How to Write a Letter of Attestation: A Complete Guide

Have you ever found yourself needing to provide proof of something important but weren’t sure how to go about it? That’s where a letter of attestation comes in. In my years helping clients navigate Nigerian documentation requirements, I’ve seen firsthand how crucial these letters can be—and how often people get them wrong.

Knowing how to properly craft a letter of attestation isn’t just helpful—it’s essential. Whether you’re verifying employment, confirming character, or validating residence, this comprehensive guide will walk you through everything you need to know.

I’m going to break down this process into simple, actionable steps that anyone can follow—no legal degree required. By the end of this post, you’ll have the confidence to write a letter of attestation that gets accepted the first time.

Page Contents

What Exactly Is a Letter of Attestation?

A letter of attestation is a formal document that confirms or verifies specific information about an individual, organization, or situation.

In Nigeria, these letters carry significant weight in official matters.

They serve as written testimony that something is true, genuine, or valid.

Unlike affidavits, attestation letters don’t always require notarization (though some do, depending on their purpose).

Common uses for a letter of attestation in Nigeria include:

Employment verification
Character references
Proof of residence
Income confirmation
Relationship verification
Educational qualification confirmation
Business relationship verification

The power of these letters comes from their ability to provide third-party validation of facts that might otherwise be difficult to prove.

What You’ll Need to Write a Letter of Attestation

Before putting pen to paper (or fingers to keyboard), gather these essentials to create a letter of attestation that meets Nigerian standards:

Required Documents:

Personal identification of the attestor (your valid ID card, international passport, driver’s license, or voter’s card)
Relevant supporting documents related to what you’re attesting to (employment records, property documents, etc.)
Official letterhead (if representing an organization)
Company stamp or seal (for organizational attestations)

Information to Compile:

Full legal names of all parties involved
Relevant dates (employment periods, residence duration, etc.)
Specific details about what you’re attesting to
Contact information for verification purposes
Registration numbers or reference codes (for businesses or professionals)

Tools and Resources:

Word processing software (Microsoft Word, Google Docs)
PDF converter (for final document preparation)
Printing capabilities (for physical submissions)
Email access (for electronic submissions)
Access to notary services (if notarization is required)

Top Tools I Recommend:

Grammarly – For ensuring error-free, professional writing
Microsoft Word templates – For proper formatting
DocuSign – For electronic signatures when acceptable
Canva – For creating professional letterheads if needed

Getting these elements in order before you start writing will streamline the process and help ensure you don’t miss any critical components of a letter of attestation.

Step-by-Step Instructions for Writing a Letter of Attestation

Now that you’ve gathered your materials, let’s break down the process of creating a letter of attestation that meets Nigerian standards and accomplishes your goals.

Step 1: Format Your Letter Properly

The presentation of your letter matters significantly in how it’s received by Nigerian authorities.

Start with a professional letterhead that includes:

Your full name or organization name
Complete physical address
Contact phone number
Email address
Date of writing

For personal attestations, place this information at the top right corner.

For organizational attestations, use official company letterhead.

Always include a reference number for your letter—this helps with tracking and filing.

The reference should follow this format: REF: [Your initials]/ATT/[Month]/[Year]/[Sequential number]

For example: REF: JD/ATT/04/2025/001

Warning: Incorrect or missing reference numbers are a common reason for rejection of attestation letters in Nigeria.

Step 2: Address the Letter Appropriately

Proper addressing shows respect and ensures your letter reaches the right person.

Include:

The recipient’s full name
Their title/position
Organization name
Complete address

If you’re writing a letter of attestation for general purposes (not addressed to a specific person), use “To Whom It May Concern” as your salutation.

For letters directed to specific organizations but not individuals, address it to the department or position title rather than leaving it generic.

Tip: When possible, call ahead to confirm the correct spelling of names and exact titles of recipients. This small detail demonstrates professionalism and attention to detail.

Step 3: Create a Clear Subject Line

Immediately after the salutation, include a subject line that precisely states the purpose of your letter.

Format it as: RE: LETTER OF ATTESTATION FOR [PURPOSE/PERSON]

Examples:

RE: LETTER OF ATTESTATION FOR EMPLOYMENT VERIFICATION OF MR. OLUWASEUN ADEBAYO
RE: LETTER OF ATTESTATION FOR PROOF OF RESIDENCE OF MRS. CHIAMAKA NWACHUKWU

Bold the subject line to make it immediately apparent what the document is.

This clarity helps the recipient quickly understand the letter’s purpose and process it accordingly.

Step 4: Write the Introduction

The opening paragraph should clearly state:

Who you are
Your relationship to the subject
Your qualification to make the attestation
The purpose of the letter of attestation

Keep this section concise but informative—typically 3-5 sentences is sufficient.

