How to Write a Notarized Letter

In the realm of legal documents and official communications, notarized letters hold a significant place. These meticulously crafted letters serve as powerful instruments, bearing the weight of truth and authenticity. Whether it's asserting a statement, confirming an agreement, or validating an important decision, a notarized letter adds an extra layer of credibility and legal standing.

In our fast-paced world where transactions happen in the blink of an eye and agreements are often made across vast distances, the need for documents that can withstand scrutiny and verification is paramount. This is where the art of writing a notarized letter comes into play. It's more than just putting pen to paper; it's about articulating your intentions, affirmations, or declarations in a manner that is both clear and legally binding.

Throughout this comprehensive guide, we'll delve into the intricacies of crafting a notarized letter that commands respect and carries weight in any legal or professional setting. From understanding the essential components of a notarized letter to mastering the etiquette of presenting it to a notary public, we'll cover everything you need to know to navigate this crucial documentation aspect with confidence and proficiency.

What is a Notarized Letter?

A notarized letter is a document that has been signed and witnessed by a notary public, who verifies the identity of the signer and confirms that they signed the document willingly and with full understanding of its contents. The notary public affixes their official seal and signature to the letter, indicating that the signature is legitimate and providing an added level of authentication.

Notarized letters are commonly used in various legal and business contexts to affirm the truthfulness of statements, confirm agreements, provide authorization, or serve as evidence in legal proceedings. By having a document notarized, parties can ensure its validity and authenticity, making it more credible and legally binding. The content of a notarized letter can vary widely depending on its purpose, but it typically includes clear and concise statements, affirmations, or declarations relevant to the matter at hand. These letters may address issues such as financial transactions, agreements between parties, consent for medical treatment, or verification of identity or residency.

What should be the outlook of a notarized letter?

The outlook of a notarized letter should convey professionalism, clarity, and formality. Here's a breakdown of the recommended outlook:

1. Format: Use a standard business letter format with clear sections including the sender's information, recipient's information, date, subject (if applicable), salutation, body paragraphs, closing, and signature block.
2. Font and Font Size: Choose a professional font such as Arial, Times New Roman, or Calibri. The font size should be easily readable, typically between 10 to 12 points.
3. Margins: Maintain standard margins on all sides of the document to ensure readability and a polished appearance.
4. Alignment: Align the text to the left for a clean and organized appearance.
5. Spacing: Use single spacing within paragraphs and double spacing between paragraphs for clarity and ease of reading.
6. Headings and Subheadings: Use bold or underlined headings and subheadings to delineate different sections of the letter, if applicable.
7. Bullet Points or Numbered Lists: Use bullet points or numbered lists to present information clearly and concisely, especially when listing multiple items or statements.
8. Language and Tone: Use formal language and a respectful tone throughout the letter. Avoid slang, jargon, or overly casual expressions.
9. Length: Keep the letter concise and to the point. Avoid unnecessary elaboration or verbosity.
10. Notarization Section: Include a designated section at the end of the letter for the notary public to affix their seal, signature, and any other required information.
11. Signature: Sign the letter by hand in ink. Include your printed name beneath your signature for clarity.
12. Notary Signature: Leave space for the notary public to sign and affix their seal below the signature block.

By adhering to these guidelines, you can ensure that your notarized letter maintains a professional and polished outlook, effectively conveying its importance and credibility to the recipient and any relevant parties.

Steps to write a letter to be notarized

There are 5 main pointers that you have to remember while notarizing a letter:

Have a proper heading:

Begin your letter with a bold and prominently displayed formal heading positioned at the top-right corner of the page. Use a larger font size and bold formatting to ensure visibility and prominence.

Include your full name, complete mailing address, phone number, and email address. This comprehensive heading not only enhances the professionalism of your letter but also ensures that the recipient has all necessary contact information readily available for further correspondence or inquiries.

Be sure of your address:

Beneath your heading, allocate sufficient space for the recipient's address. Ensure that the recipient's details are formatted clearly and prominently. Include the recipient's full name, job title (if applicable), organization name, and complete mailing address.

Use a larger font size and bold formatting for enhanced visibility. Double-check the accuracy of the recipient's details to avoid any miscommunication or delivery errors. Providing the correct address ensures that your letter reaches the intended recipient in a timely manner and conveys respect for their identity and position.

Ensure that all the details are correct:

Within the body of the letter, prioritize accuracy and comprehensiveness in providing relevant information. Use a larger font size and bold or underline formatting to emphasize key points. Whether you're expressing gratitude, making a request, or conveying important information, ensure clarity and precision in your message.

Clearly articulate your message, providing specific details and relevant context as needed. Avoid ambiguity or vagueness by using concise language and organizing your thoughts logically. Providing correct details not only ensures effective communication but also reflects positively on your professionalism and attention to detail.

Include Your Name:

At the conclusion of your letter, feature your full name in a prominent and bold format. Use a larger font size to ensure visibility and impact. This reinforces your identity as the sender of the letter and facilitates easy identification for the recipient.

Including your name also personalizes the correspondence, establishing a connection between you and the recipient. Additionally, providing your name allows the recipient to respond appropriately and address you by name in their reply, fostering clear and respectful communication.

Add the Signature Fields:

Allocate ample space below your typed name for your handwritten signature. Use a larger font size and bold formatting to draw attention to the signature field. Your signature serves as a tangible representation of your agreement with the contents of the letter and authenticates the document. Sign the letter using a dark-coloured ink, such as blue or black, to ensure legibility and professionalism.

