33 Free Notarized Letters & Templates

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If you have bought or sold something in the past, you might have heard of getting the transfer letter or authority letter notarized. What it means is that when there is an important document under discussion with signatures from various parties, it’s essential to ask someone to check the identities of each party signing the agreement or contract and make sure they are legitimate. The person who checks the identities and other documents and puts his signature on the letter that all involved parties are real is known as notary public. It’s important to note that a notary public not only checks the legitimacy of identities of all parties involved in signing a contract but he is also responsible to make sure that signers sign the contract with their free will. He is responsible to make sure to check if the signers understand what’s written in the document and to make sure that they are not under influence of any kind which can make them incapable of making the right decision.

Uses and Importance of Notarized Letters:

Many people have the misunderstanding of a notary public as the person who only needs to check for sources of identification before 2 or 3 individuals can sign a contract but as discussed above, there is more to that. Yes, the part where you go to a notary public, ask him to witness the signature of an agreement after verifying the persons signing the agreement are legitimate is true but that’s not it. You need to understand that when a letter or document is notarized, the responsibility falls on the shoulders of notary public. In case anything goes wrong, either party has the legal right to sue the notary public for not doing his job correctly.

This is the reason that notary public take more time to each factor involved in notarizing a letter or document. An important element to keep in mind is that a notary public can only notarize a document that is signed in front of him. This means you need to take unsigned letter to his desk and once he checks your identities and allows you to sign, only then you can put your signature on the letter or agreement of any kind. Keep in mind that getting a letter notarized is not free and you might need to give some fee to the notary public. These charges of notarizing a letter depend on each state and country but usually they can be anywhere in between $50 to $100.

When a document is required for any legal reason, it’s important to proof its authenticity. When you present a sworn statement from a third party in court in any case, the court can’t just assume it’s authenticated and the statement wasn’t taken under pressure but they need some kind of proof to check if it’s real. If such a statement was given in front of a notary public officer and he notarized the statement, court will allow it’s submission as a legal proof from either side. In order to save time in legal hearings, courts usually require all the documents to be notarized before submission in the court.

Free Notarized Letter Templates

Here are 30+ Free Notarized Letter Templates to assist you in preparing your own Notarized Letter.

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Key Elements of a Notarized Letter:

Visiting a Notary Officer:

Perhaps this is very obvious but still the first step of getting a letter notarized is to visit a notary public officer in his officer. If you have done this before, you will surely know a notary public and if it’s your first time, you can ask for recommendations from your friends or coworkers.

Providing Proof of Your Identity:

In order to ask the notary public to notarize your letter, first you need to provide any source of identification so he can make sure that it’s actually who you are claiming to be. This can be done with a social security card or a valid driving license or even with your passport. In simple words, any legal document that can proof your identity is valid for notary public officers.

Letting the Notary Public do his Work:

As soon you provide documents for your identity, the notary public will start his work. He will make sure the documents are real and not expired or anything and then he will ask you some questions. These are very simple statements that he needs to hear from you such as if you are willing to sign the document or if someone is somehow forcing you to sign the document or something like if you are under influence of any drug or alcohol. Once you answer these questions, it’s time for the next step.

Signing the Letter or Agreement:

As soon the notary public has verified you documents and he checks that the document is not signed previously, he will ask you to sign the agreement or letter. If there is more than party involved in signing the letter or agreement, the notary public will ask each of them to sign the letter in front of him.

Ask the Notary Officer to Notarized the Letter:

As soon the document is signed by all the involved parties, it’s time for the notary public to take one last look at the letter to check for any errors or mistakes and then he will notarize it by putting his signature with stamp or seal on it.

Sample Donation Letter

Donation letter is kind of a formal letter which is written to a number of people to ask for some financial help for your organization. This type of letters are sent to big companies or wealthy individuals to let them know about your organization or welfare firm, your key goals and previous achievements and ask them to donate some money to raise the charity fund. This money can be for any cause, from buying new clothes for poor to helping an entire nation when they are in trouble like a war or natural disaster like flood or earthquake.

This letter is also a form of getting donor’s permission to spend the money for the best cause whether it’s local or international regardless of nationality and religion. People who are very rich or belong to a wealthy family, always offer their helps in case of any problem so when your organization sends them the donation letter, they welcome the invitation and try to participate as much as possible. Also when you want people to donate their time not money, you send this letter. This way you tell them to share their time with children in orphanage or with old age persons in welfare homes just to show them that they are not alone and there are people out there who actually care about these poor and needy people.