Example:

“I, Chief Ademola Johnson, Managing Director of Johnson Enterprises Limited (RC: 123456), have personally known Mr. Emmanuel Okafor for eight years in my capacity as his employer. During this period, I have directly supervised his work and conduct, placing me in a position to attest to his professional capabilities and character. This letter serves as an attestation of his employment history and professional conduct.”

Tip: Include relevant registration numbers, position titles, or qualifications that establish your authority to provide the attestation.

Step 5: Provide Detailed Information

This is the core of your letter where you provide the specific details you’re attesting to.

Be precise with:

Dates (use the DD/MM/YYYY format common in Nigeria)
Figures (spell out numbers below 10 and use digits for 10 and above)
Locations (include full addresses where relevant)
Facts (stick to verifiable information only)

Organize this section in clear paragraphs, each addressing a specific aspect of your attestation.

Warning: Avoid vague statements or generalizations. Nigerian authorities look for specific, verifiable information in attestation letters.

For employment attestations, include:

Exact employment period
Position(s) held
Key responsibilities
Salary information (if relevant)
Performance assessment

For character attestations, address:

Duration of relationship
Contexts in which you’ve observed the person
Specific character traits with examples
Reliability and integrity observations

Tip: Where possible, cite specific instances or examples that support your attestation rather than making blanket statements.

Step 6: Include a Declaration Statement

After providing all necessary details, include a formal declaration of truth.

Standard phrasing: “I hereby declare that the information provided in this letter of attestation is true and correct to the best of my knowledge. I understand that providing false information may lead to legal consequences.”

This declaration reinforces the seriousness and official nature of the letter of attestation.

Step 7: Close Properly and Sign

The closing section should:

Restate your willingness to provide additional information if needed
Include your contact information for verification purposes
Contain a formal closing (Sincerely, Faithfully, etc.)
Leave space for your signature

For example: “Should you require any further information or clarification regarding this attestation, please do not hesitate to contact me at 080XXXXXXXX or [email protected].

Sincerely,

[Leave 4 line spaces for signature]

Chief Ademola Johnson Managing Director Johnson Enterprises Limited”

Important: For a letter of attestation to be valid in Nigeria, you must sign it by hand with blue ink. Digital signatures are not accepted for most official purposes.

Step 8: Authenticate If Required

Depending on the purpose, your letter may need additional authentication:

Notarization: Visit a notary public who will verify your identity and witness your signature
Commissioner for Oaths: Similar to notarization but specifically required for certain legal procedures
Company seal: Required for corporate attestations
Stamping: Some letters need to be stamped by relevant professional bodies

Research the specific requirements for your type of attestation before submission.

Warning: Skipping required authentication steps will invalidate your letter of attestation, no matter how well-written it is.

Tips for Success with Your Letter of Attestation

Creating a letter of attestation that achieves its purpose in Nigeria requires more than just following a template. Here are proven strategies to ensure your letter gets accepted and accomplishes what you need it to:

Present Your Letter Professionally

First impressions matter enormously in Nigerian official contexts.

Your letter should:

Be printed on high-quality paper (at least 80gsm)
Use a professional, easily readable font (Times New Roman or Arial)
Maintain consistent 1.5 or double line spacing
Have adequate margins (at least 1 inch on all sides)
Be free of smudges, wrinkles, or stains

Consider investing in watermarked paper for important attestations—this small detail adds perceived legitimacy to your document.

If representing an organization, always print on official letterhead.

Pro tip: Create a PDF version of your letter even when submitting physical copies. This provides a perfect reference document and backup.

Use Appropriate Language and Tone

The language of a letter of attestation in Nigeria should be:

Formal but not overly complex
Direct and unambiguous
Free of colloquialisms and slang
Respectful of hierarchies and positions

Avoid:

Emotional appeals or personal opinions
Unnecessary technical jargon
Exaggerated claims or hyperbole
Conditional statements that introduce doubt

Remember: The goal is to present facts in a clear, straightforward manner that leaves no room for misinterpretation.

Include Verification Methods

Always make it easy for recipients to verify your attestation.

Provide:

Multiple contact methods (phone, email, physical address)
Best times to reach you
Alternative contacts if you’re often unavailable
Reference numbers for any relevant documents

When appropriate, include a statement like: “This attestation may be verified by contacting our Human Resources department at [email protected] or by calling 080XXXXXXXX during business hours (9am-5pm, Monday-Friday).”

