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What is a Notarized Letter and How to Write It?

What is a Notarized Letter and How to Write It?

A letter which is signed in the presence of a notary officer, to authenticate the signature of the signer and his identity, is a notarized letter. Buzzle, in the following article, cites some tips to be considered while writing a notarized letter, along with some samples.
Neha B Deshpande
Last Updated: Jun 3, 2018
Benefit of Notarization
Since notarization indicates authenticity that the person has genuinely signed the letter, out of his/her own accord, it makes the letter more secure, as it is signed in the presence of a notary who verifies the identity of the signing person. This reduces the chances of that individual challenging the fact that he has signed the letter/document.
A letter that authenticates that you've signed the papers out of your own free will, at the given date and place is called a notarized letter. It is not a certificate involving any authorization, but simply an evidence that the said individual or you have signed the document, and that the signature is genuine. You'll have to produce an identity proof bearing your photograph and other requisite documents, if required, in certain cases, to the notary officer. However, the officer will also verify whether you're in the capacity of signing the documents―he can refuse to sign them if he notices any signs of coercion, or he grows suspicious of your actions.

However, a notary should in no way be confused with a legal expert, who can assist you in drafting with the agreement or certifying any of your activity. A notary is not responsible for the contents of your letter. Commonly, a notarized letter may be required for residency proof letter, guardianship letter, child travel, child support, and a plethora of other reasons.
Where can you get your letter notarized?
Mobile Notaries: They'll come to your residence, on your request, for performing notarized services or after a requisite time period.
Banks: Your bank may offer notary services, sometimes even free of cost, if you've an account with the bank.
Courthouses: Your local courthouse will obviously have notaries who can provide you with this service.
Tips to write a notarized letter
► Write the letter as any formal letter, but make sure to mention the appropriate heading to the letter.
► Write your address and the state and county which you belong to.
► After the letter, address yourself and leave ample space for your signature. Please note that you need to sign it in the notary officer's presence.
► After your signature, address the notary and leave space for his signature and seal. It is extremely important to have notarial wording on your letter.
► It is important that the place where the notarization takes place is mentioned, and the letter should also mention the date of signing the documents.
While the need to get a notarized letter may arise in many cases, let's see some sample formats for different situations.
For Residency Proof

To whomsoever it may concern

I --------------------------[name of the owner] do hereby certify that ---------------[name of the tenant(s)] is a tenant residing in my property located at ----------------- [address of the property] since ------- [date of rental contract] and their lease agreement continues till ---------[expiration date of rental lease contract]

Signature [of landlord]

Name [of landlord]

STATE OF --------
COUNTY OF --------

Signed and subscribed before me on -----------
[date of signing the letter]


SIGNATURE AND SEAL [of the notary officer]
My commission expires on ------

Usually a notary statement is added to the letter, which mentions that the letter has been signed in his presence on this date and place. As a rule, the notary also mentions the date on which his commission will expire. Appropriate notary statement is cited by the notary according to the type of work, whether it is an affidavit or an acknowledgment. The notary then makes an entry in his notary journal.

I,---------------[name and designation] of ------------[company name], do hereby authorize ----------[name and designation] to receive the delivery from our client ---------[name of the client] on this day ---------[date], on behalf of the company, in my absence.

Signature and Company Seal

Name and designation

STATE OF --------
COUNTY OF --------

Signed and subscribed before me on -----------[date of signature]


SIGNATURE AND SEAL [of the notary officer]
My commission expires on ------
A notary will charge a certain fee that is governed by the rules of the state where you're getting your letter notarized. The important thing is to keep the language formal and make sure that you've mentioned the facts regarding the date, place, and other details correctly. Legal repercussions of a notarized letter may vary from case to case, since the notarization simply vouches that the person has genuinely signed the letter out of his free will. The court will accordingly decide its impact in case of any dispute.
* Disclaimer: The above article is for information purpose and should not be taken as a substitute for any legal opinion.