SAM Notarized letter requirement – Q&A from GSA

GSA recommends the following to entities submitting notarized letters: 

1. Use one of the templates provided in the FAQs.  Review the applicable instructions for domestic entities or international entities to ensure you select the appropriate template.

2.Complete all sections of the template to avoid these main causes of rejection

  • Failure to include a statement clarifying your account administration preference.  The template directs you to select one of two choices for who can administer your account, either self administration confirmation or third party agent designation. Your letter must indicate one or the other.
  • Information not matching. Double check that the appointed Entity Administrator’s email address and phone number, as well as the entity physical address, match the information contained in the SAM registration. Take the extra time to ensure all information is accurate and complete or you will be required to submit another hard copy notarized letter.
  • Missing digits in the DUNS Number. Include all nine digits of your DUNS Number. Do not ignore leading and ending zeros.  Double check the DUNS Number for accuracy against your SAM registration.

Notarization Requirements
The type of stamp or seal required on notarized documents varies from state to state.  CLICK HERE for a spreadsheet with each state’s requirements. A graphic with this information is also available (click here to view graphic).

Questions regarding the submission of notarized letters:

Q: When should the notarized letter be sent – simultaneously with electronic submittal or after CAGE code is received?
A: Entities can submit at any time – they do not need to wait to clear CAGE. Entities must submit the notarized letter within 30 days of registering in SAM.

Q:  Should entities expect an email or a letter that confirms receipt?
A:  There is no email to confirm receipt of the letter. Once the letter is received, it is opened and sent forward for processing.  An email is sent once the letter is processed (an FSD ticket is created when the letter has been reviewed). The email will contain information about whether the letter is accepted or rejected. If rejected, the letter will include the reason for rejection and instructions to resolve the issue.

Q:  Should entities mail their letter via Certified Mail, Return Receipt Requested?  
A:  Incoming letters are handled in the order received.  Entities may send the letter using certified mail to get the return receipt or use an express mail service if they wish to track the physical receipt of the letter. (Since there is no email confirmation of receipt, you may indeed want to send it return receipt requested, just so that you can be confident that your letter was received.)

Q: How will entities be notified once their letter is accepted or rejected?  
A:  The entity administrator will receive an email after the review is completed.  The email will contain information about whether the letter is accepted or rejected. If rejected, the letter will include the reason for rejection and instructions to resolve the issue.

Q:  What is the estimated processing time?
A:  The processing time is dependent on the volume of letters received, whether the letter is accepted/rejected, and the additional impact of including existing entities who are renewing or updating their registrations. The status of an entity’s SAM registration will not be impacted by any processing delays.