Follow Up Appropriately

After submitting a letter of attestation:

Keep a registry of all letters you’ve written with dates and purposes
Follow up within one week if you haven’t received confirmation
Maintain copies of all correspondence related to the attestation
Be prepared to provide additional information if requested

Top tool recommendation: Use a simple tracking spreadsheet to monitor the status of all attestation letters you’ve written or submitted.

Common Mistakes to Avoid with Letters of Attestation

Even small errors can invalidate a letter of attestation in Nigeria’s detail-oriented bureaucratic system. Here are the pitfalls I’ve seen trip up countless clients—and how you can avoid them:

Format and Presentation Errors

Inconsistent formatting is immediately noticeable to experienced officials and can undermine your credibility.

Common format mistakes include:

Mixing fonts or sizes throughout the document
Improper margin alignment creating an unprofessional appearance
Incorrect date formats (always use DD/MM/YYYY in Nigeria)
Missing reference numbers that make tracking difficult
Poor quality printing or photocopying resulting in illegible text

The solution: Create a template for each type of attestation letter you commonly write, with proper formatting preset.

Critical Content Omissions

Leaving out essential information can render a letter of attestation useless or delay its processing.

Watch out for these common omissions:

Incomplete identification details of the person being attested for
Vague time periods instead of specific dates
Missing purpose statement that explains why the attestation is needed
Inadequate contact information for verification follow-up
Lack of specific examples to support character claims

Warning: Nigerian officials are increasingly scrutinizing attestation letters for specific details rather than general statements. Vague attestations are frequently rejected.

Legal and Procedural Oversights

Understanding the legal implications of attestation letters is crucial in Nigeria.

Avoid these serious mistakes:

Making false claims or exaggerations (this can have legal consequences)
Attesting to matters beyond your knowledge or authority (stick to what you can personally verify)
Failing to get necessary authentication when required
Using outdated forms or formats (requirements change periodically)
Not researching specific requirements for your particular attestation purpose

Important: Different Nigerian institutions may have slightly different requirements for attestation letters. Always research the specific expectations of the receiving organization.

Language and Tone Missteps

How you express yourself in a letter of attestation is almost as important as what you say.

Problematic language patterns include:

Overly casual or colloquial expressions that diminish professionalism
Emotional or subjective language instead of objective statements
Ambiguous phrasing that could be interpreted multiple ways
Contradictory statements within the same document
Cultural insensitivity or failure to use appropriate honorifics

Solution: Have someone else review your letter before finalizing it to catch tone issues you might miss.

Troubleshooting Your Letter of Attestation

Even perfectly crafted attestation letters sometimes encounter problems. Here’s how to handle the most common issues with a letter of attestation in Nigeria:

If Your Letter Is Rejected

First, don’t panic—rejection is often part of the process rather than the end of it.

Take these steps:

Request specific feedback on why the letter was rejected
Document all communication about the rejection
Address each issue methodically rather than making wholesale changes
Resubmit promptly with a cover note explaining the corrections

Pro tip: When resubmitting, include both the original rejected letter and your corrected version to show you’ve addressed all concerns.

Making Effective Corrections

When revising a letter of attestation:

Use tracked changes if submitting electronically to highlight corrections
Focus on substantive issues rather than just formatting
Verify any new information you’re adding
Have the letter reviewed by someone familiar with the requirements

Warning: Avoid making unnecessary changes to parts of the letter that weren’t flagged as problematic—this can introduce new issues.

When Authentication Is Challenged

If the authenticity of your letter is questioned:

Offer additional verification methods like direct phone calls
Provide supporting documentation that corroborates your attestation
Consider obtaining a higher level of authentication (like notarization if not originally included)
Engage relevant professional bodies who can validate your credentials

Remember: In Nigeria, personal appearances to verify attestations are sometimes required—be prepared to make yourself available if necessary.

Alternative Approaches When Standard Methods Fail

If your letter of attestation continues to face obstacles:

Consider involving a legal professional familiar with Nigerian documentation requirements
Explore alternative document types that might serve the same purpose
Seek assistance from professional associations related to your field
Contact the compliance department of the receiving organization directly

Top tool recommendation: Professional document review services can be worth their weight in gold when dealing with repeatedly rejected attestation letters.

Variations and Alternatives to Standard Letters of Attestation

Not all situations call for the same type of attestation. Understanding the variations of a letter of attestation in Nigeria can help you choose the most appropriate format for your needs.

Different Types of Attestation Letters

Each of these serves specific purposes in the Nigerian context:

Character Attestation

Focuses on personal qualities, moral standing, and behavioral patterns.

Key elements include:

Length of acquaintance
Capacity in which you know the person
Specific character traits with examples
Assessment of integrity and reliability

Best used for: Job applications, visa applications, school admissions

Professional Attestation

Verifies professional qualifications, work experience, and capabilities.

