Start with the photo quality
Glare, shadows and blur are the top causes. Lay the ID on a dark, flat table in even light. Turn off overhead lights that reflect on the plastic. Hold the phone steady and wait for it to focus before taking the picture.
All four edges of the card should be visible, and the text should be sharp.
A clean microfiber cloth wiped over the card removes fingerprints that blur small print.
Check the card itself
Look at the expiration date. Many platforms will not accept an expired ID, though state rules vary on recently expired IDs. Check that the card is not cracked, laminated over, or covered by stickers. Worn magnetic strips and barcodes can also cause trouble.
Temporary paper IDs are often rejected by automated scanners.
If your card has recently been replaced, use the new one. Older versions may still be valid, but some scanners only know the current design.
Confirm the ID type is accepted
Platforms accept different documents. A U.S. driver's license, state ID card or passport book is typical. Passport cards, military IDs and foreign passports may or may not be accepted. Ask the notary beforehand what is supported, especially for a signer outside the U.S.
A name or date mismatch with the document is a separate issue.
Try a different device or method
Switch from a laptop webcam to a phone camera, which often takes a better picture. Update your browser, close other tabs and try again. If the platform gives you the option to upload a file instead of taking a live photo, use it only if allowed.
Do not try to edit or enhance the image. Altered images are rejected and can be flagged.
When to change plans
If the platform keeps rejecting a valid ID, tell the notary. Some notaries can do a manual review through video, depending on state rules, or recommend a different approved platform. If not, schedule an in-person notarization.
Never lend your ID to someone else to scan on your behalf. The system and notary must see your own card.
Document what failed and when. Screenshots of error messages, with private details hidden, help the notary or support team resolve it faster.
Name problems that look like ID problems
Sometimes the ID is fine but the name does not match the document or the signer's account. A middle name, a suffix or a recent marriage can make the system flag a mismatch. Fix this before the session by making the account name match the ID exactly.
If your name changed and the ID is old, ask the notary and the receiving party what proof they need. Do not alter the document name on the day.
Common questions
Will the platform keep a copy of my ID?
Many do, as part of the record the notary must retain. Ask about the platform's privacy policy and retention period.
Can I use a photo of my ID from my phone gallery?
Usually not. Live capture is required to prevent fake images.
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.