Types of Donation Letters

There are only two types of organizations in the world; profitable organizations and non-profit organization. Profitable organizations produce enough money by making products or providing services that they survive without any outside help but non-profit organizations can’t survive or run without other people’s help. These types of companies or firms need other people to donate some money so that they can continue their duties and work smoothly. To get the donation, these non-profit schools, colleges, orphanages and other organizations send donation letters to general public and ask for their help to pay the expenses. Donations letters are like the essential part and a basic ingredient of a non-profit organization.

General Guidelines to write a Donation Letter:

It’s very important to do a little research before sending out donation letter to see who is capable of helping you and who is not in a position to donate some money right now.
It’s also very important to personally know the person you are writing the letter or at least you should have some idea of his financial position and reputation in the market. Accepting donation from a crept person or a criminal may lead you to some problems in the future.
After analyzing all that, it’s time to write the letter. Start is with proper salutation like “Mr. Jason” or “Mrs. Kendrick”.
In the first paragraph give a little introduction of your organization and the main purpose of collecting the donation. Also at this point you can show some recommendation from general public who have donated before and are satisfied with the outcomes.
In the second paragraph, explain why you wrote this letter to the reader or his organization and what specifically can he do to help you raise the funds for the donation. At this point you can share a bank account number and ask him to share it with his friends and relatives and ask them to donate some money in there.
After that appreciate and thanks the reader for his time and consideration and close the letter with a proper greeting like “Regards” or something.

Here is preview of this Free Sample Donation Letter created using MS Word,

Here is download link for this Donation Letter,

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Proposal Acceptance Letter

Proposal Acceptance Letter is a formal business letter which is written by a department inside or outside the organization to let someone know that his or her proposal has been accepted and the department wants to know more about the details of the project. This is a routine letter in business world and written in a very formal way because it also serves as an official document and proof that the department has accepted your proposal. For example when a department inside the company wants to start a new project to change the process of an ongoing project, the department head is required to send a proposal letter to the administration or management of the company who then consider it for a while, research on its outcomes and possible faults and then if they think it’s a beneficial project, they accept it and send back a letter to tell that department head that his proposal has been accepted and they are permitted to start the project.

Writing Proposal Acceptance Letter

Also when a person wants to do business with your firm or wants to make a deal or transaction of goods or something, he sends you a proposal letter in which he explains this deal and the profit or benefits you will get and once you are satisfied, you give him your feedback in form of an acceptance letter and ask him to sign the deal.

Unlike other letters, this letter is only written from a superior person to his employees or juniors because only a superior person can decide whether to accept the proposal or reject it. Companies work on a formula that it’s better to have to heads on a project than one and better to have three than two which means the more thinkers are here, the better the project will be. That’s why companies always welcome proposal letters from their own employees and outside visitors who don’t work for them but have good business proposals. After getting these proposals, these companies respond as quick as possible to show that person that he is very important so does his views. Quick response or sending a acceptance letter soon is very important to have long term relations with customers or proposal presenters which may be your employees outside parties.

General Guidelines to write a Proposal Acceptance Letter:

It’s an official letter and written on daily basis in most of the companies so it’s better if it’s written on company letterhead instead of handwriting it. This way the letter will be more formal and receiver will take it more seriously.
Use a proper salutation at the start to address the reader in the letter such as “Mr. Nelson” or “Miss Catherine”.
Before coming to the actual point it’s better to write a few words to appreciate that person’s effort that he took some time to think of this proposal and sent the idea to your company which is very thoughtful.
After that you tell him that his proposal has been accepted by the company directors and they want to work with him on this project. If there are any faults or mistakes in the proposal you mention them here and a general idea for him to correct these errors.
If you want him to agree with you on some conditions, you mention the condition here in detail so that he will have a clear idea about the future of him and his proposal in the company. This way he also decided whether he wants to do this project on the given conditions or want to change anything.
Finish the letter with a thank you note just to tell them that you are very glad that you two are going to work together and you are looking forward to that time.

Here is preview of this free Proposal Acceptance Letter,

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Sample Charity Letter

Charity is an act to voluntarily deliver your services generally money for those who need it. This is a typical way to help the poor or the people in difficult times and it can be anything including making an old home for aged people or to send food to a remote location where people are fighting with a natural disaster like flood or earthquake. When someone wants to collect money for charity, he usually organizes a party where he and other famous persons make speeches to encourage people or auction their own stuff like expensive watches or purses.

Besides of all that when people hear that they are invited to a charity, they set up their minds to donate money or some other stuff at the party to help the organizer and to increase the charity amount. Although world has a lot of nations and religions but when a nation is caught in to a trouble like flood or earthquake, no one asks about their religion or nationality and people all over the world help them regardless of any interest in the return. These people do a number of charity works to raise the funds and then with that money, they buy food and other stuff and send it to those who need it. These people voluntarily work and don’t ask any appreciation because they know that this can happen to anybody.

