You’ve probably heard the word notary public before. You’ve heard it used at the office, in schools, and even at visa application centers. But you aren’t sure what it means. Now you’ve been asked to provide a notarized letter, and you’re here to find out how to write a notarized letter.
Well, let’s start with the basics—a Notary Public is an individual authorized by the government to witness the signing of important documents and verify the identity of signers.
Notarization is therefore a legal structure employed to ascertain that parties understand the contents of a document and that the papers are authentic.
This article explores how to write a notarized letter for certain purposes, including:
- How to write a notarized letter for a vehicle
- How to write a notarized letter to a company
- How to write a notarized letter for proof of residency
For each of these purposes, we’ll provide a free notarized letter template to aid the drafting of your own letter. So let’s get into it!
Table of Content
What is a Notarized Letter?
A Notarized Letter is any document that has been signed in the presence of a notary public and bears their official seal or stamp.
Notarization confirms the genuineness of a transaction, indicating that the letter was signed willingly by all parties involved. This adds a layer of trust to documents for legal, financial, and administrative processes.
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How to Write a Notarized Letter
Writing a notarized letter is like writing any other formal letter. It maintains the same structure as a formal letter and should be short, detailed and straightforward. This section covers the step-by-step guides on how to write a notarized letter for a vehicle, for proof of residency, and for a company.
How to Write a Notarized Letter for a Vehicle
A notarized document can be written by anyone but must be signed in front of the notary public to attest to the validity of the document. It may be used for the following vehicular purposes:
- Authorizing someone to drive or use your vehicle
- Transferring ownership
- Confirming the sale of a vehicle
- Granting permission to take the vehicle across borders
A notarized letter for a vehicle helps to establish the terms of the transaction, such as consideration, payment method, duration of the agreement, and so on. It also secures the vehicle in question. So let’s take you through the step-by-step process of how to write a notarized letter for a vehicle.
Also read: How to Write an Undertaking | Step-by-step Guide
Steps to Follow when Writing a Notarized Letter for A Vehicle.
- Start with your full name and contact information
- Include the recipient’s full name and contact information
- Add a salutation
- Draft a heading e.g AUTHORIZATION LETTER FOR LINDSAY ADAMS. Note that some notarization letters may skip steps 1 to 3, and start with a date and heading. Such a format is still acceptable.
- Next, state who you are and the purpose of the letter. E.g “I, Lindsay Lohan, hereby authorise Cynthia Nwachukuwu, to use my Toyota Camry for 15 days, specifically between 3rd May and 18th May, 2024. Further details of the vehicle are provided below:…”
- Ensure you include all necessary details of the vehicle and contract, such as:
- the vehicle model, year and colour;
- vehicle Identification Number;
- license plate number;
- effective dates of the agreement
- purpose for which the vehicle will be used, etc.
- Take the letter along with a valid ID to a notary public. All parties must be present to sign the letter in front of the notary public. Signing it in advance might render it inadmissible for notarization.
- Finally, the notary will confirm your identity and witness your signature with their official seal or stamp
Once notarized, your letter becomes a legal document, and can be admitted at a vehicle registration office, border checkpoint, etc.
Would you like a free notarized letter template for a vehicle? Click here to view!
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How to Write a Notarized Letter to a Company
In a corporate setting, a notarized letter can be used for the following purposes:
- Authorizing someone to act on your behalf
- Confirming a financial transaction
- Addressing a formal request or complaint
- Granting consent or permission for a project
A company notarized letter is also structured like a formal letter. So after writing your contact details and that of your recipient, take the following steps:
- Start with a clear opening, stating your name, position, work ID number, and purpose for writing the letter
- State the action you are requesting, confirming or authorizing
- Get specific by stating reference numbers, dates of transactions, names of all parties involved in the agreement, etc.
- Leave a space for signatures and take the letter along with a valid ID to a notary public. All parties must be present to sign the letter in front of the notary public. Signing it in advance might render it inadmissible for notarization.
- The notary will confirm your identity and witness your signature with their official seal or stamp
The steps above are a simple guide on how to write a notarized letter to a company. As we earlier promised, you’ll get a free notarized letter template here, too. So after reading through the steps above, download your free template here!
Also read: How to Write Undertaking Letter | Step-by-step Guide
How to Write a Notarized Letter for Proof of Residency
In the just-concluded section, we outlined a step-by-step guide on how to write a notarized letter to a company. Now let’s discuss a notarized proof of residency.
In immigration matters, formal proof of residency is often required to support your claims. In such cases, you can write a letter stating your residency details and have it notarized to confirm its authenticity and legal validity. Here’s how to write a notarized letter for proof of residency:
- Start with a clear opening, stating your full legal name, occupation, and purpose for writing the letter
- State your full residential address and how long you’ve lived there
- Make a formal statement affirming the truth of the information, and refer to proofs, such as electricity bills
- Give a space for signature and sign in front of a notary public, who will then validate the information.
Also read: How to Write Application Letter for Teaching Job in School | Step-by-step Guide
Frequently Asked Questions
A notarized letter is structured like a formal letter. Your contact information and that of the recipient should be aligned at the top left corner of the page, and the date at the top right. Your font should be Times New Roman or Arial, and your letter should be properly indented.
Yes, a notarized letter can be legally binding because it contains the signatures of all parties and is witnessed by a licensed public officer, known as a notary public.
A notarized letter is a legal document that has been witnessed and signed by a notary public.
Conclusion: Get Your Letter Notarized
A notarized letter carries legal weight and provides more validity in all kinds of transactions.
So now that you’ve learned how to write a notarized letter for a company, as proof of residency, and for a vehicle, you can confidently write your letter and head to a notary public.
If you’re still unsure of how to start, simply download any of the free notarized letter templates provided in this article. This will give your letter a solid foundation. Good luck!
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References
- www.theneuron.ai – How to Write a Notarized Letter for a Vehicle
- www.pandadoc.com – How to Write a Notarized Letter
