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Notarized Letter – How to Write It (with Sample Letter)

A notarized letter is a document that is issued by a notary to confirm the authenticity of the signature in your letter. A notary is a third- party witness to signed documents. If state officials, your bank or any other authority requests you to produce a notarized letter, it’s necessary to visit a notarizing officer with the relevant documents. They’ll first confirm your identity and if you’re signing the letter willingly before they notarize your letter.

The aim of notarizing a letter is to avoid and prevent fraud. If a notary suspects any coercion or mis-identity on the individual signing a letter, they’ll decline to notarize your letter.

Since you can use a notarized document in the legal process, you must craft a standardized letter. Samples and templates will enable you to design a standardized letter.

How to notarize a document

To get your document notarized, you must visit a notary with documents that prove your identity. The officer will then verify the documents to detect any form of fraud. They’ll then put a seal of approval on your document.

The notary must request several documents to prove your identity before notarizing your letter. Common documents you can present to a notarizing officer include;

  • Birth certificates
  • Green card
  • A valid driver’s license
  • Passport
  • Debit and credit cards
  • National identification card
  • Military ID
  • School/college ID cards
  • Social security card

After going through your identification documents to confirm you aren’t an impostor, the officer will put a seal of approval on your letter and sign the letter.

You must sign your letter before the notary to get a seal of approval. If you present a letter you’ve already signed, the notary has no choice but to request you to bring an unsigned copy.

Notarizing officers aren’t legal experts; their work is only to authorize details in the letter. If you’ve any doubts about the details in the letter contract, you must seek help from an attorney.

Sample Notarized Letter

(Date)

I (name &designation) authorize (name& designation) to transact business on behalf of (company name) in my absence.

The authorization is valid until (date).

Signature and company seal

Name &designation

State of …………..

County of ………..

Signed and subscribed before me on (date)

Notary public

(Signature and seal of the notary)

Tips for writing a notarized letter

  • Include personal details of the signatory of the letter/document. The address, age, and other relevant information about the individual must be available in the letter.
  • Indicate the date and place of notarization must be in the letter.
  • Insert captions: Indicate the document’s title at the top center position of the letter. Make sure you’ve capitalized the title of the document to enable the recipient to identify the document easily.
  • Accuracy. All details in the letter from the names, dates and other information on the letter/document must be factual.

Types of notarized letter

Personal notarized letter

A personal notarized letter is a document confirming you are the true identity of the persons signing the letter. You’re the individual drafting the letter. In the letter include;
  • Your full names and address
  • Dates of signing the letter
  • A section for the notary to sign the letter
  • Details of the letter
  • Title/subject of the letter

Notarized letter of authorization

A notarization letter of authorization delegates authority to another person to act on your behalf. You can use the letter in cases incorporate circles to delegate authority to junior staffs or assistants to conduct business for the company when the manager is absent. In the letter these details should feature;
  • Name and designation of the individual delegating authority
  • The name and designation of the recipient
  • The scope of the delegated authority
  • Effective dates
  • Signature of the delegating authority
  • Signature and seal of approval from the notary

Notarized letter for residency

A notarized letter of residency proves where you live. The letter must include important details such as;
  • Your official names
  • State and county of residence
  • Property name and address
  • Duration of the residency