Foundational Fridays: The Identity Ironclad: Validating Signers

How can you be absolutely certain that a signer is truly who they claim to be? In this episode, Eddie Montes Travis and Marylyn Lee Trotter walk through the essential protocols for identity verification to ensure every signature you witness is legally sound. They explore why checking physical credentials is your first line of defense against document fraud and how to maintain an ironclad standard in your professional practice.

• Primary Identification: Learning how to properly inspect government-issued photo IDs to ensure they are current, authentic, and accurately reflect the person in front of you.
• Credible Witnesses: Navigating the specific rules for using third-party individuals to verify a signer's identity when they lack traditional identification documents.
• Physical Discrepancies: Identifying red flags such as mismatched signatures or altered security features on a driver's license or passport.
• State Compliance: Staying updated on the specific legal requirements for identity validation that vary across different jurisdictions.

Ensuring the integrity of the signing process is the most important part of your job. By following these foundational steps, you protect the public and your own professional reputation. Please make sure to subscribe and like the podcast to stay updated on all our future episodes!

Show Notes:
• Techniques for verifying government-issued photo identification.
• How and when to use credible witnesses for identity validation.
• Spotting physical red flags and security feature tampering.
• Understanding state-specific mandates for signer identification.

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Notary Public Foundation: Essential Guide to Core Duties, Ethics, and Commissioning on Amazon

Your Monday Notary Reading:
Notary Operational Excellence: Mastering Certificates, Journals, Ink, and Copy Certification on Amazon

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Notary Fraud Shield: Real-World Tactics, Red Flags, and Refusal Strategies on Amazon

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The Mobile Notary Blueprint: Launching and Managing Your On-Demand Business on Amazon

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Notary Niche Navigator: Your Guide to Loan Signings, Apostilles, I-9s, and More on Amazon

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Notary Law & Liability: Understanding State Regulations, Insurance, and Avoiding UPL

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The Future Notary: Mastering RON, eNotary, and Complex Scenarios on Amazon

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Executive Producer Derrick Spruill
Writers Marylyn Lee Trotter and Eddie Montes Travis
Graphics & Illustrations by Eddie Montes Travis
Music by Thomas Bynum
This Show is Produced by Magnificent Workz
Business Solutions

Transcript

SPEAKER_01 0:06

To obtain more notary knowledge, explore the full collection of books by Derek Spruel and find the perfect book for your notary business. Visit any online bookstore, Amazon.com, Barnes and Noble Bookstore, Books of Million.com, Bookshop.org, Mobile Notary by DerekSproel.com, or download from Kindle to obtain your essential notary book to help with all your notarization starting today.

SPEAKER_02 0:33

Welcome to Notary Knowledge, and uh today is Foundational Fridays. We are going to focus on what we're calling the identity ironclad, which is, you know, all about validating signers.

SPEAKER_03 0:44

Right. And this is specifically designed for you if you're a novice or like an entry-level professional. We really want to build your confidence from the absolute ground up today.

SPEAKER_02 0:54

Yeah, exactly. Because I mean, in in prior episodes, we talked a lot about the basics, right? Like getting commission, the application process, all that paperwork.

SPEAKER_03 1:02

All the administrative hurdles.

SPEAKER_02 1:03

Right. But today is about what actually happens when you leave the theory behind and you finally sit down at the table with a stranger.

SPEAKER_03 1:10

Which is terrifying for a lot of people.

SPEAKER_02 1:12

Yeah.

SPEAKER_03 1:13

But uh it's also where the real work begins.

SPEAKER_02 1:15

It really is. I mean, think about it. It is just a piece of plastic.

SPEAKER_03 1:19

Yeah.

SPEAKER_02 1:19

If you hold a standard state driver's license in the palm of your hand, it weighs like a fraction of an ounce.

SPEAKER_03 1:25

Barely anything.

SPEAKER_02 1:26

Right. But the moment someone slides that little piece of plastic across the table to you, the entire weight of the legal system suddenly rests on your shoulders.

SPEAKER_03 1:34

It's so true. One missed detail, or you know, one quick distracted glance instead of a really thorough check. And you aren't just making a tiny paperwork error. You might be the single missing key that helps someone steal a family's home.