Writing Charity Letter

A charity letter is an invitation to general public which tells them a couple of things such as your introduction, the key purpose of the letter, the purpose of this charity, authorization code given by a government department to collect this charity and the time, date and location of the event with your contact information at the end in case of any inquiry. As the host of the charity event or the head of the charity team, it’s your responsibility to send out this letter a week before the actual event so people have enough time to schedule their visit and arrange for the money they are going to donate.

This week early invitation also gives them enough time if they want to investigate a little to see if you are real and not just a fake group of teenagers who just want to have some fun. Also in that time, people can do a research on the purpose of the charity like if it’s for Indian flood victims, it’s very easy to see if there is any flood in India and the government there has asked for the donation to help the people. Also another purpose of this letter is to provide an alternate way such as a bank account number to donate money if someone can’t come to the event.

General Guidelines to Write a Charity Letter:

Put your and your organization’s name at the top of the letter or better use a printed company letterhead with your company’s name and logo printed on it. As this is type of an official letter, it’s better to present it like one.
Start with greeting the reader and address him with his name like “Mr. John”.
In the first paragraph, give a little introduction of yourself and your organization and after that a brief explanation of what is the key purpose of this charity and where they money will be used. Here you can also add a little about your previous projects and recommendations from a number of people who are satisfied with your volunteer work.
Thanks the reader for his time and consideration. And for him information, tell him that if he can’t come to the charity event, he can put the money in a bank account.
Finish the letter with a proper greeting like “Sincerely” or “Regards”.

Here is preview of this Free Sample Charity Letter created using MS Word,

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Complaint Response Letter

Companies, businesses and organizations all over the world have realized that they can’t improve their profit and trusty relations with the customers if they don’t welcome the criticism. When an organization let his customers talk about its product or services, they indirectly hear what a customer wants or what a person is looking for out there. This way these companies improve the quality of their products or services and appreciate the customer for taking some time to let them know about their faults.

By this complaint process, sales of the company products increase and company have good relations with the consumers and people believe on them and their products. It’s a known process that when someone uses a product, he or she obviously has some issues with it and there are quite a few companies that have gradually decrease the customer complaint process and now no one have issues using their product. That means when you sell something, you have to make your mind for some criticism too along with a little appreciation from the market.

Writing Complaint Response Letter

When someone has some complaint about any of your product or service, they write you a complaint letter in which they explain about the problem they encountered during the use of that product and the damage happened to them if any. The first thing for you to do is to give them response for their feedback either its appreciation or criticism and this is done by sending those customers a complaint response letter. This letter is written by the companies or organizations to general consumers for a couple of reasons such as to let them know that there words are very important to the company, the management has taken important steps to eliminate the issue in the future products and that company is really sorry for what happened to you while using the product. This complaint response letter also admire the writer that he took some time and believed that company will listen to him and solve the problem he is having.

Although it’s important to response to the complaint as soon as possible but first it’s necessary to find out the discussed issue is real to someone is just doing a prank. The company investigates the whole matter on immediate notice by making a committee who analyze the seriousness and reality of the matter and prepares a report which contains all the information about the faults of that product. This way once the company is sure that the customer is right and he did had a problem with the product, they send him an alternate improved product or just send out a letter and tell him that he is right and ask him what he wants to do next. This whole process sometimes takes a couple of days and delays the complaint response process but this is very important because there are some customers out there who just can’t appreciate a thing or want to make a big mess of a tiny problem. Companies can’t alternate their reputation for that kind of person by admitting their fault with an inquiry which can ruin their credibility in the market.

General Guidelines to write a Complaint Response Letter:

At the start of the letter the first thing to do is to appreciate the person who made that complaint and admire his guts that he has balls to stand to a problem he had and his consideration to let the company know about the problem their product has.
After that show some sympathy or sorry feelings for the person for him bad experience. This way you decrease the customer’s anger by letting him know that company actually feels sorry for him.
After that you apologize for the issue your product had and you say sorry to that customer that the company is really ashamed of what happened and the customer’s satisfaction is the first thing company thinks of before introducing a new product.
Now it’s time to tell the customer about the steps you have taken regarding the problem and the future improvements you will have in the product. This way you convince them that the problem has been eliminated and there in nothing wrong with using the same product again in the future.
If it’s possible and not much to do, it’s better to award the complainer with some product or prize like special discounts in the future shopping or a special trip to Disney land with him family. This way it’s very easy to win the customer’s trust and starting good and long term relationships with the customers.
At the end, you just appreciate that person again and let them know that they can complaint as many times they want because there is nothing more important than their satisfaction.

Here is preview of this Free Complaint Response Letter created using MS Word,

Here is download link for this Complaint Response Letter,

Download Complaint Response Letter

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