. Use secure transmission and maintain an audit trail of access and downloads.

Identification Notice

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

Identification Notice

Effective Date:

Client Name Client Address Service Provider Name Service Provider Address

Recitals

WHEREAS, Client Name: requires verification of identity and related corporate or ownership documentation in order to engage Service Provider for services described below; and

WHEREAS, Service Provider Name: agrees to provide such identification and to comply with the notice and certification obligations set forth in this Identification Notice and Agreement.

WHEREAS, the parties intend that this Identification Notice operate as a binding part of the business agreement between the parties, including obligations related to the collection, verification, use and retention of identification materials.

Scope of Work

The Service Provider shall perform the services described below. The identification materials provided under this Identification Notice shall be used only as necessary for performance of the services and for regulatory or contractual compliance.

Detailed Scope of Work

Identification Requirements and Notice

The following identification documents are required from the signatory parties and any beneficial owners or authorized representatives in connection with the services described above. Copies of the referenced documents must be delivered to the recipient identified in this Notice and may be retained by the recipient for the duration required by applicable law and for the period reasonably necessary to effect the services.

Required documents (check all that are provided):

Driver's License Passport Articles of Incorporation / Organization Other:

Identification Details

Copies of the documents provided: Attached If not attached, explain:

Payment Terms

Compensation for services performed under this Agreement shall be as follows.

Total Amount Payment Schedule Late Payment

If any amount due is not paid within days of the due date, interest shall accrue at: or a flat late fee of , whichever is greater.

Term and Termination

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated as provided herein.

Either party may terminate this Agreement for convenience by providing prior written notice to the other party at least days prior to termination. Either party may terminate for cause if the other party materially breaches any obligation and fails to cure the breach within days after receipt of written notice specifying the breach.

Confidentiality

Each party acknowledges that during the course of performance it may receive Confidential Information of the other party. "Confidential Information" means non-public business, technical, financial and personal information, including identification documents and related data. Each party shall: (a) hold such information in strict confidence; (b) use it only for purposes of performing obligations under this Agreement; and (c) not disclose it to any third party except (i) to the extent compelled by law, (ii) to its employees or agents who have a need to know and who are bound to protect such information, or (iii) with the prior written consent of the disclosing party.

The obligations in this confidentiality clause survive termination of this Agreement for a period of three (3) years, except that identification data and other personal information shall be retained and protected in accordance with applicable law.

Governing Law

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

Entire Agreement

This Identification Notice, together with any written attachments or schedules executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, negotiations and discussions, whether oral or written.

Miscellaneous

If any provision of this Agreement is held to be invalid or unenforceable, the remaining provisions shall remain in full force and effect. No waiver of any breach shall constitute a waiver of any other breach. Amendments to this Agreement must be in writing and signed by authorized representatives of both parties.

Certification

By signing below, each party certifies under penalty of perjury that the identification documents and information provided are true, correct and unaltered to the best of the signatory's knowledge, and that the signatory is authorized to provide such documents on behalf of the represented entity.

I certify: I declare under penalty of perjury that the foregoing is true and correct.

Additional Remarks (if any)

Client:

By:

Date:

Service Provider:

By:

Date:

What an Identification Notice Is and When it’s Used

An Identification Notice is a written statement used to verify a person or entity’s identity for a specific transaction, filing, or administrative purpose. It documents the name, government ID details, contact information, and purpose for identification and is commonly used for onboarding, vendor verification, benefits enrollment, and regulatory compliance. The form helps create a clear record of who was identified, when and how the identification was performed, and which supporting documents were reviewed, reducing downstream disputes about identity or authority.

Why an Identification Notice Matters for Records and Compliance

An Identification Notice creates a reproducible record that supports legal attribution and consent, helps satisfy identity-proofing requirements, and reduces fraud risk. Properly completed notices support audit trails and may be used with electronic signature workflows governed by ESIGN (15 U.S.C. §7001) and state UETA laws.

Who Typically Prepares or Receives an Identification Notice

The notice is suitable for both paper and electronic workflows and may be completed by a requesting organization or directly by the individual being identified.

Human resources and onboarding teams verifying new hires and contractors
Compliance and risk teams collecting KYC information for vendors
Healthcare intake staff confirming patient identity for protected health information

Primary Roles That Interact with This Notice

Compliance Officer

A compliance officer reviews Identification Notices to confirm identity evidence meets organizational policies and regulatory standards. They log the notice in records, flag inconsistencies, and request additional documentation when identity proofing fails or is ambiguous.

Authorized Signer

An authorized signer is the person whose identity is being verified. They complete the notice, attach required ID copies, and certify the accuracy of provided information, enabling the organization to attribute actions and comply with audit requirements.

