How to Notarize a Business Authorization Letter Online in 2026

A business authorization letter lets a company identify someone who may act or communicate on its behalf for a defined purpose. Whether the letter needs notarization depends on the recipient's rules, the transaction, and applicable law. If notarization is requested, an eligible letter may be notarized online; first confirm that the recipient accepts remote online notarization and an electronically notarized document.

What Is a Business Authorization Letter?

It is a written authorization stating that a named person may perform a specific task for a business. Depending on the situation, the authorized person might submit records, pick up property, communicate with a service provider, manage an account, or sign a particular document. A letter should define the task clearly and avoid granting broader powers than intended.

A business authorization letter is not automatically a power of attorney, corporate resolution, or proof of an officer's authority. The recipient may require one of those documents, its own form, or additional evidence instead. Ask the recipient which document and signers it requires.

Does a Business Authorization Letter Need to Be Notarized?

There is no single rule that every business authorization letter must be notarized. Some organizations accept a signed letter; others request notarization, a witness, a company resolution, or a particular form. Requirements can vary by recipient and purpose.

Before arranging notarization, ask the recipient:

• Is notarization required for this letter?
• Will you accept remote online notarization (RON) and an electronic document?
• Do you require an acknowledgment, a jurat, or exact certificate wording?
• Must a specific officer, owner, employee, or agent sign?
• Are witnesses, a wet-ink original, company records, or additional documents required?

What to Include in the Letter

Use the recipient's form or instructions when available. Otherwise, the business may want the letter to identify:

• The business's legal name and contact details
• The signer's name and business title
• The authorized person's full legal name and, if requested, contact details
• The exact action or limited purpose being authorized
• Any limits, conditions, or documents the person may handle
• The start date and expiration date, if applicable
• The signature block and any company details the recipient requests

Do not add sensitive information unless the recipient needs it. Have the business confirm that the person signing is authorized under its own governing documents and policies. A notary verifies the notarial act and the signer's identity as required; notarization does not independently certify the signer's corporate position or the truth of the letter.

Choose the Notarial Act the Recipient Requires

Do not choose an acknowledgment or jurat just because one seems more familiar. For an acknowledgment, the signer acknowledges signing the document voluntarily. For a jurat, the signer swears or affirms that the statement is true and signs as part of that oath or affirmation. The receiving organization's instructions and the document's certificate wording should guide the choice.

If the form has a notarial certificate, do not replace or rewrite it without the recipient's approval. If there is no certificate, ask the recipient what act and wording it requires. The notary can explain the acts they can perform but cannot decide the business's legal rights or select wording on the recipient's behalf.

How to Notarize the Letter Online

1. Confirm requirements. Ask whether notarization is required and whether the recipient accepts RON and an electronic notarized file.
2. Complete the letter. Fill in names, scope, dates, and required business details. Leave the signature area unsigned until you are instructed to sign.
3. Prepare identification. Have current government-issued photo identification available and make sure the signer's name matches the document or ask the recipient how to handle a difference.
4. Submit the file and follow the notary's instructions. Complete the identity verification and signing steps required by the notary service and applicable law. Virginia law defines remote online notarization as electronic notarization where the signer is not in the notary's physical presence.
5. Review the completed document. Check that the notarized certificate is attached and the final file is complete before sending it to the recipient.

Notary20 offers remote online notarization for $20 per eligible document. Service eligibility and recipient acceptance can depend on the document and receiving organization. Confirm both before ordering. See our $20 online notary guide for more about the service and pricing.

What Can Delay or Prevent Notarization?

Be ready for extra review or a declined request if the signer lacks acceptable identification, is not the person required to sign, does not appear willing or aware, or the document is incomplete. The notary may also be unable to proceed if the requested act is unclear, required witnesses are absent, the document is outside the service's eligibility, or applicable law or policy does not allow the requested act.

If an employee signs on behalf of the business, confirm in advance what the recipient needs to establish that person's authority. The notarial certificate records the notarial act; it does not replace a board resolution, operating agreement, company authorization, or other proof requested by the recipient.

Frequently Asked Questions

Start Your Online Notarization

Once the recipient confirms it accepts an electronically notarized letter and the required notarial act, submit your eligible document and follow the signing instructions.

Official reference: Virginia Code & 47.1-2, definitions.