How to Write a Notarized Letter: The Best Way!

As someone who has written numerous notarized letters, I can share my unique experience to help you create an effective and legally sound document. In this guide, I’ll provide step-by-step instructions, tips from personal experience, real-life examples, and key takeaways to ensure you have all the information you need.

Key Takeaways

  • What is a Notarized Letter?: A notarized letter is a document that has been signed in the presence of a notary public, who verifies the identity of the signer and witnesses the signing process.
  • Purpose: Used for legal, financial, or personal reasons where authentication of the signature is required.
  • Essential Elements: Clear purpose, accurate information, signatory details, and a notary public’s signature and seal.
  • Steps to Write: Identify purpose, draft the letter, include necessary information, and visit a notary public.
  • Tips: Be clear and concise, use formal language, double-check all details, and bring valid identification to the notary.

Understanding the Purpose of a Notarized Letter

A notarized letter is often used to provide a verified statement of fact or agreement. Some common scenarios where you might need a notarized letter include:

  • Legal Agreements: Confirming agreements or contracts.
  • Financial Transactions: Authorizing someone to act on your behalf.
  • Personal Matters: Confirming identity or residency status.

Step-by-Step Guide to Writing a Notarized Letter

  1. Identify the Purpose: Clearly understand why you need a notarized letter. This will guide the content and format of your letter.

  2. Draft the Letter: Begin by drafting your letter, ensuring it includes all necessary details. Use formal language and be concise.

  3. Include Essential Information:

    • Date: The date when the letter is written.
    • Recipient’s Name and Address: Who the letter is addressed to.
    • Subject Line: A brief description of the letter’s purpose.
    • Body of the Letter: Clearly state the purpose, details, and any relevant information.
    • Closing: Include a closing statement and your signature.

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    Visit a Notary Public: Take your drafted letter to a notary public. Ensure you have valid identification.

  5. Sign in the Presence of the Notary: The notary will verify your identity, witness your signature, and add their official seal and signature.

Tips from Personal Experience

Having written many notarized letters, I’ve learned a few valuable tips:

  • Be Clear and Concise: The clearer your letter, the easier it is for the notary and the recipient to understand its purpose.
  • Use Formal Language: This adds to the credibility of your letter.
  • Double-Check Details: Ensure all names, dates, and other details are accurate.
  • Bring Valid Identification: Notaries require valid ID to verify your identity.

Real-Life Example

Here’s a real-life example of a notarized letter I recently wrote:

Subject: Authorization to Act on My Behalf


“I, John Doe, authorize Jane Smith to act on my behalf in all matters relating to the management of my property at 123 Main Street, City, State. This authorization includes signing documents and making decisions in my absence.”

This letter was clear, concise, and included all necessary details, making the notarization process smooth and efficient.

Essential Elements Checklist

DateDate the letter is written
RecipientName and address of the recipient
Subject LineBrief description of the letter’s purpose
BodyDetailed explanation of the purpose and details
SignatureSignatory’s name and signature
Notary SectionNotary’s signature and seal

Common Mistakes to Avoid

  • Incomplete Information: Ensure all necessary details are included.
  • Incorrect Details: Double-check names, dates, and other specifics.
  • Unclear Purpose: Make the purpose of the letter clear from the start.


Writing a notarized letter is a straightforward process when you know what to include and how to format it. By following this guide, you can create a clear, concise, and legally sound document.