SPEAKER_02 1:49

Or drain a lifelong savings account. I mean, that is exactly the reality of this profession. And frankly, it's a reality that simply isn't talked about enough when you're first starting out.

SPEAKER_03 1:59

No, it's not. People just think, uh, you know, stamp and sign.

SPEAKER_02 2:03

Exactly. But the second that piece of plastic hits the table, you are the last line of defense. You're the gatekeeper. It is never just a formality, it is a critical security checkpoint for the entire economy.

SPEAKER_03 2:15

I love framing it that way because it well, it elevates the role so much. You aren't just wielding a stamp to make things look official. You are literally a frontline defender against fraud.

SPEAKER_02 2:25

Absolutely. When we look at the source material today, the core mission is understanding the absolute certainty that's required in verifying a signer's identity.

SPEAKER_03 2:34

Absolute certainty. That's a high bar. It is, but it's the non-negotiable cornerstone of the office. Because you see, you are not there to validate the contents of a business contract or, you know, the fairness of a will. Right. We aren't lawyers. Exactly. Your job, legally and ethically, is to verify the identity of the human being holding the pen. If you fail at that one specific task, the entire transaction just collapses.

SPEAKER_02 3:00

So let's establish the rules of engagement then. When you are sitting across from a stranger, legally speaking, how do you actually build this identity ironclad?

SPEAKER_03 3:09

Well, the law provides a strict tripartite framework. Basically, there are only three legally acceptable ways to verify identity.

SPEAKER_02 3:16

Okay, let's go through them. What's the first one?

SPEAKER_03 3:17

The first is personal knowledge. This is the highest possible standard. It basically means you have a deep, continuous familiarity with the signer over a long period of time.

SPEAKER_02 3:27

Like a familiarity that completely excludes any reasonable doubt.

SPEAKER_03 3:30

Exactly. But let's be realistic here. If you're a mobile professional traveling to new clients every single day, this is incredibly rare.

SPEAKER_02 3:37

Yeah, you aren't usually getting called out to execute documents for like your childhood best friend or your mother. You are dealing with total stranger.

SPEAKER_03 3:45

Right. Which brings us to the second pillar, and that's credential analysis. This is going to be your daily workhorse. It is the physical, meticulous auditing of government-issued IDs.

SPEAKER_02 3:57

And the third one. I always like to compare it to being a bouncer at a club, right? Standing at the door, checking IDs under a flashlight.

SPEAKER_03 4:21

That's a great analogy.

SPEAKER_02 4:22

But the stakes are infinitely higher here. If a bouncer lets a fake ID slip, maybe someone underage gets a drink. If you let a highly sophisticated fake ID slip at the signing table, someone could literally lose their property.

SPEAKER_03 4:34

Exactly. The fallout is massive.

SPEAKER_02 4:36

But here is the practical pushback I hear from new professionals all the time. Staring at someone's ID and then looking up and staring intensely at their face, it feels incredibly awkward.

SPEAKER_03 4:47

Oh, it really does at first.

SPEAKER_02 4:48

Yeah. So how do you do this without making the signer feel uncomfortable or, you know, making them feel like they're being targeted?

SPEAKER_03 4:55

Aaron Powell That is such a valid concern. And honestly, it's a psychological hurdle every single beginner faces. The secret to removing that awkwardness is making the audit entirely objective.

SPEAKER_02 5:06

So making it systematic rather than personal.

SPEAKER_03 5:09

Precisely. It cannot feel like a personal judgment. It has to be an administrative process. And the sources we're looking at today teach a really great four-layer inspection protocol.

SPEAKER_02 5:19

Oh, nice.

SPEAKER_03 5:20

Yeah. And when you systematically follow the exact same four layers every single time with every single person, it completely removes the emotion from the room.

SPEAKER_02 5:28

Okay, I love that. Let's break these layers down because I think understanding the why behind them is going to give you, the listener, so much confidence at the table. So layer one is tactile. Right. Yeah.

SPEAKER_03 5:39

Actually getting your hands on the card.

SPEAKER_02 5:41

Why isn't it enough to just look at it while the signer holds it out to you?

