One and the Same Letter Template: Fill, Notarize, Submit
One and the Same Letter Template: Fill, Notarize, Submit
A “one and the same” affidavit is a sworn statement declaring that two or more name variations belong to the same person. This affidavit is intended for resolving minor discrepancies, not for full legal name changes. Copy this starter line, then follow the three steps below:
Three immediate next steps:
- Fill every bracketed field. List all name variants exactly as they appear on your documents. Add your date of birth and the purpose of the affidavit (e.g., “for account transfer at [Bank Name]”).
- Gather one or two supporting IDs. A government-issued photo ID plus a marriage certificate or court order, if available, strengthens the affidavit considerably.
- Notarize with a jurat. Sign in front of a commissioned notary public who administers an oath. A jurat, not a simple acknowledgment, is what most banks and government offices require.
This affidavit must be sworn and notarized to carry legal effect. It is not a substitute for formal name-change records — such as a marriage certificate, divorce decree, or court order — when those documents are specifically required. For a full legal name change, you must provide the formal court or government document, not an affidavit.
Key Takeaways
A notarized “one and the same” affidavit with a jurat block is the correct document for resolving minor name discrepancies at banks, brokers, and government offices — but it does not replace formal name-change records when those are required.
| Point | Details |
|---|---|
| Use a jurat, not an acknowledgment | A sworn jurat is required for affidavits; an acknowledgment alone does not give the document legal weight. |
| Check recipient requirements first | Many institutions have proprietary forms; a generic template may be rejected without prior confirmation. |
| Keep the jurat on one page | A single-page layout with clear space for the notary seal improves acceptance at banks and title companies. |
| Attach certified supporting documents | Bring a government ID and, where available, a marriage certificate or court order to strengthen the affidavit. |
| Premier Notary & Apostille Services | Offers same-day and mobile affidavit notarization, apostille processing, and guided intake to confirm recipient requirements. |
Table of Contents
- What is a “one and the same” affidavit and when do you need one?
- The complete one and the same letter template with jurat block
- How to fill out the template step by step
- What notarization does your affidavit actually need?
- How to fill and e-sign the template online
- When should you hire a professional notary or apostille service?
- What most people get wrong when submitting these affidavits
- Premier Notary & Apostille Services handles the hard parts for you
- Sources
- FAQ
What is a “one and the same” affidavit and when do you need one?
A “one and the same” affidavit is a notarized, sworn statement that two or more name spellings or formats belong to a single individual. It does not change your legal name. It simply confirms identity consistency for a specific transaction or filing.
Common uses include:
- Opening or transferring bank or brokerage accounts where your ID and account name differ slightly
- Clearing title, deed, or real estate closing documents when a name appears inconsistently across records
- Correcting minor discrepancies on passport applications or travel documents
- Reconciling employer records, professional licenses, or government ID files
The key distinction: an affidavit works for minor discrepancies. Fidelity’s guidance makes this explicit — their proprietary “One-And-The-Same” form covers small name variations, but a full legal name change requires formal documents such as a marriage certificate or divorce decree. That line holds across most institutions.
When the affidavit is directed at a government office, follow the NARA correspondence manual for proper heading, salutation, and attention-line conventions so the letter reaches the right desk.
Pro Tip: Before drafting anything, call or check the recipient institution’s website. Many banks, brokers, and agencies have a preferred form or specific required language. A generic template may be rejected outright if the institution uses a proprietary form.
The complete one and the same letter template with jurat block
Use the full template below. It mirrors the sworn language found in Georgia’s official Affidavit of One and the Same Name and Montana’s Form AOS, both of which set the standard for state-accepted jurat placement.
AFFIDAVIT OF ONE AND THE SAME PERSON
State of ________________ County of _______________
I, [Full Legal Name], of legal age, being duly sworn, depose and state:
- I am one and the same person known by the following names: [Name Variant 1], [Name Variant 2], and [Name Variant 3].
- All such names refer solely to me, born on [Date of Birth] in [City, State].
- The last four digits of my Social Security Number are [XXXX] (include only if the recipient requires it).
- This affidavit is made for the purpose of [state purpose, e.g., “account transfer at ABC Bank”].
- I declare under penalty of perjury that the foregoing is true and correct.
Affiant Signature
Printed Name
JURAT / NOTARY BLOCK
Subscribed and sworn to before me this ____ day of ______, 20.
Notary Public Signature
My commission expires: ________________
(Notary Seal / Stamp)
Three common variations:
- Variation A — Minor spelling or format differences (e.g., “Jon Smith” vs. “Jonathan Smith”): Use the template as written. No supporting documents beyond a photo ID are typically needed.
