A change to the bank account information associated with your entity registration in the System for Award Management (SAM) was made within the past year. As a precaution, you must review your entity registration thoroughly and update any information which is outdated or incorrect while doing so. Please log into SAM and confirm this change.
Within thirty (30) calendar days of receipt of the email, you must provide a notarized letter attesting to the accuracy of the information contained in your registration. The letter must be postmarked within thirty (30) calendar days. If you do not send the original, signed notarized letter within that time, your registration will expire. An expired registration can cause issues with payment for Federal contract and grant payments.
1. This notarized letter needs to:
Be on your company/organization letterhead
Be signed by your company President, CEO, or other authorized signature authority
Contain your company/organization DUNS Number
Contain your company/organization Legal Business Name (as associated with the DUNS Number)
Contain your company/organization physical address (as associated with the DUNS Number)
Contain the new Entity Administrator’s name, phone number, address, and email address
Confirm that the banking information on your current entity registration Financial Information page is correct.
Contain the following statement above the signature block of your letter with the appropriate information inserted where noted:
“The purpose of this notarized letter is to designate [insert name of Entity Administrator] as Entity Administrator for [insert Legal Business Name]. I, [insert Name and Title of signatory], hereby confirm that [insert name of Entity Administrator] is an authorized officer, agent, or representative of [insert entity Legal Business Name, or, for individuals representing themselves, say him/herself]. This letter will authorize [insert name of Entity Administrator] to have access to the System for Award Management (SAM). SAM is a computer system managed by the U.S. Government, and it is only accessible by individuals who are either authorized to represent a particular entity, or by individuals representing themselves. Accessing or using SAM, or information contained therein, for any unauthorized or illegal purposes, may have civil and criminal penalties, and may negatively impact the status of the SAM registration maintained on this entity. I, the below-signed, attest to the accuracy of all information contained in this letter.”
2. There is no cost to register in SAM -- it is free. However, if you choose to have a third-party company administer your SAM registration, with or without an associated fee, include the following statement in your notarized letter:
“For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do hereby authorize [insert name, phone number, address, and email address of the Third-Party Agent] to act on behalf of [insert entity Legal Business Name, DUNS Number, physical address, authorizing party’s email address, and phone number].This authorization permits [insert name, phone number, address, and email address of the Third-Party Agent] to conduct all normal, common business functions within SAM while binding the signatory to all actions conducted and representations made as a result of authorization granted herein.
3. If you will not have a third-party company managing your SAM registration, include the following statement in your notarized letter:
“For the purpose of registering with the United States Government through the online System for Award Management (SAM), I do not authorize any third party to act on behalf of [insert entity Legal Business Name].”
4. Letters omitting either the third-party authorization referenced in Step 2 or the statement referenced in Step 3 will be considered unacceptable.
5. The new Entity Administrator must have an individual SAM User Account created with the e-mail address provided in the notarized letter.
6. You must mail the original letter signed by the Notary within 60 days of registration activation to:
FEDERAL SERVICE DESK
ATTN: SAM.GOV REGISTRATION PROCESSING
460 INDUSTRIAL BLVD
LONDON, KY 40741-7285
Published 2018-04-08 | Updated 2018-08-28 09:47:58