SPEAKER_03 5:45

Because your eyes can be easily tricked by high-resolution printers. But your hands are much, much harder to fool. You absolutely must take physical possession of the card.

SPEAKER_02 5:54

Makes sense.

SPEAKER_03 5:55

Modern government IDs are not just pieces of laminated paper anymore. They are manufactured using advanced rigid polymers like polycarbonate.

SPEAKER_02 6:04

Okay, so what does that feel like?

SPEAKER_03 6:06

Well, when you hold a real ID and gently flex the edges, it should have a specific density and a distinct, rigid snap to it.

SPEAKER_02 6:15

A snap, really.

SPEAKER_03 6:16

Yes. It should never feel like soft PVC plastic or heavy paper. Polycarbonate cards are made of multiple layers of plastic that are fused together under immense heat and pressure.

SPEAKER_02 6:26

So they've essentially become one solid block.

SPEAKER_03 6:29

Exactly. Counterfeiters often just use cheap plastic layers glued together. So you also need to run your sum across the surface. You're feeling for laser engraved raised lettering.

SPEAKER_02 6:38

Oh, like around the name and birth date fields.

SPEAKER_03 6:40

Right. If the surface feels completely smooth, or conversely, if the lamination feels like it's peeling, or if it's unusually thick or rough, especially around the photograph, that is a massive red flag.

SPEAKER_02 6:53

Because that means someone might have pasted a new photo or text layer over a stolen card.

SPEAKER_03 6:58

Exactly. It might be a legitimate card that's been altered.

SPEAKER_02 7:01

That is fascinating. Okay, so once the card passes the touch test and it has that rigid polycarbonate snap, we move to layer two, which is visual security. What are we looking for under the light?

SPEAKER_03 7:14

So under standard indoor lighting, you want to tilt the card back and forth. You are looking for color shifting holographic state seals or patterns.

SPEAKER_02 7:22

Because counterfeiters can't easily replicate holograms.

SPEAKER_03 7:25

Right. They try to fake it using static metallic ink. And metallic ink might look shiny when it catches the light, but it doesn't actually shift or change color when you tilt it.

SPEAKER_02 7:33

Ah, that is a great tip.

SPEAKER_03 7:34

You also need to locate the semi-transparent ghost image of the person. On a legitimate card, that secondary ghost image should look like it is embedded deep inside the card body.

SPEAKER_02 7:44

Because it actually is embedded in there.

SPEAKER_03 7:46

Exactly. On a fake, it often looks like it was just printed lightly right on top of the surface.

SPEAKER_02 7:51

Okay, so tactile and visual. We've touched it, we've tilted it. Now layer three is the biometric alignment. This is the part where the awkward staring usually happens, right?

SPEAKER_03 8:02

Yep. Looking from the little portrait photo to the human sitting in front of you.

SPEAKER_02 8:05

Aaron Powell So how do we make that less awkward?

SPEAKER_03 8:08

Aaron Ross Powell It doesn't have to be awkward, provided you know exactly what to look for. And honestly, more importantly, what not to look for.

SPEAKER_02 8:15

What do you mean?

SPEAKER_03 8:16

Well, notices make the fundamental mistake of looking at the person as a whole. They look at hair color, weight, facial hair, or you know, heavy makeup.

SPEAKER_02 8:26

Which is natural, right? That's how we recognize our friends.

SPEAKER_03 8:28

It is natural, but counterfeiters know this. They exploit that cognitive bias. They will find someone with similar hair and a similar build to the person on the stolen ID. All of those superficial things can be easily changed.

SPEAKER_02 8:41

Aaron Powell So what should we be looking at instead?

SPEAKER_03 8:43

You need to look at fixed bone structure.

SPEAKER_02 8:45

Oh wow. It's almost like doing an architectural assessment of the face. You have to ignore the paint and the landscaping and just look at the load-bearing walls.

SPEAKER_03 8:53

Aaron Powell That is the perfect metaphor.

SPEAKER_02 8:55

Yeah.

SPEAKER_03 8:56

You look directly from the ID portrait to the signer's face, focusing on the jawline structure, the contour of the nose bridge, and the pupillary distance.

SPEAKER_02 9:05

Wait, pupillary distance, that's the space between their eyes, right?

