Woman reading document

When you write an official statement, letter or contract, in some cases the recipient needs to receive a notarized copy of the document. A document is notarized when a notary public (a professional charged by the state to bear witness to the signing of official documents) stamps and signs the paper. You can start creating a notarized document using any word processing program.

Man on laptop

Load your word processor. Write your document in a professional business format. The standard format for a business letter or statement is to place your name and address at the very top, then the date, the recipient's full address information, the greeting (Dear Mrs. Smith), the body and finally the closing. Leave a blank line between each element of the document (such as date, address block, and body). Leave the same amount of space at the top and bottom of your document so that your document is centered vertically on the page. If you're composing a contract, use a professional template. You can download a contract template from websites like Onecle or ContractStore.

Woman typing document

State your business in the body of the document. Be as detailed as possible so that the recipient understands your purpose and terms. Enter your contact phone number and any applicable account numbers on the document.

Woman typing on laptop

Enter your closing salutation (such as "Sincerely" or "Regards") then skip two lines to leave a blank space for signing. Print your full name at the end of the letter. For a business contract, place an X then a series of underscores where you can place a signature, then print your name under the line. The line gives you space to sign the document in the presence of the notary.

Woman calling notary locations

Print the contract and take it to a local notary. Licensed notary public professionals often work at banks, insurance offices and at check cashing locations among other business settings.

Man notarizing document

Present your government-issued identification to the notary public along with the printed document. Sign in the area you designated at the bottom of the document and allow the notary to stamp it to make it official. The notary records your identification information and date in his records.

Things Needed

  • ['Notary public', 'Word processing program', 'Government issued identification']


  • Make copies of the notarized form before sending it to your recipient.

    It's impossible to know how long your document will be, so there are no absolutes for writing and setting up your document. Adjust the length and spacing of lines according to your own preferences.