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.
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.
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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@example.com.
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 hr@company.com 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.
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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.
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