Declaration statement
A clear, signed statement affirming identity, purpose, and truthfulness, providing the legal basis for the attestation and making the declarant accountable for accuracy.
A properly completed declaration reduces identity disputes, supports compliance with KYC and onboarding rules, documents consent to share identity data, and creates a reproducible record for audits or legal processes.
Organizations and individuals use identity declarations when verification is required but in-person identity proofing is impractical.
Recipients review the declaration alongside any attached ID documents; requirements vary by industry and state so always confirm the exact proof required.
A clear, signed statement affirming identity, purpose, and truthfulness, providing the legal basis for the attestation and making the declarant accountable for accuracy.
Full name, aliases, date of birth, and identifying numbers (passport, driver’s license) to match against official records and avoid mismatches.
List and attach copies of primary ID and secondary proofs, with file types and image quality notes so recipients can validate authenticity.
A dated signature block for the declarant; electronic signatures are acceptable under ESIGN/UETA when the recipient does not require notarization.
Record of how the signer was authenticated (email, SMS code, ID verification, RON session) for audit and legal defensibility.
If required, a notary block or witness lines with dates and jurisdiction to meet state or recipient-specific formalities.
| Field | Configuration | Field name | Required/optional | Validation |
|---|---|
| Authentication method | Email link | SMS code | KBA | ID analysis |
| Conditional fields | Show additional questions when specific answers appear |
| Template reuse | Save as template for consistent future processing |
| Notifications and routing | Auto-send completed record to designated reviewers |
Choose a platform that supports required file types, signer authentication, and integration with your existing systems.
Ensure the chosen solution preserves an audit trail (timestamps, IP, actions) and supports export in durable formats such as PDF/A for long-term archival.
Effective on signer date unless recipient specifies otherwise.
Most notaries can schedule same-day sessions, subject to availability.
Recordings are often retained 5–10 years where RON is used.
Expect 1–10 business days for manual verification.
Provide signed copy immediately after completion.
A new-account applicant submits a declaration with uploaded ID images and SSN
A student provides a declaration and scanned passport for residency verification
Save the final signed file as PDF/A for long-term archival and to preserve embedded audit information and signature metadata in a non-editable format.
Keep a master DOCX template for future updates or bulk processing, then lock and export signed copies to prevent post-signing edits.
Include an audit certificate showing signer email, IP address, timestamps, and authentication method to support legal admissibility.
Attach high-resolution scans of IDs, photographs, or proof-of-address documents and label them clearly to match declaration fields.
The individual whose identity is being affirmed. The declarant must sign personally or through a legally authorized agent; signatures must be attributable to the declarant for legal validity.
A person acting under a power of attorney or corporate officer signing for an entity. The agent must show authority and include documentation of delegation when required by the recipient.