Name Doesn’t Match the ID? What Ohio Notaries and the Public Should Know

When it comes to notarization—especially for legal and motor vehicle documents—security and legality matter more than convenience. Even small differences in a name can cause big delays or make a transaction invalid.

Real Example from the Field

At a recent signing, a customer’s ID listed their full middle name, but the documents only showed a middle initial. Since the first and last names matched and a supporting affidavit was provided, I completed the notarization confidently—while logging every detail in my journal.

However, some situations are not flexible at all, particularly when it comes to name suffixes (e.g., Jr., Sr., II, III).

✅ When Is a Name Mismatch Acceptable?

In Ohio, notaries are allowed to proceed with notarization even if there’s a slight variation in how a name appears, such as:

• Full middle name on ID vs. middle initial on the document

• No middle name on ID, but one listed in the paperwork

• Minor spelling differences that can be reasonably verified

According to Ohio law and the Revised Uniform Law on Notarial Acts, these small discrepancies are common and do not automatically invalidate the notarization—as long as the notary is reasonably certain of the signer’s identity.

Suffix Mismatches Are a Dealbreaker

If the ID contains a suffix and the document does not (or vice versa), this is considered a material difference.In Ohio, for certain transactions—especially motor vehicle title transfers—the name must match your ID exactly.

Motor Vehicle Title Transfers

For car title transfers, accuracy is critical. The Ohio BMV requires that the name on the title match the seller’s identification precisely, including any suffix.

In Plain Language:

If the name on your vehicle title does not exactly match your ID—including any suffix such as Jr., Sr., II, or III—a notary cannot notarize the title.Even something small, like leaving off “Jr.” when your driver’s license includes it, is treated as a mismatch under Ohio BMV rules.

Before notarization can happen, you must correct the title at the BMV so it matches your ID exactly. This ensures:

• The transfer is legally valid

• No issues arise at the title office

• You’re protected from ownership disputes or fraud

  
  

Ohio BMV Rules on Suffixes (OAC Rule 111:1-3-19)

• Only use suffixes that distinguish individuals (not professional titles).

• If the suffix is part of the legal name on the ID, enter it exactly as shown on that document.

• The BMV’s system has a 10-character limit for the suffix field.

• Names are entered exactly as presented—no changes or formatting corrections are made.

• For titling and registration, the suffix must match the official ID or title exactly.

ID Requirements for Notarization

• Bring a physical, government-issued photo ID (driver’s license, state ID, passport).

• Phone images of an ID are not acceptable.

• Digital IDs are only accepted if issued by the state and recognized under Ohio law (currently, most are not).

• Your ID must be valid (not expired) and clearly readable.

  
  

What if There Are Multiple Name Versions?

Documents like:

• Signature/Name Affidavits

• AKA (Also Known As) Statements

…are designed to help resolve name inconsistencies. These forms allow a signer to list all known name variations (e.g., “John M. Smith” and “John Michael Smith”) to confirm they refer to the same person.

If these forms are present in your document packet, no changes are needed to the notarization process.

👩‍💼 Tips for Fellow Ohio Notaries

• Know your state laws and stay current with training.

• Use professional judgment based on ID and the signer’s presence.

• Keep detailed journal entries of any name variation issues.

• Always err on the side of security and legality—not convenience.

Bottom Line

Signers: Minor differences (like middle name vs. middle initial) can sometimes be fixed with an affidavit—but suffix mismatches must be corrected before notarization.

• Notaries: Use good judgment, follow your handbook, and when in doubt—decline and recommend correction.

• Vehicle Titles: No suffix mismatch is allowed. Correct the title at the BMV first.

  
  

DISCLAIMER: This post is for general informational purposes only and is not legal advice. Always consult the Ohio Notary Public Modernization Act, the Ohio Notary Public Handbook, the Ohio Administrative Code, or a licensed attorney for guidance.