Notarized Letter Now Required to Update Registration for Federal Grant Applicants

All entities renewing, updating, or creating a new registration at are now required to submit an original, signed notarized letter via U.S. Postal Service mail confirming the authorized Entity Administrator associated with the Data Universal Numbering System (DUNS) number before the registration is activated. This applies to emergency services agencies that plan to apply for federal funding, including through the Assistance to Firefighters Grant (AFG), Staffing for Adequate Fire and Emergency Response (SAFER) grant, and/or Fire Prevention and Safety (FP&S) grant programs.

SAM is a computer system accessed by the internet and managed by the U.S. government. Entities must have an active registration in SAM to receive federal grant funding. An “entity” is a company, business, or organization registering in SAM. Each entity is represented by a nine-digit unique identifier, the DUNS number. An entity administrator is an officer, agent, or representative of the entity who is authorized to manage the entity’s registration record, its associated users, and their roles to the entity in SAM.

SAM registrations must be updated annually to remain active. What is new this year is the requirement to submit a notarized letter confirming the authorized Entity Administrator. Click here to view letter templates. Once the letter is signed and notarized, the original document must be mailed to:

Federal Service Desk
Attn: Registration Processing
460 Industrial Blvd.
London, KY 40741-7285

The rest of the process for updating a SAM registration can be completed online for free, usually in just a few minutes.

To learn more about what is required, read the Frequently Asked Questions (FAQs) at