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In the digital age, mailing a physical, notarized letter to the federal government feels like an anachronism. Yet, for many entities, this paper document is the only thing standing between an active registration and a locked account. The "Notarized Letter of Appointment" is a security measure implemented by the GSA to prevent fraud, specifically the unauthorized hijacking of entity registrations.
When you approach your SAM renewal, you may be surprised to find that you are flagged to submit this letter. Understanding who needs it, why it is required, and how to prepare it correctly is essential to avoid a multi-week delay in your processing.
What is the Notarized Letter? This document formally appoints an "Entity Administrator"—the specific individual authorized to make changes to your SAM account. It must be signed by an officer of the company (like a CEO or President), notarized with a seal, and mailed or uploaded to the Federal Service Desk (FSD).
Do I Need to Submit One for Renewal? Not always, but frequently. You generally need to submit a new letter if:
New Administrator: Your previous Entity Administrator left the company, and you are assigning a new employee to manage the account.
Lapsed Registration: If your registration has been expired for an extended period, the system may treat you as a "new" security risk, triggering the requirement.
Banking Changes: Significant changes to financial data sometimes trigger a request for re-verification of the administrator to ensure the change wasn't fraudulent.
Third-Party Management: If you are designating a third-party service to manage your account (a wise choice for continuity), you must submit a letter explicitly granting them permission.
The Most Common Rejection Reasons The FSD is incredibly strict about the formatting of this letter.
Missing Templates: You cannot just write a letter. You must use the exact GSA templates (Template 1, 2, or 3 depending on your status).
UEI Mismatch: The Unique Entity ID on the letter must match the system exactly.
Notary Errors: If the notary seal is blurry, or if the notary fails to include their commission expiration date, the letter is rejected.
Digital Signatures: Generally, digital signatures are not accepted on the notarized portion. It must be a "wet" signature.
The Submission Process In the past, you had to mail this letter to a warehouse in Kentucky and wait weeks. Now, there is an option to upload a PDF scan directly to an FSD incident ticket. However, the review process is manual. A human being reviews every letter. If they find an error, they reject the ticket, and you must start over.
Conclusion The notarized letter is a hassle, but it protects your business from corporate identity theft. If you are unsure which template to use or how to submit it, a professional registration service can guide you. We provide our clients with pre-filled templates and handle the submission to ensure it is accepted on the first try, keeping your SAM renewal on track.