Essential components:

Professional relationship context
Duration of professional knowledge
Specific skills and competencies observed
Professional achievements worth noting

Best used for: Job applications, professional certification, contract bids

Residence Attestation

Confirms where someone lives and for how long.

Must include:

Exact address details
Period of residence
Basis for your knowledge (landlord, neighbor, community leader)
Any relevant property details

Best used for: Bank account opening, school enrollment, utility connections

Financial Attestation

Verifies income, financial responsibility, or economic status.

Should contain:

Financial relationship context
Specific financial details (income, assets, etc.)
Duration of financial knowledge
Assessment of financial reliability

Best used for: Loan applications, financial aid requests, tenancy agreements

Electronic vs. Physical Submission

The digital transition in Nigeria has created multiple submission options for a letter of attestation:

Electronic Submission Considerations:

Acceptable formats: Usually PDF only
Digital signatures: Generally not accepted for official purposes yet
Email submissions: Require specific subject line formatting
Online portals: May have character or attachment size limitations

Tip: Always follow up electronic submissions with a phone call to confirm receipt.

Physical Submission Requirements:

Paper quality: Minimum 80gsm, preferably letterhead
Copies required: Usually original plus 2-3 photocopies
Binding method: Single staple in upper left corner only
Presentation folder: Plain folder with clear cover preferred

Warning: Never submit your only original—always keep at least one certified copy for your records.

Third-Party Assistance Options

Sometimes getting professional help with a letter of attestation is the most efficient approach:

Legal Practitioners

Nigerian lawyers can provide:

Properly formatted attestation letters
Notarization services
Legal advice on content requirements
Representation if issues arise

Best for: High-stakes attestations with legal implications

Documentation Services

Specialized businesses offer:

Template-based attestation letter creation
Review of self-drafted letters
Submission and follow-up services
Translation if needed for international use

Best for: Routine attestations when you’re short on time

Professional Associations

Many Nigerian professional bodies provide:

Standardized attestation formats for their field
Verification services
Official stamps that add credibility
Guidance on regulatory requirements

Best for: Profession-specific attestations requiring technical knowledge

Final Thoughts

Throughout this guide, we’ve explored every aspect of creating a letter of attestation that meets Nigerian standards and achieves your goals. From proper formatting to content requirements, from common pitfalls to troubleshooting strategies, you now have a comprehensive understanding of how to approach this important document.

Remember that a letter of attestation is more than just a formality—it’s a powerful tool that can open doors, verify claims, and establish credibility in Nigeria’s documentation-intensive culture. When done correctly, your attestation carries weight and authority that can make significant differences in outcomes for yourself or others.

The key takeaways from this guide:

Preparation matters: Gather all necessary information and documents before you start
Details count: Be specific, accurate, and comprehensive in what you attest to
Presentation impacts reception: Professional formatting creates credibility
Authentication adds authority: Know when and how to get your letter properly authenticated
Follow-up ensures success: Monitor the status of your attestation and be ready to address issues

What attestation needs do you have? I encourage you to apply these principles to your next letter and experience the difference that proper preparation and execution can make.

Frequently Asked Questions About Letters of Attestation in Nigeria

Does a letter of attestation need to be notarized in Nigeria?

Not all attestation letters require notarization, but many do depending on their purpose. Letters for legal proceedings, international use, or high-value transactions typically need notarization. Check with the receiving organization about their specific requirements before submission.

How long is a letter of attestation valid in Nigeria?

Most attestation letters are considered valid for 3-6 months from the date of issuance, though this varies by purpose and receiving institution. Some organizations may specify shorter periods, particularly for financial attestations. Always include the issuance date clearly on your letter.

Can I write a letter of attestation for someone I’m related to?

Yes, but disclose the relationship clearly in the letter. For some purposes, related attestors may be considered to have a conflict of interest. When possible, seek additional non-related attestors to strengthen the credibility of claims.

What’s the difference between an affidavit and a letter of attestation?

An affidavit is sworn before a Commissioner for Oaths or notary public and has stronger legal standing. A letter of attestation may not always require this level of formality. Affidavits typically follow stricter format requirements and carry more severe penalties for false statements.

Can I email a letter of attestation instead of providing a physical copy?

This depends entirely on the receiving organization’s policies. Government agencies typically still require physical copies, while private companies may accept emailed PDFs. Always confirm the acceptable submission methods before preparing your letter.

What should I do if I’m asked to write an attestation letter about something I don’t have full knowledge of?

Only attest to what you can personally verify. If asked to confirm details beyond your knowledge, clearly state the limitations of your attestation in the letter. It’s both legally and ethically important to be truthful about the extent of your knowledge.