SPEAKER_03 9:08

Exactly. You are comparing permanent geometry. Bone structure does not change just because someone gained 20 pounds or dyed their hair. If the permanent geometry matches, you have biometric alignment.

SPEAKER_02 9:21

That is a total paradigm shift. It takes it from, you know, does this look like the person to do these geometric points match?

SPEAKER_03 9:27

Exactly. It makes it a science.

SPEAKER_02 9:28

So the final layer, layer four, is data validity, checking the expiration date and the printed name. Now, I want to push back a little here.

SPEAKER_03 9:36

Go for it.

SPEAKER_02 9:37

Let's say I'm looking at an ID. The biometric geometry is a perfect match. The card snaps, the holograms shift. But the ID expired two weeks ago. I know in states like Virginia and Texas, the sources say an expired ID is a hard stop. But why? If I absolutely know it's them based on all the other layers, why does the expiration date matter so much?

SPEAKER_03 9:59

Because your personal confidence in their identity does not override statutory law.

SPEAKER_02 10:04

Ouch. Fair enough.

SPEAKER_03 10:05

Yeah, the law requires a valid, unexpired government credential. If it is expired, it ceases to be a legally acceptable primary identifying document in those strict states. You cannot proceed, period.

SPEAKER_02 10:17

Wow. Okay, no wiggle room there.

SPEAKER_03 10:19

None. And furthermore, you have to ensure the printed name on that valid ID exactly matches the name printed on the document's signature line.

SPEAKER_02 10:27

Wait, exactly. What if the deed says Jonathan David Smith and the ID just says John Smith? I mean, we all know John is short for Jonathan. Is that really a deal breaker?

SPEAKER_03 10:35

Yes, you have a data discrepancy. You have to think like a fraudster here.

SPEAKER_02 10:38

Okay, how so?

SPEAKER_03 10:39

Well, a fraudster named John Smith might be trying to sign away property owned by his father, who happens to be named Jonathan David Smith.

SPEAKER_02 10:46

Oh, I didn't even think of that.

SPEAKER_03 10:48

Right. So if the name on the ID contains less information than the name on the document, it has to be legally resolved before you can apply your seal.

SPEAKER_02 10:57

That makes perfect sense when you explain the mechanics behind it.

SPEAKER_03 11:00

It really does. It's all about risk mitigation.

SPEAKER_02 11:02

Absolutely. By the way, if you are listening and finding this systematic approach incredibly helpful, you should know that a lot of this operational framework comes directly from the resources created by Derek Sproul.

SPEAKER_03 11:15

Highly recommend his work.

SPEAKER_02 11:16

Definitely. The sources we are pulling from today heavily feature his methodologies. If you want to elevate your business and really protect your commission, you need to go purchase his notary knowledge books on Amazon.

SPEAKER_03 11:28

Which ones specifically for this topic?

SPEAKER_02 11:30

For this specific topic, you'll want to dig into the Notary Public Foundation and Notary Fraud Shield.

SPEAKER_03 11:37

Absolutely. The deeper you understand the mechanics, the more confident you become at the table. You can also visit the notary knowledge website.

SPEAKER_02 11:43

Lots of good stuff there.

SPEAKER_03 11:44

So many fantastic ongoing educational tools, like the video podcast No Notary, featuring Eddie Montez Travis, and my segment, 90 seconds of notary, for quick daily tips. Surrounding yourself with these resources is exactly how you build that table confidence.

SPEAKER_02 12:00

Exactly. Okay, so we've mastered the four-layer physical ID check. But let's look at the reality of the job. Things don't always go perfectly, right?

SPEAKER_03 12:09

Rarely, honestly.

SPEAKER_02 12:11

So what happens when the signer is elderly, perhaps bedridden in a hospital or an assisted living facility, and their driver's license expired five years ago?

SPEAKER_03 12:20

A very common scenario.

SPEAKER_02 12:21

Right. They no longer drive, but they still desperately need to sign a power of attorney or a medical directive. And as we just established, we can't use an expired ID in many states. So how do we legally move forward without leaving them stranded?

SPEAKER_03 12:34

That is exactly when we invoke the third pillar, the credible witness protocol.

SPEAKER_02 12:38

Okay, let's unpack that.

