How to Write a Notarized Letter + Samples

Notarized Letter

A notarized letter is a letter that has been certified as a legal document. This prevents any falsification or illegality of any of the parties involved. In essence, a notarized letter is a document that has been marked with an official stamp that proves its legitimacy. 

A lot of documents require a notary, but the process of getting a letter notarized is not common. In this article, we’re going to discuss how to write notarized letters, the importance of notarization, the kind of letters that can be notarized, and what to know before visiting a notary.  

What is a Notarized Letter? 

A notarized letter is a document that has been marked with an official stamp. This stamp does the job of proving that the signatures on the letters are legitimate. To get a letter notarized, a stamp will be placed by a notary officer when you’re done writing the letter. 

A notary officer or personnel is an official of a government institution whose job it is to authenticate the details of a notarized letter and the signees. A notary officer’s responsibility is to authorize and legitimize any letter that has been written by an individual to another firm. 

How to Write a Notarized Letter?

In this section of this article, we’re going to list the standard ways to write a letter to get it notarized. 

  1. Use the Right Heading

When getting a letter notarized by a notary, you must make sure the notary understands what they’re about to stamp without too much hassle. To do this, you must state the purpose of the letter, i.e. mentioning the appropriate heading right there in the title. 

If you’re writing a “Declaration letter”, make sure it’s stated in the title of the page. This makes it easier for the notary to read the letter as they already know what it’s about. 

  1. Use Your Correct Address

To ensure your letter gets notarized without too much back and forth between you and the notary, be sure to include your complete address, not excluding your country and state. 

  1. Use the Correct Information

This goes without saying, but your notarized letter must contain all the correct information concerning your letter, who is it addressed to, what the purpose is, etc. There’s a chance that the notary may ask you to clarify your letter and if you give any information different from what’s written in your letter, your letter may not get notarized. 

  1. State Your Name

After writing the details of your notarized letter, you must write your name on the letter. It is important to remember to not sign the letter after writing your name. The purpose of a notary is to prove and certify that you’re who your letter claims to be. If you sign the letter in the absence of the notary, it’s as good as void. 

  1. Leave Ample Space for Your Signature, and the Signature of the Notary

After affixing your name, you must leave ample space in your letter to sign (in the presence of the notary), and for the notary’s signature and stamp. In some cases, you may be required to write the location, date and time where you got the letter notarized.

  1. Follow Letter Etiquette

A notarized letter ranks high on the list of official letters. This means to ensure you get your notarized letter signed without any complications, it must be written properly. It must follow letter all etiquette.

A notary can decide to not notarize a letter if they sense that the letter was written under duress, coercion or if they notice any false identity. So, to ensure you don’t deal with all of these when getting your letter notarized, you must write in its standard form. 

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How do You Get a Letter Notarized?

We’ve discussed what a notary is, how to write a notarized letter, etc. Now, we’re going to explain how to actually get a letter notarized. 

To get your letter notarized, these are the steps you must follow:

Look for a notary office: Notaries vary according to state and city. The most common place to find notaries are banks, courthouses, credit unions, law offices, etc. If you want an exact location, a quick google search of, “public notary office in (include your city)” This search will show you a list of the available notaries in your area. 

Submit your means of identification: Once you arrive at the notary with the letter you intend to notarize, the next step is to provide a valid means of identification. This is just to prove that you’re who you say you are. To have an idea of the kind of ID that’s accepted, you can reach out to the notary by call or email. Also, be sure to check your state’s requirements before going to the notary. 

Have your letter notarized: This is the final stage when it comes to getting your letter notarized. After providing your letter and it has been approved by the notary, the next and final step is to affix your signature and get the letter stamped by the notary. 

Common FAQs on Notarized Letters

How do you notarize a letter if you don’t have an ID

In this case, you can use a credible witness. A credible witness is someone that’s personally known by both you and the notary. Also, if the notary knows you personally, they can verify your identity and get the letter notarized. 

Can a notarized letter be used in court?

A notarized letter is not a legally-binding document. This doesn’t mean it cannot be used in court. Notarized letters can be used in court as it verifies that a document is legitimate and it also verifies when the said document was signed. 

How much does it cost to notarize a letter?

In places like banks or credit unions, you can get a notarized letter for free. If you don’t go to these places, you may be required to pay a small fee, the price varies according to state and place, but it’s usually not more than $20. 

Can a handwritten letter be notarized?

Yes. A notarized letter can either be handwritten or typed. 

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Notarized Letter Template One



RE: Notarized permission to travel

To whom it may concern, 

I give permission for my child (name of child) to travel abroad with the Royal Seal on the (state date-finish date). Any authority from Royal Seal I allowed to make medical decisions on behalf of my child.  

Father’s Signature:………..


[Phone Number]

Notarized Letter Sample One


To Whom It May Concern,

This letter is to affirm that Jane Matthew Doe is a member of our company, Woculus, and has been with us since May 2022. She is currently a product designer in our Interface department. Her salary is $82,000 a year with health insurance benefits. 

Jane is a valuable member of our team and we hope to keep working with her. 
If you have any inquiries regarding her employment situation, do not hesitate to contact the number below.


Jim Blessed

Assistant Manager

State:  _____________________
Country: ___________________
Sworn before me on the ______ day of _____ in the year 2_____ by
(Name of document signer)
Notary Public 

Notarized Letter Sample Two


RE: Notarized permission to travel

To whom it may concern, 

I give permission for my child (name of child) to travel abroad with the Royal Seal on the (state date-finish date). Any authority from Royal Seal I allowed to make medical decisions on behalf of my child.  
Father’s Signature:………..


[Phone Number]



When getting your letter notarized, it is important to check the laws around notarization in your state. This is because some states have different rules on notarizing letters, and arming yourself with this information will save you a lot of stress.

Check out more Notarized Letter Templates and Samples

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