The Do’s and Don’ts of Handling Military IDs for Notary Signing Agents
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Military IDs are valid government-issued identification. You can accept them for notarization the same way you accept a driver’s license or passport. But they come with extra rules about copying and handling that most other IDs do not have. Here is what you need to know.
Types of Military IDs You Will See
- Common Access Card (CAC): The standard ID for active duty, National Guard, Reserve, and DoD civilian employees. It has a photo, name, rank/grade, and a barcode. It looks like a smart card with a chip.
- Retired ID (DD Form 2): Issued to retired service members. Says “RETIRED” on the front.
- Dependent ID (DD Form 1173): Issued to spouses and children of active duty, retired, or deceased service members. These are the ones you will see most often at notarizations, since military spouses frequently need documents notarized while the service member is deployed.
All of these have a photo and identifying information. All of them are acceptable for identity verification during a notarization.
Photocopying Military IDs
Generally, no. Federal law (18 U.S.C. § 701) restricts photocopying government IDs including military IDs, unless the copy is specifically authorized by the issuing agency or required by law. The Privacy Act of 1974 also restricts how personal information from these IDs can be used and disclosed.
In practice, this means:
- You can look at the ID, verify the photo and name, and record the ID type in your journal. This is standard notary practice and does not violate any law.
- You should not make a photocopy of the ID unless you have explicit authorization from the ID holder and a legitimate legal need. Title companies and signing services generally do not ask you to copy military IDs.
- If a lender or title company asks you to copy a military ID, let the signer decide. Some military members will refuse, and they are within their rights to do so.
What to Record in Your Journal
- Type of ID (e.g., “CAC” or “DD Form 1173 Dependent ID”)
- Name as it appears on the ID
- Expiration date
- Date you verified it
Do not record Social Security numbers, service numbers, or any other sensitive information from the ID. Your journal needs enough detail to show you verified identity. It does not need a full transcription of the card.
What to Watch For
- Check the expiration date. Military IDs expire. A CAC typically expires every three years. Dependent IDs vary. Treat an expired military ID the same way you would treat any other expired ID under your state’s rules.
- Match the photo. This sounds obvious, but military dependents sometimes use the service member’s ID instead of their own. The name on the ID must match the person in front of you.
- Look for obvious tampering. Real military IDs have holographic images, microprinting, and embedded chips. If the ID looks like it was printed on a home printer, it probably was.
- Do not ask the signer to remove the ID from its holder if they prefer not to. You can verify the ID while it remains in a plastic badge holder. You just need to see the photo and read the name.
Frequently Asked Questions
Can I accept an expired military ID?
It depends on your state’s rules about expired IDs. Some states accept IDs expired within a certain grace period. Military IDs have different expiration cycles than driver’s licenses. Check your state’s notary handbook.
Is a Common Access Card acceptable for notarization?
Yes. A CAC is a government-issued photo ID issued by the Department of Defense. Treat it the same as any other federal ID when verifying identity.
What if the signer refuses to let me see their military ID outside the holder?
You need to see the photo and name clearly enough to verify identity. If they will not remove it from the holder at all, you can ask them to hold it up to the light or tilt it so you can see the details. If you genuinely cannot verify the photo and name, you should decline the notarization.
Related Reading
Updated May 2026.
