How To Write a Letter To Be Notarized: A Step-by-Step Guide

Writing a letter that requires notarization might seem daunting, but it’s a straightforward process when you know the steps. Whether it’s for a legal agreement, a financial transaction, or a personal matter, understanding how to draft and prepare your letter correctly is crucial. This guide will walk you through everything you need to know, ensuring your document is ready for a notary public. Let’s dive in!

Understanding the Purpose: Why Do You Need a Letter Notarized?

Before you even begin to write, it’s essential to understand why you need your letter notarized. Notarization adds an extra layer of security and authenticity. A notary public, a state-appointed official, verifies the signer’s identity and confirms they willingly signed the document. This process helps to prevent fraud and ensures the document’s validity. Common reasons for notarization include:

• Legal Agreements: Contracts, affidavits, and other legal documents often require notarization to be considered legally binding.
• Financial Transactions: Loan applications, real estate transactions, and other financial paperwork frequently need notarization.
• International Documents: Documents intended for use in another country usually require notarization, sometimes followed by an apostille or other certifications.
• Personal Matters: Letters regarding power of attorney, medical directives, or consent forms may need notarization for legal standing.

Knowing the specific purpose of your letter will help you determine the necessary content and format.

Crafting the Content: Essential Elements of a Letter

The content of your letter is paramount. It should be clear, concise, and address the specific purpose for which it’s intended. Here’s a breakdown of the key elements to include:

Identifying Information: Who and What?

Begin your letter with clear identification. This includes:

• Your Full Name: Use your legal name, exactly as it appears on your official identification.
• Your Address: Include your current residential address.
• Date: The date the letter is being written.

Next, clearly state the subject of your letter. Briefly explain what the document is about, who it concerns, and the desired outcome. For example: “This letter concerns the sale of my vehicle…” or “This letter is to authorize…”

The Body of Your Letter: Detailing Your Intent

The body of your letter is where you explain the details of your request or statement. Be specific and provide all relevant information.

• State Your Purpose Clearly: What are you trying to achieve? Be direct and avoid ambiguity.
• Provide Supporting Information: Include any necessary details, such as names, dates, addresses, and specific actions.
• Use Clear and Concise Language: Avoid jargon or overly complex sentences. Make sure your writing is easy to understand.
• Be Accurate: Double-check all facts and figures to ensure accuracy. Mistakes can invalidate the document.

Closing the Letter: Formal and Professional

End your letter with a formal closing and your signature. Consider including:

• A Closing Statement: Use a professional closing such as “Sincerely,” “Respectfully,” or “Best Regards.”
• Your Signature: Leave space for your handwritten signature.
• Printed Name: Below your signature, type your full legal name.

Formatting Your Letter: Presentation Matters

The appearance of your letter is also important. A well-formatted letter looks professional and is easier to read.

Font and Spacing: Ensuring Readability

• Font: Use a standard, readable font like Times New Roman, Arial, or Calibri.
• Font Size: Use a font size of 12 points.
• Spacing: Use single spacing within paragraphs and double spacing between paragraphs.

Layout: Structuring Your Letter

• Margins: Use standard one-inch margins on all sides.
• Alignment: Left-align the text.
• Header: Include your name, address, and date at the top.
• Recipient’s Information: If you are sending the letter to a specific person or organization, include their name, title, and address.

Preparing for Notarization: The Final Steps

Once you’ve drafted and formatted your letter, you need to prepare it for notarization.

Review and Proofread: Catching Errors

Before signing your letter, carefully review it. Check for:

• Grammatical Errors: Ensure your letter is free of grammatical errors and typos.
• Factual Accuracy: Verify all facts and figures.
• Completeness: Make sure you’ve included all necessary information.

Gathering Identification: Proof of Identity

You will need to present valid identification to the notary public. Acceptable forms of ID typically include:

• Driver’s License: A state-issued driver’s license or identification card.
• Passport: A valid U.S. passport or passport card.
• Military ID: A U.S. military identification card.
• Other Government-Issued IDs: Some states may accept other forms of government-issued identification.

Be sure to check with the notary public beforehand to confirm the acceptable forms of identification. The ID must be current and not expired.

Finding a Notary Public: Where to Get Notarized

Finding a notary public is usually easy. Notaries are available at:

• Banks and Credit Unions: Many banks and credit unions offer notary services to their customers.
• Shipping Stores: Businesses like UPS Stores and FedEx Office often have notaries on staff.
• Courthouses and Government Offices: Local courthouses and government offices may offer notary services.
• Independent Notaries: You can also find independent notaries who offer their services.

Call ahead to confirm their availability and fees.

The Notarization Process: What to Expect

The notarization process involves several steps:

Signing the Document: In the Presence of the Notary

You must sign the letter in the presence of the notary public. Do not sign it beforehand. The notary must witness your signature.

Identification Verification: Confirming Your Identity

The notary will verify your identity by checking your identification. They will compare your photo and information on your ID to the information on the letter.

Notary’s Actions: Completing the Notarization

Once your identity is confirmed, the notary will:

• Complete the Notary Certificate: They will fill out the notary certificate, which is a statement that they witnessed your signature and verified your identity.
• Affix Their Seal and Signature: The notary will then affix their official seal and signature to the document.
• Record the Notarization: They may record the notarization in their notary journal, as required by state law.

Specific Document Considerations: Special Cases

Some types of documents may have specific requirements.

Wills and Trusts: Complex Requirements

Wills and trusts often require special notarization procedures and may also need witnesses. It’s recommended that you consult with an attorney when creating these types of documents.

Power of Attorney: Specific Language Required

Power of attorney documents must adhere to state-specific requirements and include specific language.

International Documents: Additional Steps

Documents intended for use in another country might require an apostille or other certifications from the state or federal government.

FAQs: Addressing Common Questions

Here are some frequently asked questions people have about notarizing letters:

How long is a notarized letter valid? The validity of a notarized letter depends on the content of the letter and any specific requirements associated with it. Notarization itself doesn’t set an expiration date. The content of the letter dictates how long it’s relevant.

Can I use a digital signature on a letter to be notarized? Generally, no. You must sign the letter in the presence of the notary. Digital signatures are typically not acceptable unless the notary has specific technology and is authorized to perform electronic notarization.

Can a notary public refuse to notarize a document? Yes, a notary public can refuse to notarize a document for several reasons, including if they suspect fraud, if the signer is not competent, or if the document does not meet legal requirements.

What if I make a mistake on the letter after it’s notarized? If you make a mistake after the letter is notarized, you’ll likely need to create a new letter and have it notarized again. Always double-check your document before signing.

Do I need to provide my own notary certificate? No, the notary public will provide the notary certificate and complete it. You do not need to create this yourself.

Conclusion: Ensuring Your Letter is Ready for Notarization

Writing a letter to be notarized is a manageable process. By following these steps, you can create a well-written, properly formatted document that is ready for notarization. Remember to understand the purpose of your letter, craft clear and concise content, format it correctly, and prepare for notarization by having proper identification. Taking these steps ensures the validity and legal standing of your document, providing the assurance you need.