How to Write a Notary Letter and Get It Notarized
Meta description: Learn how to write a notary letter, choose the right notarial certificate, prepare identification and witnesses, and complete notarization in the United States.
A letter that needs notarization is usually a personal or business document signed in front of a notary public. The notary checks the signer’s identity and completes a notarial certificate; the notary generally does not verify that the letter’s statements are true or that the document is legally sufficient. The right process depends on the letter’s purpose and the rules of the state where it is notarized. These steps can help prepare a clear letter, avoid common delays, and determine when legal guidance may be needed.
What Is a Notarized Letter?
A notarized letter is a letter whose signing is accompanied by a notarial act. In a typical in-person notarization, the notary verifies the signer’s identity, confirms the signer appears willing and aware, and records the act according to state requirements. The notary then completes a certificate and applies an official signature and seal or stamp, as required by that state.
Notarization is not the same as a notary’s approval of the letter’s contents. It generally does not prove that the statements are accurate, confirm that the signer has authority to make them, or guarantee that a recipient will accept the letter. A notarized letter may still need specific wording, supporting documents, witnesses, or a different type of notarization to meet its intended purpose.
When Might a Letter Need Notarization?
A person, company, government office, or other recipient may request notarization to help establish who signed a document and how the signature was made. Examples can include a permission letter, a statement of fact, an authorization, or a letter accompanying a transaction. Requirements vary: some recipients accept an ordinary signed letter, while others require a particular form or certificate.
Before drafting, ask the recipient exactly what it needs. Confirm whether the document must be notarized, whether a specific notarial act is required, whether witnesses are needed, and whether the recipient has a preferred form. For documents involving property, immigration, court matters, financial authority, or significant legal rights, a standard letter may not be an adequate substitute for a prescribed legal document.
Choose the Correct Notarial Act
In the United States, the notary usually performs the act requested by the document or signer, subject to state law. The two common acts are an acknowledgment and a jurat. They serve different purposes, so choosing the wrong one can result in a rejected document.
| Notarial act | What the signer does | Common certificate language |
|---|---|---|
| Acknowledgment | Appears before the notary and acknowledges having signed the document voluntarily. Depending on state law, the signature may have been made earlier. | “Acknowledged” or “acknowledged before me” |
| Jurat | Signs or confirms the signature in the notary’s presence and swears or affirms that the document’s statements are true. | “Sworn to,” “subscribed and sworn,” or “affirmed” |
A notary should not choose the act simply because one seems more convenient. The letter, recipient, or applicable rules may specify the required certificate. If no act is specified, the signer should ask the recipient or an appropriate legal professional rather than asking the notary to decide the document’s legal purpose. A notary may explain available acts but generally cannot provide legal advice unless separately authorized to do so.
How to Write a Notary Letter
There is no single nationwide template for every notarized letter. Requirements depend on the letter’s purpose and the recipient’s instructions. A practical letter is specific, factual, and easy to review. It should identify the relevant people or organization, explain the purpose, and state any authorization or declaration clearly.
Include the essential information
- Date and recipient: Add the date and, when known, the name or office receiving the letter.
- Signer’s details: Include the signer’s full legal name and relevant contact or identifying information if the recipient requires it.
- Purpose: State why the letter is being written and what action, permission, or fact it concerns.
- Specific details: Identify dates, locations, people, accounts, or property as needed. Avoid vague wording where precision matters.
- Limits and duration: For an authorization, describe what is permitted, by whom, and for how long, if applicable.
- Signature area: Leave space for the signer to sign and date the letter in the manner required for the chosen act.
Use plain language and include only information relevant to the letter’s purpose. Do not add a notary seal, signature, or completed certificate yourself. The notary completes the certificate, and the signer should not sign beforehand if the required act calls for signing in the notary’s presence.
Use a notarial certificate that fits the act
The notarial certificate is the section where the notary records what happened. It commonly identifies the state and county, the date, the signer, the notarial act, and the notary’s official information. Wording and formatting differ by state. Some states require specific certificate language or a prescribed stamp, and a certificate may need to be attached if the document has no suitable notarial section.
Do not assume that a generic “notary block” found online is valid everywhere. Ask the recipient whether it requires an acknowledgment or jurat and whether it supplies a certificate. If the document lacks the correct certificate, the notary may be able to attach a separate certificate, but the signer should confirm the recipient will accept it.
Sample Structure for a Notarized Letter
The following is a general writing outline, not a universal legal form. The recipient may require different language, and the certificate must follow the law of the state where the notarization takes place.
[Date]
To: [Recipient or organization]
Subject: [Brief description]
I, [signer’s full legal name], state that [specific statement or authorization]. This letter applies to [relevant person, matter, or property] and is effective [start date or event], through [end date or event, if applicable].