Essential Data Fields to Include

Full legal name: Exact name on government ID

ID type: Driver license, passport, state ID

ID number: Alphanumeric ID from document

Date of birth: MM/DD/YYYY format

Primary address: Street, city, state, ZIP

Issuing authority: State or country agency

Step-by-Step: Completing an Identification Notice

Follow these steps in order to gather evidence, complete the form, and retain a compliant record of the identification event.

01

Collect ID: Request a government-issued ID and note type
02

Capture details: Enter full name, ID number, DOB, and address
03

Attach copy: Include a clear photocopy or scanned image of the ID
04

Sign and date: Signer certifies accuracy with signature and date

How to Configure an Online Identification Notice Workflow

Set up fields and authentication to balance usability with verification strength for online completion.

Field	Configuration
Required fields	Full name, ID type, ID number, DOB, address
Attachments	Enable scanned ID upload (PDF, JPG, PNG)
Signer authentication	Email link or SMS code; KBA for higher assurance
Audit capture	Record IP, timestamp, and document history

Technical Considerations for Digital Completion

Ensure the eSignature provider supports secure storage, export formats, and required compliance standards for your industry.

File types: PDF, DOCX, JPG accepted
Authentication: Email, SMS, or KBA
Audit trail: IP, timestamps, and actions

Where to Send or File the Completed Identification Notice

Routing depends on the use case: HR files go to personnel records, compliance retains vendor notices, and healthcare copies join patient charts.

HR filing: Store in employee personnel file
Vendor onboarding: Attach to vendor profile in ERP/CRM
Healthcare records: Place in patient EHR with privacy controls
Compliance archive: Retain in secure retention system

Timing and Deadlines to Monitor

Track time-sensitive steps such as requests, responses, and retention triggers to avoid compliance gaps or penalties.

Response to request:

Provide identity info upon request within a reasonable timeframe

Record retention start:

Retention begins on document execution date

HIPAA retention:

Six years from creation or last effective date

Tax record standard:

IRS baseline: three years from filing (IRC §6501(a))

RON session record:

Retain audio-video per state RON rules

Common Preparation Errors to Avoid

Submitting photocopies that obscure ID numbers or expiration dates, which prevents reliable verification and triggers re-submission.
Using nicknames or abbreviated names instead of the exact legal name on the government ID, causing mismatches with authoritative records.
Failing to sign or date the notice properly, or relying on initials where a full signature is required, making the notice legally ambiguous.
Attaching the wrong document type (e.g., utility bill instead of government ID) when the process specifies a government-issued photo ID.

Key Risks and Consequences of Incorrect Identification Notices

Identity rejection: Delays in processing

Regulatory fines: Penalties or corrective actions

Tax impact: Backup withholding 24%

I-9 exposure: $281–$2,789 per violation

Contract disputes: Challenges to enforceability

Fraud risk: Unauthorized access or identity theft

eSignature Vendor Snapshot for Identification Notices

Comparison of common vendor criteria relevant to signing and storing Identification Notices; signNow is listed first per platform ordering rules.

	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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-World Examples of Identification Notice Use

Two representative customer experiences showing how identification records support operations and compliance.

Optica Ventures — COO

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Rapid adoption across workflows reduced manual verification handoffs.
As a result, the company shortened onboarding cycles and kept an auditable record of identity checks linked to each contract and customer file.

Martin Properties — Founder

I can process and execute all of these documents online with 100% compliance and built-in security.

Mobile and offline signing supported closing activity.
This allowed the firm to complete remote tenant identification and lease execution reliably while preserving the identity evidence needed for landlord and regulatory records.

Frequently Asked Questions About Identification Notices

Answers to common questions about electronic completion, notarization, acceptable IDs, retention, and correcting errors.

Need help? Contact support

Can an Identification Notice be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when the four ESIGN elements are met: intent, consent, attribution, and record retention.
What types of ID are acceptable?
Typically a government-issued photo ID such as a driver license, state ID, or passport. Higher-risk processes may require secondary proofs or credential analysis for stronger assurance.
Is notarization required for the notice?
Not usually for standalone identification notices, but notarization may be required when the notice supports deeds, powers of attorney, or other instruments—check state rules for specific instruments.
How do I correct a submitted notice?
Issue a corrected Identification Notice with the updated fields, reference the original, and retain both records to preserve the audit trail and explain the amendment.
How long should I retain the notice?
Follow applicable retention rules: at least three years for tax-related records and six years for HIPAA-related records (45 CFR §164.530(j)); longer retention may apply by state or industry.
How can identity documents be protected?
Store scanned IDs in encrypted storage, limit access, and retain only as long as required by policy. Use secure transmission and maintain an audit trail of access and downloads.

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