The signature field is essential for notarization purposes, as the notary will witness your signature to verify the authenticity of the document. By including a designated signature field, you demonstrate your commitment to integrity and accountability in your correspondence.

Where to get a letter notarized?

Here are some locations where you can get a letter notarized:

1. Banks: Many banks offer notary services to their customers either for free or for a nominal fee. Notaries at banks are typically available during regular business hours. It's a good idea to call your local bank branch beforehand to confirm their notary services and any associated charges.
2. UPS Store or Postal Service: Some UPS Stores and postal service locations provide notary services for a fee. They often have notaries available during their regular business hours. Contact your local UPS Store or post office to inquire about their notary services, including availability and pricing.
3. Courthouses: Many courthouses have notaries available to the public. Notaries at courthouses may be available during specific hours, and you may need to schedule an appointment in advance. Check with your local courthouse to find out about their notary services and any requirements.
4. Mobile Notary Services: If you're unable to visit a physical location for notarization, you can consider hiring a mobile notary. Mobile notaries travel to your location to provide notary services for a fee. This option can be convenient if you have mobility issues or a busy schedule. You can find mobile notaries through online directories or by asking for referrals from friends or family.

Remember to bring a valid form of identification, such as a driver's license or passport, when visiting these locations or arranging for a mobile notary service. Additionally, it's a good idea to inquire about any specific requirements or documents you may need to bring for notarization.

Examples of notarized letters

Notarized letter of authorization

A notarized letter of authorization is a document that grants someone the authority to act on behalf of another person or entity in a specified capacity. Notarization involves the certification of the signer's identity and acknowledgement of their signature by a notary public.

A notarized letter of authorization is often used in various situations where formal authorization is required, such as:

• Authorizing someone to handle financial transactions or make decisions on behalf of the signer.
• Allowing a representative to act on behalf of an individual or entity in legal proceedings.
• Granting permission for a minor child to travel abroad with another adult.
• Giving consent for medical treatment on behalf of an incapacitated person.
• Designating a guardian for a minor child or dependent adult.

Notarization adds an extra layer of authentication and validity to the letter, making it more likely to be accepted by third parties, such as banks, government agencies, or legal entities. It provides assurance that the signer's identity has been verified and that they have willingly granted the specified authority to the authorized person or entity.

Notarized Letter of Residency

A notarized letter of residency is a document that verifies an individual's current residential address. This type of letter is often required in various situations, such as applying for a driver's license, enrolling in school, or establishing residency for legal purposes.

A notarized letter of residency serves as proof of an individual's current address and is often accepted as a valid document by government agencies, educational institutions, and other entities requiring verification of residency. It provides assurance that the information provided is accurate and has been authenticated by a notary public.

It's important to note that the specific requirements for a notarized letter of residency may vary depending on the purpose for which it is being used and the jurisdiction in which it is requested. It's advisable to check with the requesting party or consult legal counsel to ensure that the letter meets all necessary criteria for notarization and acceptance.

Notarized Letter of Consent

A Notarized Letter of Consent is a straightforward legal document where someone gives permission for another person to do something on their behalf. This letter is notarized, meaning a notary public verifies the signer's identity and witnesses their signature to make it official.

For example:

• Parents might give consent for their child to travel with someone else.
• A property owner might authorize someone to make changes to their property.
• A business owner might allow a representative to sign contracts on their behalf.

In each case, the letter is signed in front of a notary public, who then stamps or seals the document to confirm its authenticity.

Creating a legally binding notarized document with BoloForms Signature

Creating legally binding notarized documents is made simple with BoloForms Signature.

BoloForms Signature offers on-demand notaries for remote notary services to complete your notarization document online within minutes.

Key features of BoloForms Signature services include:

• Activity Tracking and Notifications: Keep track of your document's status and receive notifications for every open, read, or sign event.
• Easy-to-Use Document Editor: Effortlessly drag and drop any type of content to create your notarized documents.
• Custom Branding: Personalize your documents with your business’s branding for a professional touch.
• Contract Template Library: Access pre-existing content from your legal and marketing teams to quickly create notarized letters.
• Seamless Integrations: Integrate with CRM systems, Pabbly, Pipedrive and Zapier to streamline document creation.
• Audit Trail and Document Analytics: Easily view the progress of your documents and meet compliance requirements.

For notarizing multiple documents, BoloForms Signature allows for multiple signers, making the process efficient and convenient.

Conclusion

In conclusion, crafting a notarized letter is a straightforward yet essential process in various legal and formal situations. By following the steps outlined in this guide, you can ensure that your letter meets all necessary criteria for notarization:

1. Begin with a clear and concise statement of purpose.
2. Provide accurate and detailed information, including relevant dates and names.
3. Format the letter professionally and ensure readability.
4. Leave ample space for signatures and the notary section.
5. Review the letter carefully for accuracy and completeness.

Furthermore, with the advent of remote notary services like BoloForms Signature, the process has become even more accessible and convenient. From creating and editing documents to securing notarization online within minutes, these services offer a seamless and efficient solution to meet your notarization needs.

Whether it's authorizing travel, confirming residency, or granting consent, a properly executed notarized letter can provide peace of mind and legal validity. So, the next time you need to draft such a letter, remember these guidelines to ensure a smooth and successful notarization process.