- Variation B — Professional or maiden name combinations (e.g., “Maria Lopez” vs. “Maria Lopez-Chen”): Attach a marriage certificate or court order as supporting evidence alongside the affidavit.
- Variation C — Affidavit accompanying legal documents: Reference the attached document in paragraph 4 (e.g., “in support of the attached marriage certificate dated [date]”).
For letter-style formatting when submitting to a government agency, the NMU Writing Center’s business-letter guide and Purdue OWL’s formatting rules cover heading, salutation, and block-format conventions. Forbes Advisor’s business letter templates also offer downloadable block and modified-block layouts you can adapt.
Fillable fields checklist:
- Full legal name (as it appears on your primary ID)
- All name variants, spelled exactly as they appear on each document
- Date of birth and place of birth
- Last four digits of SSN (only if the recipient requests it)
- Purpose of the affidavit
- Your signature, printed name, and date
- Notary signature, commission expiration date, and seal
Additional copyable affidavit examples are available from template repositories and illustrate alternative jurat wording you may encounter.
How to fill out the template step by step
Step-by-step process:
- Open the template in a word processor, fillable PDF editor, or print it and complete it by hand in blue or black ink.
- Enter your full legal name exactly as it appears on your primary government-issued ID.
- List every name variant you need to reconcile, spelled precisely as each appears on the relevant document (bank statement, title, passport, etc.).
- State the purpose clearly in paragraph 4. Be specific: name the institution and the transaction type.
- Do not sign yet. The affiant signature must be made in front of a notary public who administers an oath.
- Appear before a notary. Bring the unsigned document and your government-issued photo ID. The notary will administer the oath, witness your signature, and complete the jurat block.
- Collect the notarized original. Keep it. Provide certified copies or photocopies only when the recipient specifically requests them.
Supporting documents to attach:
- Government-issued photo ID (driver’s license or U.S. passport)
- Marriage certificate, divorce decree, or court order if the name change was formal
- A utility bill or bank statement showing the variant name, when no formal document exists
Timeline and cost: Notary fees vary by state. Mobile or same-day notary services often cost more than standard appointments. Bank processing after submission typically takes several business days, though some institutions may confirm receipt more quickly. For real estate closings, coordinate notarization at least 48 hours before the closing date.
If a recipient asks for additional verification, contact their compliance or customer service department directly. Provide certified copies of supporting documents rather than originals, and ask whether their institution has a proprietary form you should use instead. For real estate closings, name-consistency affidavits are routine, and title companies often have their own preferred language.
What notarization does your affidavit actually need?
Jurat vs. acknowledgment: A jurat requires you to swear or affirm the truth of the document’s contents before the notary, who then certifies that oath. An acknowledgment only confirms that you signed voluntarily. For a “one and the same” affidavit, a jurat is required — the sworn oath is what gives the document its legal weight as an affidavit.
State-level differences to watch:
- Some states require specific statutory language in the jurat. Mirroring the exact wording from your state’s own form reduces rejection risk for state filings.
- Certain institutions or agencies provide their own required form. Always confirm with the recipient before finalizing your document.
- A few states permit remote online notarization (RON) for affidavits; check your state’s current rules before proceeding with an e-notarization.
International use: When a notarized affidavit must be used in a foreign country, an apostille or further diplomatic legalization is usually required. The apostille process is separate from notarization and adds time. Plan accordingly, and consider using a professional service for that step. A corporate document apostille checklist can help you confirm which documents need authentication before submission abroad.
Pro Tip: The affidavit is not a substitute for formal name-change certificates. If a passport agency, court, or employer specifically requires a marriage certificate, divorce decree, or court-ordered name change, the affidavit alone will not satisfy that requirement. Confirm with the recipient what they will accept before you notarize.
For passport-related name discrepancies, the distinction between an affidavit and a formal name-change document matters significantly — passport agencies have specific rules about which discrepancies an affidavit can resolve.
How to fill and e-sign the template online
Two workflows cover most situations:
Option 1 — Fillable PDF editor. Upload the template to a PDF editor, complete all fields digitally, and print the completed document for in-person notarization. This is the most common workflow and keeps the jurat clean on a single page.
Option 2 — Plain-text letter, printed and signed. Paste the template into a word processor, fill the fields, print, and sign in front of a notary. Straightforward and accepted everywhere.
What to evaluate when choosing an online editor:
- Format suitability for notarization: The printed output must be clean, single-page where possible, with clear space for the notary seal. Avoid editors that reflow text unpredictably.