[Additional relevant details]
Signature: ____________________
Printed name: [Signer’s full legal name]
Date: ____________________
After the letter text, the appropriate acknowledgment or jurat certificate is completed by the notary. The example does not establish that the letter is legally adequate for any particular transaction. If the recipient provides its own form, use that form rather than adapting this outline.
How to Get a Letter Notarized
- Confirm the recipient’s requirements. Ask whether notarization is necessary, which act is needed, and whether the recipient has a required form or certificate.
- Prepare the complete document. Fill in the letter before the appointment, but leave the signature line blank if the signer must sign in front of the notary. Do not leave unexplained blank spaces that could be filled in later.
- Find an authorized notary. Common options include banks, shipping and office-service locations, law offices, and independent notaries. Availability, fees, appointment policies, and services differ. A notary must be authorized under the rules of the state where the act occurs.
- Bring acceptable identification. Check the notary’s state requirements and ask what forms of identification are accepted. A current government-issued photo ID is commonly used, but rules and alternatives vary.
- Appear and complete the act. The signer generally must personally appear before the notary, either in person or through a legally authorized remote process. The notary may ask the signer questions to confirm willingness and awareness.
- Sign or acknowledge as directed. For a jurat, the signer generally signs in the notary’s presence and takes an oath or affirmation. For an acknowledgment, the signer acknowledges the signature. Follow the notary’s instructions.
- Review the completed document. Check that the certificate is complete, the date and venue are correct, and the notary’s signature and seal appear where required. Keep a copy and deliver the original if the recipient requests it.
Identification, Witnesses, and Signer Requirements
Notaries must follow their state’s identity-verification rules. A notary may rely on an acceptable identification document, personal knowledge of the signer where allowed, or other methods authorized by law. Requirements can differ, so a signer should contact the notary in advance rather than assume a particular ID will be accepted.
The signer generally needs to appear personally and be able to communicate directly with the notary. The notary may refuse to proceed if identity cannot be established, the signer appears unwilling or unable to understand the act, or the document is incomplete in a way that prevents proper notarization. A notary cannot notarize a signature if the signer is absent merely because the document has been sent by mail or email.
Some documents require witnesses in addition to notarization. Witness rules depend on the document and state law; a notary is not automatically a witness, and a witness does not replace a required notarial act. Ask the recipient whether witnesses are needed and whether they must be unrelated or meet other qualifications. Arrange for witnesses to attend if required.
In-Person and Online Notarization
Remote online notarization uses audio-video technology and an electronic process rather than a traditional face-to-face meeting. It is permitted under laws that authorize it, but availability and requirements vary by state. A state may limit which notaries can perform it, how identity is verified, what records must be retained, or which documents qualify.
Before choosing an online notary, confirm that the signer’s state permits the service and that the intended recipient will accept a remotely notarized document. A recipient outside the United States may have additional rules. Electronic notarization is not simply sending a scanned signature to a notary; the notary must follow an authorized process for identity verification, personal appearance, certificate completion, and recordkeeping.
Notary Fees and Practical Preparation
States often set maximum fees for certain notarial acts, and additional charges may apply for travel, after-hours appointments, or remote services where allowed. The total cost depends on location and service. Ask about the fee before booking, particularly when a mobile notary travels to the signer.
To reduce the chance of a wasted appointment, bring the complete document, required identification, any necessary witnesses, and the recipient’s instructions. Do not sign early unless the notary confirms that an acknowledgment is appropriate and the signature may be made in advance. If the document is long, sensitive, or part of a larger transaction, ask whether the notary needs the full document or only the signature page.
Common Mistakes to Avoid
- Using the wrong certificate: An acknowledgment and a jurat are not interchangeable.
- Signing before the appointment: This can prevent completion of a jurat that requires an in-person signature.
- Assuming notarization validates the letter: Notarization usually addresses identity and the signing act, not the truth or legal effect of the text.
- Leaving incomplete sections: Missing names, dates, or material details may cause a recipient or notary to reject the document.
- Ignoring recipient rules: A properly notarized letter can still be refused if it does not follow the recipient’s required format.
- Using a notary as a legal adviser: Notaries generally cannot select legal wording or determine whether a letter protects the signer’s interests.
When to Seek Legal Guidance
A simple letter may be straightforward, but a notarized statement can affect important rights or obligations. Legal advice may be appropriate when the letter grants authority over finances or property, concerns a court or immigration matter, creates a sworn declaration, or is intended to replace a formal contract, power of attorney, affidavit, or statutory form.
For state-specific rules, consult the secretary of state or other agency that regulates notaries in the relevant state. For questions about what the letter should say or whether it achieves its intended purpose, consult a qualified attorney. This distinction helps prevent a common misunderstanding: a notary can perform an authorized notarial act, but notarization alone does not make every letter legally effective.