SPEAKER_03 12:39

Conceptually, this is transferring the heavy burden of proof from a piece of plastic to a sworn human being. It is a massive responsibility. And there are two operational mechanics here: the single witness and the dual witness.

SPEAKER_02 12:51

Let's break those down because the difference confuses a lot of people.

SPEAKER_03 12:54

It all comes down to who knows who. You use a single credible witness only if both you, the professional at the table, and the signer personally know the witness.

SPEAKER_02 13:04

So they act as a highly secure, verified human bridge between you and the signer.

SPEAKER_03 13:10

Exactly. But if you do not know the witnesses personally, which, let's be honest, is the reality, for almost every mobile appointment you will ever go on, you must use two credible witnesses.

SPEAKER_02 13:23

Okay, so if I don't know them, I need two strangers to vouch for the signer. But how do I know the strangers aren't lying to me?

SPEAKER_03 13:30

Because you must physically ID both of those witnesses using the exact same four-layer protocol we just discussed.

SPEAKER_02 13:36

Oh. So you're basically doing two full ID audits just to get to the main signer.

SPEAKER_03 13:40

Exactly. They present their unexpired IDs, you check the polycarbonate snap, the holograms, the biometrics. Once you rigorously verify the identities of the witnesses, they are then legally authorized to vouch for the signer.

SPEAKER_02 13:52

Aaron Powell Okay, let me throw a practical real-world scenario at you because this happens all the time. You are at a hospital, the signer is elderly, no ID, the family is all gathered in the tiny room, they are stressed, they are impatient, the doctors are coming in and out.

SPEAKER_03 14:06

I can picture it perfectly.

SPEAKER_02 14:08

Right. So an eager family member who happens to be explicitly written into the will you are about to execute volunteers. They say, Hey, I have my valid driver's license right here. I'll be the credible witness. Let's just get this paperwork moving so my dad can rest. What do you do?

SPEAKER_03 14:23

Trevor Burrus You emphatically decline that offer. That scenario represents a critical violation of the rule of impartiality. Trevor Burrus, Jr.

SPEAKER_02 14:30

But they just want to help their dad. I mean, what is the harm?

SPEAKER_03 14:32

Aaron Powell The harm is that the incentive for coercion or identity fraud is just too incredibly high. A credible witness serves as a human ID card, and therefore they can have absolutely zero financial or beneficial interest in the document being executed.

SPEAKER_02 14:48

Wow, zero interest.

SPEAKER_03 14:49

None. A beneficiary to a will, a family member inheriting a house, a business partner named in a contract, they are legally disqualified from being a witness.

SPEAKER_02 14:58

Because their testimony is compromised.

SPEAKER_03 15:00

Right. If someone stands to gain financially from the document, their testimony regarding the signer's identity or even their willingness to sign is inherently compromised.

SPEAKER_02 15:10

So they have to go find like a nurse or a social worker, someone completely detached from the situation.

SPEAKER_03 15:15

Exactly. And once you do secure truly impartial witnesses, it doesn't stop there. You must administer a mandatory verbal oath.

SPEAKER_02 15:23

Oh, they actually have to swear to it.

SPEAKER_03 15:25

Yes. They must physically stand, raise their right hand, and swear or affirm under penalty of perjury that the signer is who they claim to be.

SPEAKER_02 15:34

That definitely adds some gravity to the situation.

SPEAKER_03 15:36

It does. And your journal entries for this event must be meticulous. You don't just write used witnesses. You must record the witnesses' full legal names, their physical addresses, and the specific ID details you use to verify them.

SPEAKER_02 15:49

Because that journal entry is your alibi if that will is contested in court five years later.

SPEAKER_03 15:54

Exactly. It proves you did your due diligence.

SPEAKER_02 15:56

And building right on that hospital scenario with the impatient family members, the pressure in those rooms can be intense. People get really angry when they feel delayed or when you tell them their son can't be a witness.

SPEAKER_03 16:07

Oh, absolutely. They can get very combative.

SPEAKER_02 16:10

But but I always tell people your greatest superpower in this profession is the ability to say no. A good professional is like a referee calling a foul based on the rule book, completely detached from the emotion of the game.