- Edit and sign convenience: Tools like pdfFiller and DocHub let you add text fields, checkboxes, and signature blocks directly to a PDF. Both offer free tiers with basic editing; paid plans unlock advanced features like audit trails and encrypted storage.
- Security and audit trail: For sensitive documents containing partial SSNs or date of birth, choose an editor with encryption at rest and a document access log. pdfFiller and DocHub both provide audit trail features on paid plans.
- Cost: Both tools offer free tiers sufficient for a single-use affidavit. Paid plans are worth considering only if you need multiple documents or team access.
One important caution: an electronic signature applied through an online editor is not the same as a notarized signature. The affiant signature on a jurat must be made in person before a commissioned notary. Use online editors to prepare and format the document, then print and sign it in front of a notary. For formatting guidance on the letter-style version, Purdue OWL’s business letter rules remain the clearest free reference.
When should you hire a professional notary or apostille service?
Some situations make professional help worth the cost.
- International apostille: If the affidavit must be used abroad, apostille processing requires coordination with the Secretary of State’s office and sometimes a foreign consulate. Errors cause significant delays.
- Complex institutional requirements: Some banks and brokers require certified copies, specific jurat language, or a notary with errors-and-omissions coverage. A professional notary knows what those institutions expect.
- Last-minute real estate closings: A missed or rejected affidavit can delay a closing. Mobile, same-day notarization removes that risk.
- Divorce-related name reconciliation: When an affidavit accompanies a divorce decree or name-change order, the notarization requirements can intersect with court filing rules. Divorce document notarization handled by an experienced notary avoids common errors in that context.
Pro Tip: When you book a professional notary, bring the recipient institution’s exact requirements in writing — an email or printed instructions. That one step prevents most same-day rejections.
Premier Notary & Apostille Services handles affidavit notarization, apostille coordination, certified document translation, and mobile or same-day appointments. With over 1,900 documents processed and a 5-star Google rating, the intake process is guided so you arrive prepared.
What most people get wrong when submitting these affidavits
The template itself is rarely the problem. The mistakes happen in the details.
Double-check the recipient’s required wording before you finalize the document. A bank that uses a proprietary form will reject a generic affidavit regardless of how well it is drafted. Three small items that get missed more often than you would expect: inconsistent punctuation in name variants (hyphen present on one document, absent on another), omitting the date of birth when the recipient’s form requires it, and attaching photocopies of supporting documents instead of certified copies when certified copies are specifically requested.
Keep the notarized original. Provide copies only when the recipient asks for them. Handing over your only notarized original and having it lost in a file is a preventable problem.
Premier Notary & Apostille Services handles the hard parts for you
Filling the template is straightforward. Getting it notarized correctly, apostilled for international use, or accepted by a specific institution on a tight deadline is where things can go sideways.
Premier Notary & Apostille Services offers affidavit notarization with same-day and mobile options, apostille processing, certified translation, and a guided intake process that confirms recipient requirements before you sign anything. Over 1,900 documents processed. 5-star Google rating. No guesswork about whether your document will be accepted. Book your affidavit notarization appointment directly to get started.
Sources
- One-And-The-Same Letter
- Affidavit of One and the Same Name
- Affidavit of One and The Same
- NARA correspondence manual excerpt
- Parts of a Business Letter | NMU Writing Center
- Basic business letters | Purdue OWL
- Business letter format with free template — Forbes Advisor
- Download Affidavit Of One And The Same Person Template
FAQ
What is a “one and the same” letter?
A “one and the same” letter is a sworn affidavit declaring that two or more name variations belong to the same individual. It is notarized with a jurat and submitted to banks, brokers, courts, or government agencies to resolve minor name discrepancies.
How do you fill out a “one and the same” form?
Enter your full legal name, list every name variant exactly as it appears on each document, state the purpose, and leave the signature line blank until you are in front of a notary. Sign under oath, then have the notary complete the jurat block.
When is an affidavit not enough for a name change?
When a formal name-change document is specifically required — such as a marriage certificate, divorce decree, or court order — an affidavit will not substitute for it. Fidelity’s guidance reflects the standard institutional position: affidavits cover minor discrepancies only.
How do you write an affidavit of one and the same person?
Use the sworn language in the template above: identify yourself by full legal name, list all name variants, state your date of birth and purpose, and sign before a notary who administers an oath. Attach a government-issued photo ID and any relevant supporting documents.
Do you need a notary for a “one and the same” letter?
Yes. The document must be sworn and notarized with a jurat to carry legal effect. An unnotarized letter is generally not accepted by banks, title companies, or government agencies as a valid affidavit.