You may have seen the phrase “personally known to the notary” on notarial certificates or in state notary laws. Many clients assume it means the notary can skip the ID check if they recognize the signer — but that isn’t always true.
The meaning and legality of “personal knowledge” vary by state, and even where it is allowed, it must meet strict standards.
This guide explains exactly what the rule means and when it can be used.
1. What “Personally Known to the Notary” Actually Means
“Personally known to the notary” means the notary has known the signer long enough and well enough to be absolutely sure of their identity.
This includes:
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A long-term personal or professional relationship
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Frequent interactions over time
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A deep familiarity with the signer, their appearance, and personal details
It does not include:
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Recognizing someone from social media
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Meeting someone once
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Being introduced briefly by another person
It requires a direct, established, and trustworthy relationship.
2. Not All States Allow Personal Knowledge as ID
Some states allow a notary to identify a signer through personal knowledge, but others do not permit it at all.
States that allow it (with restrictions) include:
Florida, Texas, New York, Georgia, North Carolina, Colorado, Virginia.
States like California prohibit personal knowledge entirely — meaning a signer must show ID or use credible witnesses.
Always follow state law, not personal preference.
3. Why Many Notaries Avoid Using Personal Knowledge
Even when legal, many notaries choose not to rely on personal knowledge because:
✔ It’s hard to prove later
If the notarization is challenged, the notary must demonstrate how they knew the signer.
✔ Some agencies won’t accept it
Banks, title companies, and courts prefer government-issued ID.
✔ It increases liability
If the signer misrepresents their identity, the notary may be held responsible.
✔ Remote Online Notarization (RON) never allows it
RON requires mandatory electronic ID verification.
Because of these risks, most notaries use government-issued identification instead.
4. How Personal Knowledge Differs From Traditional ID Verification
When a notary identifies someone through personal knowledge, the verification comes from the notary’s existing relationship with the signer.
When a notary identifies someone using ID, verification comes from:
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A government document
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A physical photo
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Matching demographic details
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Credential analysis (for online notarization)
Personal knowledge may be legal in some states but is far less defensible than ID if a dispute arises.
5. When Personal Knowledge May Be Used
Personal knowledge may be acceptable when:
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The signer has forgotten or misplaced their ID
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The notary has known them for years
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The document is simple and carries low legal risk
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The receiving agency does not require ID
Even then, many notaries document their personal knowledge in a journal entry for added protection.
6. When Personal Knowledge Cannot Be Used
A notary cannot use personal knowledge in these situations:
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For Remote Online Notarization (RON)
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For real estate, mortgage, or loan documents requiring strict ID rules
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When the signer’s identity is uncertain
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When the signer wants to use a name not shown on their current ID
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When state law prohibits it
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When the receiving agency mandates ID verification
If there is any doubt, the notary must request ID or refuse to proceed.
7. Why This Rule Exists
“Personal knowledge” was originally created for small communities where people knew each other well. But because of rising identity theft and fraud, many states now require stronger proof.
Today, notarization relies heavily on:
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Government-issued photo ID
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Thumbprints (in some states)
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Digital identity verification systems
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Credential analysis tools for online signings
Personal knowledge is still in the law books in some states — but rarely used in practice.
Conclusion
“Personally known to the notary” means the notary has a long-standing, trustworthy relationship with the signer — but many states limit or prohibit its use. Even when allowed, relying on ID is safer, more widely accepted, and better for protecting your document.
At Looking Glass Runners Notary, we follow state laws and best practices to ensure every signer’s identity is verified accurately and securely.