SPEAKER_03 16:24

That is exactly the mindset you need to cultivate. We call it administrative neutrality and deflective composure.

SPEAKER_02 16:30

Deflective composure.

SPEAKER_03 16:32

Yeah, when you must refuse a transaction, whether it's because of a compromised witness, an altered ID, or suspected coercion, you never make it personal.

SPEAKER_02 16:41

You don't argue with them.

SPEAKER_03 16:42

No, you don't argue, you don't raise your voice, and you never ever accuse them of criminal intent. You use specific, neutral verbiage to deflect the anger away from yourself.

SPEAKER_02 16:53

Right. Pulling straight from the source material, a good refusal script looks something like this. I am required by state law to establish your identity with absolute certainty. Because I cannot meet that legal standard today. I am legally obligated to decline this transaction.

SPEAKER_03 17:09

It's brilliant.

SPEAKER_02 17:10

It really is, because it completely removes you as the bad guy. It's not, I think you are lying to me. It's state law requires X. We don't have X, so my hands are tied.

SPEAKER_03 17:21

Exactly. You blame the statute. The law is the bad guy, not you. And the moment you refuse, you must immediately record that refusal in your journal.

SPEAKER_02 17:30

Including the physical reasons, right?

SPEAKER_03 17:31

Yes, the objective physical reasons. You write down ID lacked holographic seal or witness was named beneficiary. Your journal is your shield.

SPEAKER_02 17:39

Now let's apply these strict rules of engagement to one of the most intimidating scenarios for a novice. Imagine you arrive at an appointment, and the document presented is entirely in a foreign language that you cannot read.

SPEAKER_03 17:50

That is a tough one.

SPEAKER_02 17:51

Say it's in German or Mandarin. How does the identity ironclad apply when you literally cannot understand a single word of the paperwork?

SPEAKER_03 17:58

Well, the foundational rule here is direct unassisted communication. You and the signer must be able to communicate directly to verify their identity, confirm their voluntary intent to sign, and administer any necessary oaths.

SPEAKER_02 18:11

Okay, but let's say they only speak Spanish and I only speak English. Can't they just bring a bilingual friend or hire a professional translator to stand there and act as a go-between?

SPEAKER_03 18:21

No. In almost every single state, you cannot rely on a third-party interpreter during the ceremony.

SPEAKER_02 18:27

Really? Why not? If it's a certified translator, shouldn't that be fine?

SPEAKER_03 18:31

Because the risk of miscommunication or intentional misrepresentation is simply too great. What do you mean? Well, imagine an elderly person is told by their translator grandson that they're signing a routine medical release, when in reality, the document is a deed transferring their home to that grandson.

SPEAKER_02 18:49

Oh wow. And you, speaking only English, would have no idea that elder abuse was occurring right in front of your eyes.

SPEAKER_03 18:55

Exactly. That is why the single notable exception is Arizona, which expressly permits an interpreter, provided they are physically present at the table.

SPEAKER_02 19:03

What about Florida? I thought they had a rule about this too.

SPEAKER_03 19:06

Florida does have a specific rule for acknowledgments. The document's nature and effect must be translated into a language the signer understands beforehand, but the direct communication for the notarial act itself still cannot use an interpreter.

SPEAKER_02 19:21

Okay, let's flip the scenario. Let's say the signer and I can communicate perfectly in English. We totally understand each other. But the document they brought from their lawyer is written in German.

SPEAKER_03 19:31

Okay, that happens.

SPEAKER_02 19:33

Now I'm not responsible for the contents of the document anyway, right? We verify signatures, we don't give legal advice. So why does the document's language matter?

SPEAKER_03 19:41

Well, while it is absolutely true you aren't validating the legal substance of the contract, you still have an absolute duty to perform a basic document check.

SPEAKER_02 19:50

Even if I can't read it.

SPEAKER_03 19:51

Yes. You have to scan that foreign text to clearly locate the signer's name to make sure it matches their ID. You must find the document date to ensure it isn't post-dated.

SPEAKER_02 20:01

Okay, that makes sense.

SPEAKER_03 20:02

And crucially, you have to physically inspect the pages to ensure there are no obvious blank spaces.

