SAM.gov Notarized Letter: Do You Still Need One?

Do you still need a SAM.gov notarized letter in 2026? For most entities, the answer is no. The SAM.gov notarized letter was once a required step for new entity registrations, but the process has changed, and today most entities complete identity verification in other ways. This guide explains when the letter was required, what replaced it, and what entity administrators must do instead today.

Understanding the change matters because outdated guides still tell new registrants to prepare a notarized letter. Following old instructions can waste time, delay a registration, or cause confusion when SAM.gov does not ask for the letter at all.

What Was the SAM.gov Notarized Letter?

The SAM.gov notarized letter was a letter on entity letterhead, signed by an authorized official and notarized, that confirmed the identity of the entity and its Entity Administrator. It was introduced to reduce fraud and to verify that the person requesting administrator access was authorized to act for the entity.

Typically, the letter stated the entity’s legal name, address, and Unique Entity Identifier or DUNS number, and it named the Entity Administrator. The administrator then uploaded or mailed the notarized letter as part of the registration process, and SAM.gov reviewed it before activating the registration.

Do You Still Need One in 2026?

In most cases, no. SAM.gov no longer requires a notarized letter for standard entity registrations. The Federal Service Desk and SAM.gov moved to other verification methods, including Login.gov authentication, Entity Administrator validation, and checks against official business records.

That does not mean verification has gone away. It means the verification step looks different. Instead of a notarized letter, SAM.gov may ask you to confirm administrator access, provide supporting documentation for the entity, or complete additional checks if information does not match official records.

If you are renewing an existing registration, you should not need a notarized letter either, unless SAM.gov specifically requests additional documentation for your entity.

What Replaced the Notarized Letter?

1. Login.gov sign-in

Entity Administrators now sign in through Login.gov, which provides identity verification and multi-factor authentication. Only a verified administrator can create, update, or renew an entity registration.

2. Entity Administrator validation

SAM.gov checks that the administrator is authorized for the entity. If another administrator already exists, the new administrator may need approval from the existing administrator or may need to follow the process for requesting administrator access.

3. Matching official records

SAM.gov compares the legal name, address, and other entity details with official records. Mismatches can trigger requests for documentation, such as articles of organization, a tax record, or a business license, even though a notarized letter is not the standard request.

When Might You Still Be Asked for Extra Documentation?

• Your entity is newly formed and has limited public records.
• Your legal name or address in SAM.gov does not match state or IRS records.
• You are requesting Entity Administrator access for an entity that already has an administrator.
• SAM.gov flags your registration for additional review.
• You are a foreign entity and need to confirm your NCAGE or other details.

In these cases, SAM.gov or the Federal Service Desk will tell you exactly what document is needed. Do not send a notarized letter unless it is specifically requested, and do not assume an old template will satisfy a current request.

What Entity Administrators Must Do Instead Today

1. Create or use a Login.gov account

Sign in to SAM.gov with Login.gov and enable multi-factor authentication. Keep your Login.gov credentials secure, and do not share them with other staff.

2. Confirm you are the Entity Administrator

Only an Entity Administrator can manage the registration. If you are not the administrator, ask the current administrator to add you or transfer the role, following SAM.gov’s administrator process.

3. Keep entity information consistent

Make sure the legal name, physical address, and other details in SAM.gov match your state filing and tax records exactly. Consistency reduces the chance of extra verification steps.

4. Respond promptly to SAM.gov requests

If SAM.gov asks for documentation, respond with the exact document requested, in the format requested, and keep a copy of your submission and any confirmation.

Common Mistakes to Avoid

Do not prepare a notarized letter based on an old blog post or template without checking current SAM.gov instructions. Do not upload sensitive documents that SAM.gov did not request. Do not share Entity Administrator credentials, and do not create a second registration for the same entity to bypass an administrator issue, as duplicate registrations can cause delays.

How to Check Your Current Requirements

Sign in to SAM.gov, open your entity registration, and review the status and any messages. If SAM.gov needs anything from you, it will show in your workspace or in the registration itself. For help, contact the Federal Service Desk through SAM.gov, and have your Unique Entity Identifier and entity legal name ready.

Conclusion

The SAM.gov notarized letter is largely a thing of the past. In 2026, most entities do not need one. Instead, entity administrators should focus on Login.gov access, accurate entity information, and responding to any specific documentation request SAM.gov makes. That approach keeps your registration moving and avoids delays from outdated paperwork.