SPEAKER_02 20:09

Ah, because blank spaces are a huge fraud risk. Someone could fill in a completely different financial amount or add new terms after you've applied your official seal.

SPEAKER_03 20:19

Exactly. If the language barrier prevents you from confidently confirming those three basic facts name, date, and no blank spaces proceeding is a massive professional risk.

SPEAKER_02 20:29

Aaron Powell And what about the notarial certificate itself? Like the actual paragraph at the bottom that I have to sign and apply my stamp to?

SPEAKER_03 20:37

The certificate must be in a language you read and write fluently. Typically English. You cannot blindly sign a foreign language certificate because you are legally swearing to the facts stated in that paragraph.

SPEAKER_02 20:47

That makes total sense.

SPEAKER_03 20:48

Yeah, in states like California and Texas, the law explicitly mandates an English language certificate. North Dakota actually goes even further.

SPEAKER_02 20:54

Oh yeah. What do they do?

SPEAKER_03 20:56

You cannot process a foreign document at all unless it have a permanently affixed, accurate English translation of the entire document.

SPEAKER_02 21:03

Wow. That is strict. So if a document comes with a certificate written in French, what is the practical protocol for most states? Do I attach a loose English certificate?

SPEAKER_03 21:13

Yes. You would cross out the non-compliant foreign certificate with a single clear line. You wrote see attached notarial certificate near the signature line, and you securely staple a compliant English certificate to the document.

SPEAKER_02 21:27

Okay, that's a great practical tip.

SPEAKER_03 21:29

But the guiding principle for foreign documents is always risk mitigation. If you cannot communicate directly with the signer or you cannot verify the document's basic completeness, you must invoke your superpower.

SPEAKER_02 21:41

The power of no.

SPEAKER_03 21:43

Yes. Refuse the transaction and professionally refer them out to someone who reads and writes their language.

SPEAKER_02 21:49

When in doubt, refer it out. It is always better to lose one fee than to lose your commission and end up in court.

SPEAKER_03 21:56

Absolutely.

SPEAKER_02 21:57

And speaking of referring things out, if you ever need additional support, you can visit mobile notary by derekspurl.com. You can request mobile notary services, fingerprinting, or apostle services.

SPEAKER_03 22:08

This amazing network.

SPEAKER_02 22:10

It really is. And there are incredible educational resources available on the site to help you continue building that table confidence.

SPEAKER_03 22:16

So let's distill everything we've uncovered from these sources today.

SPEAKER_02 22:19

Let's do it.

SPEAKER_03 22:20

Your core duty is protecting the public through the identity ironclad. You must rigorously follow the four-layer physical ID check, feeling the polycarbonate, checking the holograms, matching the bone structure, and verifying the data.

SPEAKER_02 22:34

Right.

SPEAKER_03 22:35

You must strictly enforce the absolute impartiality of credible witnesses. And you must never be afraid to professionally refuse a flawed transaction using neutral administrative language.

SPEAKER_02 22:45

You are the gatekeeper. And you know, understanding that reality brings up a really provocative thought for you to ponder as you head out to your appointments this week.

SPEAKER_03 22:53

What's that?

SPEAKER_02 22:54

Well, as remote online notarization, or on and automated AI verification tools become more and more prevalent, will the physical tactile skills of identifying a fake polycarbonate ID become a lost art?

SPEAKER_03 23:08

That is a fascinating point.

SPEAKER_02 23:09

Right. Or will the human intuition required to spot subtle coercion at a hospital signing table make the in-person professional more essential than ever in a digital world?

SPEAKER_03 23:18

It is a profound question. Because AI can ping a state database instantly to see if an ID number is valid, but an algorithm cannot read the tension in a room. It can't see the impatient family member pacing nervously outside the door.

SPEAKER_02 23:31

The human element of this job, that frontline intuition, is completely irreplaceable. We really want to hear your thoughts on this and any questions you have as you build your foundation.

SPEAKER_03 23:40

Please reach out. Email your questions to Derek at Dereksbruel.com. We will try to answer as soon as possible at the end of our shows.

SPEAKER_02 23:48

And we have to recognize the incredible team behind the scenes who help synthesize these sources.

SPEAKER_00 24:13

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